Rethink AI privacy policy

Last updated: 2 November 2026

This policy explains how Rethink AI Pty Ltd, ABN 79 690 039 126 ("we", "us"), handles personal information. It covers our website at rethinkai.com.au, our contact form and research surveys, our software and services (including Ontos) and the apps we publish on platforms such as Microsoft Teams (together, the "Services"). We handle personal information in line with the Australian Privacy Principles.

1. What we collect

• Website visitors. Our website uses no analytics, tracking or cookies. Your browser's request for a page passes through our hosting provider, Amazon Web Services, and we keep no record of your visit. Our enquiry form asks for your name. If you'd rather not give it, email support@rethinkai.com.au under any name, or none.
• Enquiries. What you type in the contact form: usually your name, work email, company and message, and any later emails with us. We also look up public information about your organisation and your role in it, such as its website, company registers and news.
• Research surveys. The answers you give in a survey we invite you to. We don't ask your name or email.
• People who use our Services. Your name, work email, organisation and role, your settings, and records of how you use the Services.
• Content your organisation connects. When an organisation uses Ontos, it may connect its email, calendar and meetings (including meeting transcripts), documents and CRM records. That content can include personal information about the organisation's staff, clients and contacts. The organisation decides what to connect.
• Our Microsoft Teams app. When added to a meeting it collects who joins and leaves, the chat messages addressed to it by name, and Microsoft tenant and user identifiers. In a one-to-one chat it collects the messages a person sends it. If that person has no Ontos account, it replies at most once a day that they don't have access yet and, where their organisation uses Ontos, sends their name and work sign-in to its Ontos administrators as an access request. It keeps nothing they wrote. It does not open files sent to it. It reads no other messages. The app itself does not record or transcribe; when Ari joins a meeting, Teams may record and transcribe it under your organisation's Teams settings, and Ontos builds the meeting's summary, actions and transcript page from Microsoft's transcript, as above. In a meeting, each answer uses only what everyone present is allowed to see; in a one-to-one chat, each answer uses only what that person is allowed to see in Ontos.

2. How we collect and hold it

We collect information from you directly, from your organisation and its administrator, from the platforms your organisation connects, and from public sources about organisations that contact us. We hold it on Amazon Web Services in Sydney, Australia, on monday.com (our lists of enquiries and research answers) and in our email. Information is encrypted in transit and at rest, access is limited to staff who need it for their work, and administrative access to our systems is logged.

3. Why we use it

To reply to enquiries. To learn from research answers. To provide, secure and support the Services and answer the questions people ask them. To understand how the website and Services are used and improve them. To meet our legal obligations. We send marketing only to people who have ticked a box asking for it, and every message has an unsubscribe link.

4. How we use AI

Our AI reviews each enquiry, researches the organisation from public sources and suggests whether we can help. A person reads every enquiry and decides what happens next. In the Services, AI answers questions from the information the people involved are allowed to see. We do not use AI to make decisions that have a legal or similarly significant effect on you. If that changes, we will say so here and explain what information is used.

5. Who we share it with, and where

We share personal information only with the suppliers that run our Services, with your organisation, and where the law requires. We stay responsible for what our suppliers do with it.

Sending text to OpenAI, Postmark or Slack is a disclosure to the United States. We do not sell personal information.

6. How long we keep it

Enquiries: 24 months after our last contact, then deleted. Research answers: for as long as the research needs them, then deleted or de-identified. Information in the Services: for the term of your organisation's agreement with us, then deleted when your organisation asks. Teams app messages: in a meeting we do not keep the question or the reply, and the reply stays in the meeting chat under your organisation's Teams settings. In a one-to-one chat the question and answer are kept in the person's Ontos history, as in Ontos itself, and the reply also stays in their Teams chat. Join and leave records are deleted a day after the meeting. We delete or de-identify information we no longer need.

7. Your choices

You can ask to see or correct the personal information we hold about you, or ask us to delete it, by writing to the contact below. We respond within 30 days. If the information belongs to your organisation's workspace, we may refer your request to its administrator. You can unsubscribe from marketing at any time.

8. Complaints

Write to our Privacy Officer at the contact below. We acknowledge your complaint within 7 days and give you an answer within 30 days. If you are not satisfied, you can complain to the Office of the Australian Information Commissioner at oaic.gov.au.

9. Data breaches

If personal information is lost or accessed without authority, we assess the incident within 30 days and notify the Commissioner and the people affected where the law requires. Where the information belongs to an organisation using our Services, that organisation's agreement with us sets out who notifies.

10. Apps we publish

• Ari meeting assistant by Ontos for Microsoft Teams. Collects meeting join and leave events, messages addressed to it in meetings and sent to it in one-to-one chats, the name and work sign-in of people who ask for access, and Microsoft identifiers, as described in section 1. Stored in Australia; retained as in section 6; deleted on request through your administrator or the contact below.

11. Changes

We may update this policy. The date above shows the latest version.

12. Contact

Privacy Officer, Rethink AI Pty Ltd · support@rethinkai.com.au · Suite 18.04, 1 Margaret Street, Sydney NSW 2000