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Privacy Policy

Last Updated: November 29, 2024

1. Introduction

Agentic AI Solutions ("we," "us," or "our") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal data when you visit our website at agentic-ai-solutions.com (the "Site") or use our services.

We are an AI automation company specialising in on-premise AI deployment, workflow automation, and custom AI solutions. Our commitment to privacy and data protection aligns with our core business values of security, compliance, and data sovereignty.

This Privacy Policy complies with the General Data Protection Regulation (GDPR) and demonstrates our commitment to protecting your personal information.

2. Data Controller

Agentic AI Solutions

Email: privacy@agentic-ai-solutions.com

Address: [Your Company Address]

For privacy-related inquiries, please contact us at the email address above.

3. Information We Collect

3.1 Information You Provide Directly

Contact Form Information:

When you submit our contact form, we collect:

  • Name
  • Email address
  • Company name (optional)
  • Phone number (optional)
  • Message content
  • Project details or requirements

Authentication Data:

If you create an account or access protected areas of our Site:

  • Email address
  • Name
  • Profile information
  • Authentication credentials

Communication Data:

  • Emails you send to us
  • Support requests
  • Marketing preferences

3.2 Information Collected Automatically

Analytics Data:

We use Vercel Analytics to collect:

  • IP address (anonymised)
  • Browser type and version
  • Device type
  • Operating system
  • Pages visited and time spent
  • Referring website
  • Geographic location (country/region level)

Cookies and Tracking Technologies:

We use cookies and similar technologies to:

  • Authenticate users
  • Remember your preferences
  • Analyse site usage
  • Improve user experience

For detailed information about cookies, see Section 8 below.

3.3 Database Information

Our Site uses PostgreSQL with Prisma ORM to store:

  • User account information
  • Session data
  • Contact form submissions
  • Authentication tokens

4. Legal Basis for Processing (GDPR)

Consent (Article 6(1)(a)):

  • When you subscribe to newsletters
  • When you explicitly agree to marketing communications
  • Cookie preferences (where required)

Contractual Necessity (Article 6(1)(b)):

  • Processing contact form submissions to respond to inquiries
  • Providing access to protected areas you request
  • Delivering services you've requested

Legitimate Interests (Article 6(1)(f)):

  • Improving our website and services
  • Analytics and performance monitoring
  • Network and information security
  • Preventing fraud and abuse

Legal Obligation (Article 6(1)(c)):

  • Complying with applicable laws and regulations
  • Responding to lawful requests from public authorities

5. How We Use Your Information

We use the collected information for the following purposes:

5.1 Service Delivery

  • Responding to your inquiries and requests
  • Providing information about our services
  • Setting up and managing user accounts
  • Delivering requested content or demos

5.2 Communication

  • Sending service-related communications
  • Responding to support requests
  • Sharing relevant updates about our services
  • Marketing communications (with your consent)

5.3 Analytics and Improvement

  • Analyzing website usage and performance
  • Identifying trends and user preferences
  • Improving user experience and content
  • Detecting and preventing technical issues

5.4 Security and Compliance

  • Protecting against unauthorised access
  • Detecting and preventing fraud
  • Ensuring compliance with legal obligations
  • Maintaining system integrity

6. Data Sharing and Disclosure

We do not sell your personal data. We may share your information only in the following circumstances:

6.1 Service Providers

We engage trusted third-party service providers to assist with:

  • Hosting: Vercel (website hosting and analytics)
  • Authentication: NextAuth.js (authentication services)
  • Database: PostgreSQL hosting provider

These providers process data only on our behalf and in accordance with our instructions.

6.2 Legal Requirements

We may disclose your information if required to do so by law or in response to:

  • Court orders
  • Subpoenas
  • Legal processes
  • Government requests

6.3 Business Transfers

In the event of a merger, acquisition, or asset sale, your personal data may be transferred as part of the business assets. We will notify you before your data is transferred.

6.4 With Your Consent

We may share your information with third parties when you explicitly consent to such sharing.

7. International Data Transfers

We primarily store and process data within [Your Primary Region, e.g., the European Economic Area (EEA)]. If we transfer your personal data outside the EEA, we ensure adequate protection through:

  • Standard Contractual Clauses approved by the European Commission
  • Ensuring the recipient country has an adequacy decision
  • Implementing appropriate technical and organisational safeguards

8. Cookies and Tracking Technologies

8.1 Types of Cookies We Use

Essential Cookies:

  • Authentication session cookies
  • Security cookies (e.g., CSRF tokens)
  • These are necessary for the website to function

Analytics Cookies:

  • Vercel Analytics cookies
  • Help us understand how visitors use our Site
  • Collect anonymous usage data

Preference Cookies:

  • Remember your settings and preferences
  • Theme preferences (light/dark mode)

8.2 Managing Cookies

You can control and manage cookies through:

  • Browser settings (most browsers allow you to refuse cookies)
  • Our cookie consent banner (where applicable)
  • Third-party opt-out tools

Please note: Disabling essential cookies may affect website functionality.

8.3 Cookie Duration

  • Session cookies: Deleted when you close your browser
  • Persistent cookies: Remain for a set period (typically 30 days to 2 years)
  • You can delete cookies at any time through your browser settings

9. Data Retention

We retain your personal data only for as long as necessary to fulfill the purposes for which it was collected:

Contact Form Submissions:

  • Retained for 12 months after submission
  • Deleted after resolution of inquiry unless ongoing relationship

User Account Data:

  • Retained for the duration of your account
  • Deleted within 30 days of account closure

Analytics Data:

  • Retained for 26 months (Vercel Analytics default)
  • Anonymized after retention period

Session Data:

  • Deleted when you log out or after inactivity period (typically 30 days)

Legal/Compliance Records:

  • Retained as required by applicable law (typically 6-7 years)

We regularly review our data retention policies and delete data that is no longer needed.

10. Your Rights (GDPR)

Under the GDPR, you have the following rights regarding your personal data:

10.1 Right to Access

You can request confirmation of whether we process your personal data and request a copy of your personal data.

10.2 Right to Rectification

You can request correction of inaccurate or incomplete personal data.

10.3 Right to Erasure (Right to be Forgotten)

You can request deletion of your personal data when:

  • It's no longer necessary for the purposes collected
  • You withdraw consent
  • You object to processing
  • The data was unlawfully processed

10.4 Right to Restriction of Processing

You can request restriction of processing when:

  • You contest the accuracy of the data
  • The processing is unlawful
  • We no longer need the data but you need it for legal claims

10.5 Right to Data Portability

You can receive your personal data in a structured, commonly used, machine-readable format.

10.6 Right to Object

You can object to processing based on legitimate interests or for direct marketing purposes.

10.7 Right to Withdraw Consent

You can withdraw consent at any time without affecting the lawfulness of processing based on consent before withdrawal.

10.8 Right to Lodge a Complaint

You have the right to lodge a complaint with a supervisory authority (e.g., your local data protection authority).

10.9 How to Exercise Your Rights

To exercise any of these rights, please contact us at: privacy@agentic-ai-solutions.com

We will respond to your request within 30 days of receipt.

11. Security Measures

11.1 Technical Measures

  • •Encryption: Data in transit: TLS 1.3 encryption. Data at rest: AES-256 encryption for sensitive data
  • •Authentication: NextAuth.js with secure session management, password hashing using industry-standard algorithms, multi-factor authentication (where applicable)
  • •Access Controls: Role-based access control (RBAC), principle of least privilege, regular access reviews
  • •Network Security: Firewalls and intrusion detection, regular security patching, DDoS protection

Please note: No method of transmission or storage is 100% secure. While we strive to protect your data, we cannot guarantee absolute security.

17. Contact Information

For any questions, concerns, or requests regarding this Privacy Policy or our data practices:

Email: privacy@agentic-ai-solutions.com

Postal Address:

Agentic AI Solutions

PO Box 1916

Osborne Park, WA 6017

Australia

We will respond to inquiries within 30 days.

This Privacy Policy is designed to comply with GDPR, CCPA/CPRA, and other applicable data protection laws. For questions about compliance or to exercise your rights, please contact us at privacy@agentic-ai-solutions.com.