Privacy policy

The short version

We collect two very different things, and we treat them differently. The first is ordinary contact information you give us when you enquire. The second is your business documents, which we only ever handle during a build, and which stay inside your own cloud account.

Information we collect from this website

If you fill in the form on this site or email us, we collect your name, your email address, your company name, your industry and whatever you choose to write in the message. That is all. There is no tracking pixel, no advertising network and no analytics profile built on you.

We use this only to reply to you and to prepare for a call. We do not add you to a mailing list, we do not sell it, and we do not pass it to anyone else.

Your business documents

During a demonstration, a pilot or a full build, we work with documents you give us access to. The following applies to all of them.

• The portal is installed in your own cloud account. For full builds, your documents and the index built from them stay in infrastructure you own and control. We do not keep a copy.
• We name every service your data touches, in writing, before you sign. That includes the AI provider and any hosting or storage service.
• We do not use your documents to train our own AI models. Before deployment we document the selected AI provider's training policy and retention settings. When somebody asks a question, only the relevant text needed for the answer is sent to the configured AI service. Any provider-side retention depends on the service and configuration selected for your build and is disclosed in writing before deployment.
• Access follows your own permissions. The portal uses the staff logins and access levels you already have. We do not create a second list of users.
• Sample files sent for a free demonstration are held on our side only for as long as it takes to build and show you the demonstration, and are deleted within 30 days of that, or immediately if you ask.

Where information is stored

Enquiry emails are held in our business email account. Client portals run in the client's own Microsoft or Amazon cloud account, in the region the client chooses. Some AI processing may occur outside Australia. We tell you which providers and which regions apply to your build before you commit to anything, and if you need all processing to stay inside your own network, we can build it that way.

How long we keep things

Enquiry information is kept while there is an active conversation and for up to two years afterwards, so we can pick up where we left off. Project records are kept for as long as we are engaged and for seven years afterwards where Australian tax and business record-keeping law requires it. You can ask us to delete enquiry information at any time.

Sharing

We do not sell personal information and we do not share it for marketing. We share it only with the service providers needed to run the work, such as email, hosting and the named AI provider, and only where necessary. We will also disclose information if Australian law requires it.

Security

We use access controls, encrypted connections and least-privilege access to client systems. No system is perfectly secure. If a data breach occurs that is likely to cause you serious harm, we will notify you and the Office of the Australian Information Commissioner as required under the Notifiable Data Breaches scheme.

Your rights

You can ask us what personal information we hold about you, ask us to correct it, or ask us to delete it. Email hello@nir.systems and we will respond within 30 days. If you are not satisfied with our response, you can complain to the Office of the Australian Information Commissioner at oaic.gov.au.

Cookies

This website does not set tracking or advertising cookies. If we later add a booking calendar or an analytics tool, we will list it here before it goes live.

Contact

Privacy questions go to Ani Nandi at hello@nir.systems. If we change this policy, the date at the top will change.