Privacy policy

1. Who we are#Link to this section

The GAiGE ("we", "us", "our") is a product of Digital Recreations Pty Ltd (ABN 19 668 879 356), trading as AiGILE Dev, an Australian company registered in New South Wales.

We provide a software-as-a-service platform that helps organisations decide how they use AI tools and measure how well those tools work. It keeps a record of each organisation's AI tools, decisions and policies, lets people ask about them, and collects feedback through short pulses and surveys. People answer in our web app (including their AI Adoption Portal), in our browser extension (available for Chrome and Microsoft Edge), or from a link sent by email.

This policy explains what personal information we collect, why we collect it, and how we use and protect it. As a small business, we may not be covered by the Privacy Act 1988 (Cth) ("Privacy Act"), but we follow the Australian Privacy Principles ("APPs") as if we were. Where the EU General Data Protection Regulation ("GDPR") or the UK GDPR applies, we follow it too.

2. Our role, data controller and processor#Link to this section

We act in two capacities depending on the type of data:

• Data processor, for the information your organisation puts into The GAiGE or asks its people to give: its list of people with their roles and groups, answers to pulses and surveys, requests, questions in Ask, its policies and decisions, the Leadership View, messages it sends and its audit log. Your organisation's Owners and Admins decide which pulses to run, which tools to measure, who to invite and what to send. We process this information on their behalf.
• Data controller, for the information we need for our own relationship with you: your sign-in, billing, the emails we send you about The GAiGE (section 5), analytics and error tracking, our security logs, the partner programme, our feature request board, and anything you send us through our website or support. We decide why and how this data is processed. We are also controller when we use your organisation's information for purposes of our own: to produce the aggregated industry insights in section 5, and to count, from our own servers, how organisations use The GAiGE (section 3). Our terms with your organisation allow these uses.

Your name and email address appear in both: in your organisation's list of people, and in the account we keep so you can sign in and so we can email you.

If your organisation requires a Data Processing Agreement (DPA), contact help@thegaige.com.

3. What data we collect#Link to this section

We collect the following categories of personal information:

Account information

Your name, email address and role, and your organisation's name. With them we store your account's status; the groups you belong to and any you lead, with the date you were added to each; whether you are an AI champion or someone from outside your organisation; the AI tools you have a seat for; when you were invited, when you joined and, if it happens, when your account was deactivated and why; and whether you have turned reminder emails off. We store a time zone only for the person who created the organisation. This comes from you when you sign up, or from your organisation's Owners and Admins when they add or invite you.

Authentication data

We use Clerk for authentication. Clerk may store session tokens, IP addresses, and device information. When you sign up, Clerk uses Cloudflare Turnstile, a check that stops automated sign-ups, which sees your browser and IP address. See Clerk's privacy policy.

Pulse responses

Answers you give in pulses, including ratings (e.g. satisfaction 1–5), time-saved estimates, multiple-choice selections and written comments. Every answer is stored against your user account within your organisation, with the exact time you gave it and the groups you were in at the time, whether the pulse is anonymous or identifiable.

Important: Each pulse is either anonymous or identifiable, and tells you which before its first question. Your organisation sets a default, and its Owners and Admins can choose for each pulse until its first answer arrives. After that the choice is fixed. Because answers are stored against your account either way, anonymity is applied when answers are shown: on an anonymous pulse, The GAiGE leaves your name, and the time you answered, off everything people at your organisation can see. When a pulse is anonymous, your name isn't shown with your answers to anyone, admins included. In a small group, or from something you write in a comment, someone may still be able to work out an answer is yours.

Who sees what:

• You see your own answers, anonymous ones included, under "Your answers" in your AI Adoption Portal. Members see nobody else's answers.
• On an anonymous pulse, Owners, Admins, Senior Leaders and Group Leaders read the answer and not the name. Owners and Admins see figures and written comments, and can also read single answers, with the day each was given but not the time. A single answer shows only once at least five other people have answered that pulse anonymously about the same AI tool, in the period shown. Senior Leaders and Group Leaders see figures and comments only where at least five people answered, and never single answers. On Pro and Enterprise, a highlighted comment shows the AI tool, the rating and the day it was given.
• Identifiable pulses say so before you start, and show your name with your answers. Owners and Admins see each answer with your name and the exact time. Senior Leaders and Group Leaders see the answers, with names, of people in the groups they lead and the groups inside them. This follows the groups as they are now, so if you move into a group, its leaders also see your earlier identifiable answers. On an identifiable pulse, Owners and Admins see figures from any number of people, and so do leaders reading one pulse for the groups they lead.
• Your organisation's data export, which Owners and Admins can download, lists identifiable answers with each person's email address and the exact time, and anonymous answers without anyone's name, by day, in random order, and only where the same five-person rule is met.

We sometimes ask short pulses about The GAiGE itself, usually of Owners and Admins. On an anonymous one, our team sees what you said, your role and the day you answered, without your name, your email address, your organisation or the time. On an identifiable one, they see your name, email address, role and organisation, and the time you answered.

When our support team views The GAiGE as someone at your organisation, to help with a problem, they can change nothing, and they can't open that person's own answers or their data download. When they view it as an Owner or Admin, they can download the organisation's data export, as that Owner or Admin could. We record when they do this in your organisation's audit log.

The AI State of Play

The AI State of Play is a survey your organisation sends by email, usually to everyone, to find out which AI tools people use and what for. It is identifiable, and its first screen says so: “You may be identified from this survey.” Your organisation's Owners and Admins see each person's answers with their name, and who reported each AI tool. Senior Leaders and Group Leaders see the answers, with names, of the people in the groups they lead, and totals for any group in the organisation. Totals are shown however few people have answered, so the totals for a group of one person show that person's answers. The PDF of the results shows totals only where at least five people answered.

If you don't have an account in The GAiGE yet, your organisation can still send you the survey: we email you a link of your own and store your answers against your entry in your organisation's list of people, with a one-way code made from your email address. If you choose Not for me on that link, we record that the link was refused, with the same code, so your organisation can check the address and send it again. Your organisation's Owners can see that record in its audit log.

Requests, reports and feedback

What you send in: a request to use something, a suggestion about a policy, something you found worth knowing, and a report of something that went wrong. These are never anonymous. We store what you wrote, your name with it (so the answer can reach you), and the answer you're given. Your organisation's Owners and Admins read and answer them. On Pro and Enterprise, and in a trial, your organisation can also switch on a view for leaders. The Group Leaders and Senior Leaders who lead the groups you're in can then read your requests, suggestions and finds from the last 90 days, read-only. They see one only if the form told you so before you sent it, you didn't keep it from them, and you were in their group when you sent it and still are. Owners and Admins can also hide one from them. Reports of something that went wrong go to Owners and Admins only. General Feedback is anonymous or identifiable, as its first screen says, and reaches Group Leaders and Senior Leaders as a pulse's comments do.

Questions in Ask

Questions you type into Ask, in our web app or the browser extension, are saved exactly as typed, with the time they were asked and without your name. A name you type in a question is kept. Names, email addresses and phone numbers are taken out only of the copy sent to Anthropic (section 5). Some questions that your organisation's published decisions answer aren't saved at all. Your organisation's Owners and Admins can read the questions nothing answered, and the organisation's data export lists every saved question with its time. A question can still identify you by what it says. Written answers to the Policy Confidence pulse, about questions people have about the policies, are added to the same list without anyone's name, whether that pulse is anonymous or identifiable.

Your part in your organisation's AI work

Where your organisation uses these parts of The GAiGE, we also store the following with your name:

• Messages from your organisation: when each one reached you and, for a survey or pulse link, whether you opened it. Owners and Admins see the totals for each message. The organisation's data export lists them person by person, except for anonymous pulses and review check-ins, which it lists as totals.
• Reviews: what you write in a review you are asked into, and any position you take.
• Champions: for an AI champion, the hours a week agreed, the groups and tools they cover, and each month's count of colleagues helped, with a note.
• Your organisation's AI policies: when you confirm you have read them, and which version you confirmed.
• The Leadership View: your job title and your position on each decision, if you take part. Once positions are shared, the other leaders taking part, and Owners and Admins, see them by name. The agreed record keeps the names and job titles of the leaders who took part.

Browser extension data

The extension (available for both Chrome and Microsoft Edge) shows your organisation's decisions and policies about AI tools, answers questions about them in Ask, and brings you pulses. It asks your browser for permission to read the address of your tabs, store data, run on a timer, add its pulse card to a page and, when you click its icon, show a pulse you start on the page in front. It can always reach our own website and API. Permission to show pulses on any website is optional, and it asks for it only when you choose that in the extension.

• The address of each tab. The extension reads a tab's address when the tab loads a page or you switch to it, when you open the extension, and when a pulse is due or you start one. It reads every open tab's address when it starts and each time it updates your organisation's decisions. It compares the domain, on your device, with your organisation's list of AI tools, to show that tool's decision and to check the page can show a pulse. The address is never sent to us or saved.
• What it sends us. Your answers to pulses, the questions you type into Ask, and the requests you send. Every call also says which version of the extension it is and whether it may show pulses on all websites. When it checks for pulses that are due, it also sends your time zone, which we don't keep or use. Each request you send is recorded in your organisation's audit log with your IP address and browser, and our servers log the IP address of every call for 14 days. If a call causes an error, the report to Sentry can include these details, such as the time zone and browser, and never your sign-in token or cookies.
• Your sign-in. When you sign in, we send the extension its sign-in token once, and it is kept only on your device. We keep a one-way hash of it, not the token.
• Checking in. Every 15 minutes while you are signed in, the extension asks us for new pulses, your organisation's decisions and policies, and the answers to your requests. We record the day you were active, the extension's version, whether it may show pulses on all websites, and when it was last used.

It does not collect browsing history, page content, form inputs, passwords, cookies, keystrokes, or screenshots. Section 11 lists what it stores on your device, and our extension page gives full technical details.

Payment information

Processed by Stripe. At checkout Stripe collects the billing name and address, phone number, tax ID (such as an ABN or VAT number) and card details. When an Owner or Admin saves the organisation's company details, we store the legal name, address and phone number, filled in from Stripe. We do not store card numbers or CVVs, and the organisation's tax ID stays with Stripe. Stripe handles these in their PCI-compliant infrastructure. See Stripe's privacy policy.

Partner information

If you apply to our partner programme: your name, email address and phone number; your company's name and website, and your role there; what you tell us about your clients and how you plan to work with us; and when you accepted the partner agreement, which version, and the IP address you accepted it from. Once you are approved, the payout details you give us: business name, address and phone number, tax number and whether you are registered for GST, and bank details (account name, bank name, BSB, SWIFT or BIC, routing code, account number and IBAN). We store account numbers and IBANs encrypted, keeping the last four digits readable; the other details are stored as they are. We use these to assess your application, credit you for the customers you introduce, and pay your commission.

Contact and support

When you use the contact form on our website, we send your name, email address, organisation, its size, the topic you chose and your message to SparrowDesk, our support service. We also send your name, email address, organisation, the topic and your message to Attio, our customer records, with whether you asked to hear from us. If SparrowDesk can't be reached, the form is emailed to our support address instead. We don't keep the form in our own database. We keep your IP address in memory for 10 minutes, to limit repeated sends, and it is also in our server logs for as long as section 9 says. If you tick the box to hear from us, your email address also goes to MailerLite for our newsletter. When you write to us from inside The GAiGE, or email help@thegaige.com, your message and email address go to SparrowDesk, with the name of the page you were on when you write from inside The GAiGE.

Our newsletter

When you sign up on our blog, we send your email address to MailerLite, with where you signed up and when. We don't keep it in our own database. If the address had unsubscribed before, signing up again subscribes it again. Every newsletter has a link to unsubscribe. If you have allowed analytics, Plausible also records that someone signed up, and on which page, without your email address.

Usage and analytics data

We use PostHog (EU-hosted) for product analytics and Sentry for error tracking. We also use Plausible for analytics without cookies on our website and in the web app.

• PostHog in your browser runs once you allow analytics (section 11). On our website it receives the pages you open and what you click. In the web app it also receives your user ID, your role, and your organisation's ID and name, and the words of a search in Help that found nothing. We take ad click references out before anything is sent.
• PostHog from our servers. Our servers also send PostHog a few events, keyed to a user ID or an organisation ID: for example, an organisation signing up, an organisation receiving its first answer (keyed to the organisation, not to the person who answered), and the browser extension being installed (keyed to the organisation). These events don't wait for your choice in Cookie preferences.
• Sentry receives reports of errors in our website, web app and servers, with technical details such as the page and the browser, and timings for one in ten of the requests our servers handle, to measure speed. It runs before you make a choice in Cookie preferences, so that we can find and fix errors. It is set not to store IP addresses. We take email addresses out of error reports before they are sent.
• Plausible runs once you allow analytics. It receives the pages you visit and a few events, such as a trial starting, without your name, email address or user ID. It uses your IP address and browser to count visits, and doesn't store them.

We also record the day you were last active in The GAiGE (the day only, not the time), whenever you use the web app or the browser extension checks in. Your organisation's Owners and Admins can see it, and our team uses it to see how much each organisation uses The GAiGE.

We record changes made in The GAiGE, such as sending a request or changing a setting, in your organisation's audit log, with your name, email address, IP address and browser. Your answers to pulses and your questions in Ask are not recorded there. Your organisation's Owners can read the audit log, and its Owners and Admins can download it without the IP addresses and browsers. We also record when someone says a survey link was not for them. The IP address and browser appear only in your own data download, and we clear them from the audit log after 12 months.

Our servers' logs record the IP address and the address of each request. We keep our application logs for 14 days and our load balancer's logs for 90 days. When our team works directly on our servers, a record of that session, which can include what they looked up, is kept for 90 days.

4. Lawful basis for processing (GDPR)#Link to this section

Where the GDPR applies (for example, for people in the European Economic Area or the UK), our lawful basis for processing is:

• Performance of a contract (Art. 6(1)(b)), to provide the Service you signed up for, process payments, and deliver pulses.
• Legitimate interests (Art. 6(1)(f)), to improve the Service, prevent fraud, ensure security, find and fix errors (including through Sentry before you make a cookie choice), count how the Service is used from our own servers, credit partners for the customers they introduce, send transactional emails (e.g. trial reminders, billing notifications), and send emails about product changes and new features, and help and support emails, which you can unsubscribe from at any time. We balance these interests against your rights and freedoms.
• Consent (Art. 6(1)(a)), for our newsletter, if you subscribe to it, and for the functional, analytics and marketing cookies and the third-party services that wait for them (section 11). You can withdraw consent at any time, by unsubscribing or in Cookie preferences.
• Legal obligation (Art. 6(1)(c)), to comply with tax, accounting, and regulatory requirements.

5. How we use your data#Link to this section

We use your personal information to:

• Provide, maintain, and improve the Service.
• Deliver pulses and surveys on your organisation's schedule, in the web app, the browser extension and by email link, and send reminders. You can turn off two kinds of reminder, the weekly email about pulses and anything else waiting for you, and check-in emails for reviews, in Settings, under Account, then Emails. Other emails from your organisation, such as invitations, survey links and their reminders, and its messages, still reach you.
• Generate reports and insights for the people at your organisation who can read them: Owners, Admins, Senior Leaders and Group Leaders.
• Pass what you send in to the people at your organisation who answer it and, where your organisation has switched it on, to your Group Leaders, as section 3 describes.
• Answer questions in Ask from your organisation's published policies and recorded decisions.
• Group and summarise written answers, match questions to your organisation's policies, and draft text for your organisation's Owners and Admins to check, using AI (see "AI features" below).
• Send you the emails your organisation sends through The GAiGE: invitations, survey and pulse links and their reminders, and messages its Owners and Admins write. They come from "The GAiGE". A reply to a message goes to the Owner or Admin who sent it, and a reply about The AI State of Play to whoever started it, where we have confirmed their address. Replies to other emails come to us.
• Communicate with you about your account, including trial reminders, billing notifications, notices before deletion, and weekly digest emails (for Owners and Admins, and for Group Leaders on Pro and Enterprise).
• Send emails through MailerLite. Everyone with an account in The GAiGE is on this list, with their name, email address and role, and their organisation's plan and subscription status. Owners join it when they sign up, and everyone else when they accept their invitation. Owners and Admins get emails about new features, and help and support emails. Everyone else gets only emails about product changes and new features that affect them, and never marketing. We never use these emails to sell, and every one has a link to unsubscribe. People come off the list when their account is deactivated or deleted. If you have unsubscribed, or our emails to you bounced or were marked as junk, and your account is deactivated, we keep your email address at MailerLite with that status and without your name, role or plan, so it still applies if the account is reactivated. Deleting the account removes it. A partner, or a member of our own team, removed from an organisation stays on the list, because they keep their sign-in. The list also includes people who sign up for our newsletter on the blog or the contact form (email address, and where and when they signed up), and our partners (email address and partner status).
• Process payments and manage your subscription, including counting the people active in your organisation.
• Monitor and fix errors, security issues, and performance problems.
• Comply with legal obligations under Australian law and, where applicable, EU law.

We do not use your pulse responses, comments, or ratings for advertising, profiling, or any purpose other than providing the Service to your organisation, with one exception, described below.

Aggregated industry insights

We may publish aggregated, de-identified data about AI tool usage, satisfaction, and adoption patterns across our customer base. For example, industry benchmarks, top-rated tools by category, or trend reports. We do this only when all the following are true:

• The published data covers at least 10 customer organisations and 100 individual responses for any single data point.
• No customer organisation, individual person, or specific tool deployment can be identified from the published data, including by combining it with other publicly-available information.
• Customers may opt their organisation out of contributing to published reports at any time via Settings, then Organisation, then Industry insights. Opt-out takes effect immediately.

Because published insights are aggregates rather than copies of your data, statistics your organisation has already contributed remain in published benchmarks after you delete pulse data. If you close your account, your organisation's contribution records are removed as part of the deletion.

This data is no longer "personal information" once aggregated to the thresholds above, but we keep to these conditions all the same.

AI features

These features use Claude, an AI model made by Anthropic. Each sends Anthropic only what is listed here, when it runs. We send no names, email addresses or account IDs as separate details, whether a pulse is anonymous or identifiable. Written text is different: an answer, comment or note can mention a person, or say something that identifies the person who wrote it, and where a feature below sends written answers word for word, they go as they were written.

Features that send people's written answers word for word, with nothing taken out:

• Themes in a pulse report. Each time someone who can read written comments opens a one-off pulse's report, or a PDF of The AI State of Play's results is made, each question is sent with up to 600 of its written answers, each as written (up to 5,000 characters), to group them into themes. A question with fewer than four answers is not sent, nor one with fewer than five where the five-answer minimum applies. The themes are not stored.
• Themes in the AI Impact Report. When the report is created as a PDF, the written comments it covers are sent in groups (positive, neutral and negative), each comment as written, to group them into themes. A group of fewer than four comments is not sent. The themes appear in the PDF, which we keep in memory for up to 5 minutes so it can be downloaded, and we don't store them.
• Reading The AI State of Play. When it closes, or when an Owner or Admin runs the reading again, the written answers naming AI tools (up to 300 for each of three questions) and the answers about opportunities for AI (up to 400) are sent with their questions, each answer cut to 500 characters, along with the titles of opportunities your organisation has already acted on, to list the tools named and sum up the ideas. Identifiable answers are read however few people answered; anonymous answers only once five people have given them. The tools become entries marked as reported in your organisation's list of AI tools, and the ideas become findings, for its Owners and Admins to review.

Features that send written text after taking out the names of people in your organisation, email addresses and phone numbers:

• Ask. When someone asks a question in Ask and no published policy's words match it, the question is sent, with your organisation's lists of types of work, types of information, and AI tools with their plans, to match it to them. Nothing is sent before your organisation's first brief to its staff, and at most 120 questions an hour. We save the question as it was typed, without the name of the person who asked, and we don't keep Anthropic's reply.
• The New Tools and Policy Confidence pulses. Each night, once at least five people have answered a round (six if an Owner or Admin answered), written answers are sent: answers naming AI tools, up to 300 for each question, to add them to your organisation's list of AI tools as reported or suggested; and, for each Policy Confidence pulse, up to 30 answers a night about questions people have, to match them to your organisation's policies. Questions nothing answers are stored as written, up to 500 characters, without anyone's name (see "Questions in Ask").
• Comments in a review (Pro and Enterprise). When someone opens Our recommendations, up to 400 comments from the review are sent, to group them. Only the comments' numbers come back, and we keep those in memory for 12 hours.

Features that send what an Owner or Admin typed, or your organisation's own records:

• Drafting a pulse. When an Owner or Admin asks for a draft, only their description (up to 2,000 characters), and whether the pulse is for one AI tool or the whole organisation, are sent. The draft opens in the editor, and nothing is saved until they save it.
• Drafting a message to staff. When an Owner or Admin asks for a draft, the subject and message as they stand (filled from your organisation's records), your organisation's name, its four statements of purpose and their notes for the draft are sent. The names of people in your organisation are taken out before sending and put back afterwards; email addresses and phone numbers are sent as written. Nothing reaches staff until the message is sent.
• Drafting text for staff. When an Owner or Admin asks for a draft of your organisation's approach, a policy's wording, the reason for a decision about an AI tool, or an answer to a question from staff, the facts that draft rests on are sent. Depending on the draft, these are two of your organisation's statements of purpose (why now, and what success looks like), the wording of its agreed leadership position, its published policy wording, a tool's decision and vendor terms, and the number of people who answered or are aware of something, where that is at least five. For an answer to a question, the question is sent too, with email addresses and phone numbers taken out. The names of people in your organisation are taken out of everything sent, and your organisation's name isn't sent. Once an Owner or Admin approves the text, it is kept with the policy or tool it was written for.
• Reasons for recommendations. When someone opens an AI tool or a request whose recommended answer needs its reason worded again, the recommendation and the facts it rests on are sent: the recommended decision and any limits, policy titles, the vendor's terms, uses that are off limits, tool names (the catalogue's name, not one someone typed) and how many people are aware of the tool, or "fewer than 5". For a request, only the types of work and information it names are sent, never who sent it or anyone's own words. The names of people in your organisation are taken out. The reason is stored with the tool or request.
• Drafting an automated decisions statement. When an Owner or Admin asks for a draft of your organisation's statement, each decision recorded for it is sent as typed: what the decision is, whether software makes it alone or helps a person, the people affected, what the software does, who decides, and the types of personal information used, with a draft built from the same record. Your organisation's name and privacy contact stay with us. Nothing is stored until someone confirms the text.
• Describing your organisation. When an Owner or Admin asks for a description drafted from your organisation's website, the website's address and its text (up to 6,000 characters) are sent. Nothing is stored until they save it.
• The industry briefing. When your organisation's website is first saved, or when an Owner or Admin runs the briefing again, your organisation's name, what it does, its website's address and text, its country, its industry if one is set, and today's date are sent, and Claude searches the web, with your organisation's country and time zone given as the search location. The briefing is stored for your organisation.
• Sorting vendor announcements. Once a day, the titles and opening text of AI tool vendors' public announcements are sent, to sort each by the type of change and sum it up. These include no information about your organisation or anyone in it.

Anthropic processes this information to provide these features to us, under its Commercial Terms and Data Processing Addendum. Anthropic keeps it for 30 days by default and doesn't use it to train its models; anything its safety systems flag may be kept for longer. Anthropic processes it in the United States, and may process it in other countries (see section 7).

No other part of The GAiGE sends your organisation's information to Anthropic. None of these features decides anything about a person (see section 12), and drafts reach staff only after an Owner or Admin approves or sends them.

6. How we share your data#Link to this section

We do not sell your personal data. We share data only with the third-party services necessary to operate the platform.

Amazon Web Services (AWS)

Cloud hosting, database, file storage, logs and backups

Sydney, Australia (ap-southeast-2). Requests to our website and web app pass through AWS's delivery network worldwide.

Clerk

Sign-in and session management

United States

Cloudflare

Turnstile, the check Clerk runs when you sign up to stop automated sign-ups. It sees your browser and IP address

United States and other countries

Stripe

Payment processing, invoicing and fraud checks. Stripe handles card, fraud and identity checks under its own privacy policy

United States, Ireland and other countries

MailerSend

Delivering our emails, including invitations, survey and pulse links, and messages from your organisation

Stored in Belgium (European Union). MailerSend, Inc. is a US company and may process data in the United States.

MailerLite

Emails about product changes and new features, help and support emails, and our newsletter (section 5)

Stored in the Netherlands (European Union). For our account, the contracting company is MailerLite, Inc. in the United States.

PostHog

Product analytics (section 3)

Stored in Frankfurt (European Union). PostHog, Inc. is a US company and may process some data in the United States.

Sentry

Error tracking and diagnostics

Error reports stored in Frankfurt (European Union); our account and its settings in the United States.

Plausible

Website and app analytics without cookies, only after you allow it (section 11)

European Union (Germany, Slovenia and Finland)

Anthropic

The AI features listed in section 5

United States, and other countries where Anthropic has capacity

Google

Sign in with Google (the "Continue with Google" button, and the One Tap prompt once you allow it), Google Ads conversion tracking once you allow it (section 11), and our own email. Google handles sign-in and ads under its own privacy policy

United States and other countries

SparrowDesk (SurveySparrow Inc.)

Support conversations: our contact form, the support form in The GAiGE, and email to help@thegaige.com

United States (AWS, Virginia)

Attio

Our customer records (CRM): each organisation, with its website address, from which Attio adds public company details; its Owners' and Admins' names, email addresses and roles; partners; and contact form messages

United Kingdom (Attio Limited), hosted on Google Cloud in the European Union or the United States. The services Attio uses to add company details are mostly in the United States.

Fider

Our feature request board, Fider Cloud, operated by Northern App Labs Ltd (UK): when you open Feature requests it receives your name, email address and user ID, and it stores what you post there, with your IP address and device

United States (hosted on AWS)

GitHub

Stores our code, and receives a weekday summary of new error reports from Sentry, which can include text from those reports

United States

Stripe, Google and Attio also use some of what they receive under their own privacy policies: Stripe for fraud and identity checks, Google for sign-in and ads, and Attio to add public company details from an organisation's website address.

We may also disclose personal information if required by law, court order, or government request, or to protect our rights, safety or property, or those of the people who use The GAiGE or the public.

7. Cross-border data disclosure (APP 8)#Link to this section

The Australian Privacy Principles ask us to tell you when your personal information may be disclosed to recipients outside Australia. As shown in the list above, some of our sub-processors operate in the United States, the United Kingdom and the European Union, and AWS (through its worldwide delivery network), Stripe, Google, Cloudflare and Anthropic in other countries too. This includes Anthropic, which receives the information listed under "AI features" in section 5 when one of those features runs, and processes it in the United States and may process it in other countries.

Before engaging any sub-processor, we take reasonable steps to ensure they comply with obligations substantially similar to the APPs. Where the GDPR applies to a transfer to one of them, we rely on what that sub-processor's own terms provide: an adequacy decision, the EU-US Data Privacy Framework and its UK Extension, or the standard contractual clauses (SCCs) in its data processing terms. If your organisation needs transfer terms with us, contact help@thegaige.com.

8. Data storage and security#Link to this section

Your primary data (accounts, organisations, pulse responses, reports) is stored on AWS infrastructure in the Sydney, Australia region (ap-southeast-2). We implement the following security measures:

• Encryption in transit: connections to our website, web app and API use TLS 1.2 or higher.
• Encryption at rest: database storage and its backups use AES-256 encryption (AWS RDS), and our load balancer's logs are kept in a private, encrypted store.
• Partners' bank details: account numbers and IBANs are encrypted again in our database (AES-256-GCM).
• Access control: production systems are accessible only to authorised personnel via encrypted channels.
• Authentication tokens: extension tokens are stored as SHA-256 hashes. The raw token is only shown once at issuance.
• Payment data: handled entirely by Stripe in their PCI DSS Level 1 certified infrastructure.

When an AI feature runs (see section 5), a copy of the text it needs is sent to Anthropic, on the terms set out there.

No system is completely secure. If we become aware of a data breach involving information we process for your organisation, we will tell your organisation without undue delay. If a breach is likely to result in serious harm, we will notify the people affected and the Office of the Australian Information Commissioner (OAIC), as the Notifiable Data Breaches scheme would require if it applied to us. Where the GDPR or UK GDPR applies to our own information about you, we will also tell the relevant supervisory authority within 72 hours where the law requires it.

9. Data retention#Link to this section

• Active accounts: your organisation decides how long to keep its information while its account is active. Answers don't expire by age. Your organisation can delete any pulse other than the three standard ones, with its answers (those three can be paused or archived), or ask us to delete any of its information.
• When an account stops: a trial that ends without a subscription stops when its trial period ends, and a paid account stops when its subscription ends, including when a payment still fails after Stripe's last retry. While an account is stopped, only billing, data downloads, deletion, support and signing in still work.
• After a trial stops: we keep the organisation's data for 90 days, then delete it.
• After a paid account is cancelled: we keep the organisation's data for 180 days, then delete it.
• Before deletion: we email the organisation's Owners and Admins the date its data will be deleted and, when that email gave 30 days or more, a reminder about 15 days before that date. We never delete before a date we have given, or sooner than 14 days after our last email about it. Subscribing before that date keeps everything.
• What deletion removes: the organisation's data in our database, its people's sign-ins at Clerk, and what MailerLite and PostHog store about them. Stripe keeps its invoices and billing details as tax records. Our team removes the organisation and its people from Attio, SparrowDesk and Fider by hand, and from PostHog or MailerLite by hand where the automatic deletion isn't available or didn't work. Until that is done, we keep the email addresses and the organisation's name we need to do it. Error reports in Sentry are deleted automatically after 30 days. If you ask us to delete your information, we also search those reports, and our summaries of them in GitHub, for your email address, and delete what we find. After a deletion at the end of the periods above, we keep a record that the organisation was deleted, why it stopped, and the dates, without its name.
• Backups: deleted data stays in our database backups for up to 7 days, until they are replaced. Before a major release we may take an extra copy of the database, which we delete after 30 days. If our database is ever removed, we keep a final copy for up to 90 days, then delete it.
• Logs: our application logs are kept for 14 days, and our load balancer's logs and the records of our team's sessions on our servers for 90 days. We clear IP addresses and browser details from the audit log after 12 months, and keep the rest of each entry while the account exists. Records of who was sent a review's check-in email are deleted after 183 days.
• Legal retention: we may retain certain data longer where required by law (e.g. tax records for 5 years under Australian tax law).
• Aggregated data: anonymised, aggregated data that cannot identify any individual may be retained indefinitely for research and product improvement.

10. Your rights#Link to this section

Under the Australian Privacy Principles

You have the right to:

• Access the personal information we hold about you (APP 12). You can download your own data as a JSON file from your AI Adoption Portal, with "Download your data". It includes the IP addresses and browsers recorded with your changes in the audit log.
• Request correction of inaccurate or out-of-date information (APP 13). Your organisation's Owners and Admins can correct your name. To correct your email address, or anything else, contact us.
• Complain about how we have handled your personal information. We will respond within 30 days. If you are not satisfied with our response, you can contact the Office of the Australian Information Commissioner (OAIC), which can tell you whether it can deal with your complaint.

Under the GDPR (where applicable)

If you are in the EEA or UK, you additionally have the right to:

• Erasure ("right to be forgotten"), request deletion of your data, subject to legal retention requirements. Ask us, and we delete your account with us and remove you from our own lists. Your answers, and your entry in your organisation's list of people, are your organisation's information, so we pass that part of your request to your organisation and act on what it decides. If your organisation deletes you from its list of people, we clear your name, email address, IP address and browser from its audit log and remove your sign-in (unless you also use it for another organisation, as a partner or as one of our team), and your answers stay in the organisation's figures, under "Deleted person", without your name. That removes you from your organisation's list; it isn't an erasure of your answers. Either way, we remove you from MailerLite, and our team removes you by hand from Attio, SparrowDesk and Fider, and from PostHog where the automatic deletion isn't available. We also search our error reports for your email address and delete what we find (section 9).
• Restriction, request that we limit processing of your data in certain circumstances.
• Data portability, receive your data in a structured, machine-readable format: your own download is a JSON file, and your organisation's data export, which its Owners and Admins can download, is an NDJSON file. In the web app the organisation's export is offered once the organisation has stopped; at other times, ask us.
• Object, object to processing based on legitimate interests.
• Withdraw consent, where processing is based on consent, withdraw it at any time without affecting prior processing.
• Complain to your local supervisory authority if you believe your data protection rights have been violated.

To exercise any of these rights, contact us at help@thegaige.com. We will respond within 30 days (or the applicable statutory timeframe).

11. Cookies and local storage#Link to this section

Our website and web app use cookies and similar storage in four groups. You choose which to allow in Cookie preferences, in the footer, and can change your choice at any time. Scripts from other companies load only once you allow the group they belong to. The fonts on our pages come from our own servers.

• Strictly necessary (sign-in, security and remembering your cookie choice): always on.
• Functional (Google's sign-in prompt, One Tap): off until you turn it on.
• Analytics (PostHog and Plausible): off until you turn it on.
• Marketing (Google Ads conversion tracking): off until you turn it on. The Google Ads tag loads only once you do.

Some things are set before you choose. When you arrive from a partner's link, we keep the partner's name in a cookie for 90 days, so the partner is credited if your organisation subscribes. If you turn Marketing off in Cookie preferences, we remove it, and don't set it again while that choice stands. We don't keep ad click references. If you came from a Google or Meta ad, the address of the page you landed on can still show one, and we take it out before anything reaches our analytics (Plausible and PostHog). When you open a survey, pulse or invitation link, the web app keeps the link's code in your browser's session storage, so the page works, until you close the tab. The web app also keeps a few settings in your browser's storage, such as the pulse a report last showed, how you view your policies and the notices you have closed, and an unsaved Leadership View set-up until you start it. Clerk sets the cookies that keep you signed in.

The browser extension uses the standard WebExtensions storage.local and storage.session APIs (in both Chrome and Microsoft Edge) to keep, on your device: your sign-in and account ID; your organisation's name, whether you are an Owner or Admin, your policy groups, and a copy of your organisation's decisions and policies about AI tools, so they show without a connection; the pulses offered to you, with their questions, which are due, and which you have answered, skipped or put off since it last synced; when it last synced, and any errors; answers and requests waiting to send, for up to 72 hours; your requests and their answers; whether you want notices on pages, which tools' notices you have already seen, how many times you have opened the extension and which help lines you have seen; for up to 24 hours, which tab is showing which pulse; and your conversation in Ask, in session storage, which your browser clears when it closes. It keeps no email address, name or web address. Signing out removes all of this from the device, apart from a note of which pulses' "About" section you have already seen, and asks us to end the sign-in. If we can't be reached, the sign-in lapses after 30 days unused, and in any case 90 days after you signed in. This data stays on your device and is not shared with third parties.

Plausible, which we use for analytics on our website and in the web app, sets no cookies and stores nothing on your device. It loads only once you allow Analytics in Cookie preferences.

12. Automated decision-making#Link to this section

We use software to make some decisions that could significantly affect you. This section sets out those decisions and the personal information the software uses.

Decisions made by software alone

• Answers to requests to use an AI tool (people at organisations that use The GAiGE). When you ask to use a tool your organisation has already decided about, you get the decision it recorded straight away, matched on the tool's name. The answer is your organisation's own decision, and its Owners and Admins can change it.
• Whether an account keeps working (our customers). A trial that ends without a subscription stops when its trial period ends. A paid account stops when its subscription ends, including when a payment still fails after Stripe's last retry.
• When a stopped account's data is deleted (our customers, and the people in their organisations). The software sets the deletion date (90 days after a trial stops, 180 days after a paid account is cancelled), sends the emails in section 9, and deletes the organisation's data on that date unless it subscribes first.
• Partner commission (our partners). The software works out which partner introduced each customer, from the partner link or promo code used at checkout, and the commission each partner earns on those customers' subscriptions. A person at The GAiGE runs each monthly statement and makes each payment.
• Checks for fraud and automated abuse (our customers, and people signing up). Stripe checks payments for fraud, and Clerk checks new sign-ups for automated abuse, using Cloudflare Turnstile. Either can decline one.

Personal information the software uses

• Answers to requests to use an AI tool: the name of the tool you typed, and your account in The GAiGE, so the answer reaches you.
• Whether an account keeps working: the account's trial dates, and its subscription and payment status from Stripe.
• When a stopped account's data is deleted: the date the account stopped, why it stopped, and the dates of our emails about it.
• Partner commission: the partner's details, the partner link or promo code a customer used, and that customer's subscription and payments.
• Checks for fraud and automated abuse: payment details, email address, and device and network details such as the IP address.

If you have a question about a decision that affects you, or want a person to look at one again, contact help@thegaige.com.

If you are in the UK or the EU

Where a decision made solely by automated means has a legal or similarly significant effect on you, UK GDPR (Articles 22A to 22D) and the EU GDPR (Article 22) give you rights, including to be told about the decision, to make representations, to have a person review it and to contest it. Contact us at the same address.

AI and insights

Our AI features (see section 5) group written answers into themes, list and summarise what people wrote, match questions to policies, and draft text. None of them decides anything about a person.

The Key insights in our reports use fixed rules (not machine learning or AI) to point out patterns in the figures your organisation's reports show. These insights are informational and are presented to people at your organisation who can read reports. They do not make decisions about individuals.

13. Children's privacy#Link to this section

The GAiGE is a workplace tool designed for use by adults in professional settings. We do not knowingly collect personal information from anyone under the age of 16. If you believe we have inadvertently collected data from a child, please contact us immediately and we will delete it.

14. Changes to this policy#Link to this section

We may update this Privacy Policy from time to time. If a change means we will use your personal information in a new way, or gives you fewer choices about it, we will tell you by email or through a notice in The GAiGE at least 30 days before it takes effect. Other changes, such as corrections, clearer wording or changes the law requires, take effect when we publish them, and so does this version. The "Last updated" date at the top of this policy is the date of the most recent revision.

Contact us#Link to this section

Digital Recreations Pty Ltd (ABN 19 668 879 356)
Trading as AiGILE Dev
2 Ada Avenue, Brookvale NSW 2100, Australia
Phone: 1300 93 44 06
Privacy enquiries: help@thegaige.com
General support: help@thegaige.com