Aijency

Privacy Policy

Effective date: 9 April 2026 | Last updated: 11 May 2026

This Privacy Policy explains how Aijency collects, uses, and protects your personal information when you use our AI agent platform and related services.

1. Who We Are

Aijency is an AI-powered meeting booking and lead qualification platform operating under Australian law. Contact: info@aijency.ai

2. Information We Collect

Information you provide directly

Name, email address, company name, and phone number provided during conversations with Eva
Meeting preferences, availability, and scheduling details
Account registration information for Tenant administrators
Documents and URLs uploaded by Tenants to the Knowledge Base

Information collected automatically

Conversation transcripts stored persistently and synced to the Tenant’s CRM
Session identifiers (visitor ID stored in browser local storage)
Domain and page context from the site where the widget is embedded

Information from third-party integrations

Calendar availability from Google Calendar or Microsoft Outlook
Contact and CRM data from HubSpot
Meeting details from Zoom, Google Meet, or Microsoft Teams

3. How We Use Your Information

Operate the AI agent and facilitate meeting bookings on behalf of the Tenant
Qualify leads on behalf of Tenants based on BANT criteria
Send calendar invitations and video meeting links via the Tenant’s connected meeting provider (Zoom, Google Meet, or Microsoft Teams)
Sync lead and meeting data to the Tenant’s connected CRM
Surface Tenant-uploaded Knowledge Base content (documents and URLs provided exclusively by the Tenant) within Eva’s responses — this content is provided entirely by the Tenant and does not include any Google or Microsoft user data
Comply with legal obligations

We do not sell your personal information to third parties, use visitor data for advertising, or use any data obtained from Google or Microsoft Workspace APIs to train, improve, or develop AI or machine learning models.

4. Lawful Basis for Processing (GDPR)

Legitimate interests — qualifying inbound sales leads and scheduling meetings
Contract performance — fulfilling a meeting booking requested by the visitor
Legal obligation — where required by applicable law

5. Third-Party Integrations

Zoom — Aijency uses the meeting:write:meeting scope to create scheduled meetings. See zoom.us/privacy.

Google Calendar & Google Meet — Aijency uses scopes calendar.events, calendar.readonly, openid, and userinfo.email exclusively to check the Tenant’s calendar availability and create meeting events on their behalf. Google user data is used solely for these two purposes and for no other use. Google user data is never used to train or improve AI models, never shared with third-party AI services, and never transferred beyond what is strictly necessary to complete the requested booking. See policies.google.com/privacy.

The use of raw or derived user data received from Workspace APIs will adhere to the Google User Data Policy, including the Limited Use requirements.

Anthropic Claude API — Aijency uses the Anthropic Claude API to power Eva’s conversational responses. Only visitor-submitted conversation messages and Tenant-uploaded Knowledge Base content are processed by this API. Google user data obtained via Workspace APIs — including calendar availability and event details — is never transmitted to the Anthropic API or any other third-party AI service. Anthropic does not use API data to train models. A Data Processing Agreement (DPA) including Standard Contractual Clauses is in place. See anthropic.com/privacy and our Data Security page.

Microsoft Outlook & Microsoft Teams — Aijency uses scopes Calendars.ReadWrite, OnlineMeetings.ReadWrite, and offline_access exclusively to check calendar availability, create Outlook calendar events, and generate Microsoft Teams meeting links where selected as the meeting provider. Microsoft user data is used solely for these purposes and is never used to train or improve AI models or shared with third-party AI services. See privacy.microsoft.com/privacystatement.

HubSpot — Aijency uses scopes crm.objects.contacts.write, crm.objects.contacts.read, crm.schemas.contacts.read, and crm.objects.deals.write. See legal.hubspot.com/privacy-policy.

6. Data Storage and Security

All data stored in Supabase (PostgreSQL), ap-southeast-2 (Sydney, Australia)
Knowledge Base documents stored in Supabase Storage, ap-southeast-2 (Sydney, Australia)
AES-256-GCM encryption for all OAuth tokens at rest
Row-level security enforced at the database level
HTTPS enforced on all connections
OAuth 2.0 with PKCE for all integrations

For full details on our security architecture, sub-processors, and compliance certifications, see our Data Security & Privacy page.

7. Data Retention

Data is retained while your account is active. Upon termination, data is deleted within 30 days of your written request to info@aijency.ai.

8. Your Rights

You may have rights under the Australian Privacy Act 1988, GDPR, or other applicable laws to access, correct, or delete your personal information. Contact info@aijency.ai. We will respond within 30 days.

9. Cookies and Local Storage

The widget stores a single visitor identifier (aijency_vid) in browser local storage — a randomly generated UUID not used for cross-site tracking.

10. Contact

Aijency
Sydney, New South Wales, Australia
Email: info@aijency.ai