Privacy Policy

Adactin is committed to providing quality services to you, and this policy outlines our ongoing obligations to you in respect of how we manage your Personal Information. 

This Privacy Policy applies to Adactin Group Pty Ltd, its websites, products, services, software applications, AI-powered solutions, platforms, Microsoft Marketplace offerings, Microsoft Teams applications, add-ins, agents and related services, including the AI Email Responder application. 

We have adopted the Australian Privacy Principles (APPs) contained in the Privacy Act 1988 (Cth) (the Privacy Act). The NPPs govern the way in which we collect, use, disclose, store, secure and dispose of your Personal Information. 

A copy of the Australian Privacy Principles may be obtained from the website of The Office of the Australian Information Commissioner at www.aoic.gov.au 

Where applicable, Adactin will also take reasonable steps to comply with privacy and data protection obligations arising under other applicable laws and regulations in jurisdictions in which its products and services are offered or used. 

What is Personal Information and why do we collect it? 

Personal Information is information or an opinion that identifies an individual. Examples of Personal Information we collect include: names, addresses, email addresses, phone and facsimile numbers. 

This Personal Information is obtained in many ways including interviews, correspondence, by telephone and facsimile, by email, via our website www.adactin.com, from media and publications, from other publicly available sources, from cookies and from third parties. We do not control and are not responsible for the privacy practices, content or policies of third-party websites or services that may be linked from our website or applications. 

We collect your Personal Information for the primary purpose of providing our services to you, providing information to our clients and marketing. We may also use your Personal Information for secondary purposes closely related to the primary purpose, in circumstances where you would reasonably expect such use or disclosure. You may unsubscribe from our mailing/marketing lists at any time by contacting us in writing. 

When we collect Personal Information we will, where appropriate and where possible, explain to you why we are collecting the information and how we plan to use it. 

Privacy Notice for Microsoft Marketplace Applications and AI Email Responder 

This section applies specifically to applications, add-ins, agents and services published by Adactin Group Pty Ltd through Microsoft Marketplace, Microsoft Teams and Microsoft 365 services, including the AI Email Responder application. 

AI Email Responder is designed to assist users in drafting, generating and responding to emails and other communications through artificial intelligence capabilities integrated with Microsoft services. 

AI Email Responder uses automated processing and artificial intelligence technologies to generate suggested responses and other outputs based on user-provided information and instructions. Users remain responsible for reviewing and determining the appropriateness, accuracy and suitability of generated content before use. 

Depending upon the functionality of the application and how users interact with it, Adactin may process: 

• User profile information made available through Microsoft services, including name, email address and tenant information; 

• Information submitted by users, including prompts, instructions, email content, uploaded documents and other inputs required to provide the requested functionality; 

• Technical information including IP address, browser type, device information, application diagnostics, usage analytics and system logs. 

The information processed through AI Email Responder and other Microsoft Marketplace applications is used solely for: 

• Providing, operating and maintaining the application and its functionality; 

• Generating AI-assisted responses and delivering requested services; 

• Troubleshooting technical issues and improving application performance; 

• Detecting, preventing and investigating fraud, misuse and security incidents; 
• Complying with applicable legal and regulatory obligations. 

Information obtained from Microsoft services is accessed and processed solely for the purpose of providing, maintaining and improving the functionality requested by the user. Adactin does not use information obtained through Microsoft services for advertising purposes or for any purpose unrelated to providing the functionality of the application. 

Adactin does not sell personal information processed through its Microsoft Marketplace applications. Information may be shared only with trusted service providers and subprocessors who assist in operating the applications and who are contractually required to protect such information, where required by law, or where necessary to protect the security, integrity and lawful rights of Adactin, its users and third parties. 

Sensitive Information 

Sensitive information is defined in the Privacy Act to include information or opinion about such things as an individual’s racial or ethnic origin, political opinions, membership of a political association, religious or philosophical beliefs, membership of a trade union or other professional body, criminal record or health information. 

Sensitive information will be used by us only: 

• For the primary purpose for which it was obtained 

• For a secondary purpose that is directly related to the primary purpose 

• With your consent; or where required or authorised by law. 

Third Parties 

Where reasonable and practicable to do so, we will collect your Personal Information only from you. However, in some circumstances we may be provided with information by third parties. In such a case we will take reasonable steps to ensure that you are made aware of the information provided to us by the third party. 

In providing our services, information may be processed, stored or transferred through cloud service providers and technology platforms that operate in Australia and other jurisdictions. Adactin takes reasonable steps to ensure that any third parties handling personal information implement appropriate privacy and security safeguards consistent with applicable legal requirements. 

Disclosure of Personal Information 

Your Personal Information may be disclosed in a number of circumstances including the following: 

• Third parties where you consent to the use or disclosure; and 

• Where required or authorised by law. 

Security of Personal Information 

Your Personal Information is stored in a manner that reasonably protects it from misuse and loss and from unauthorized access, modification or disclosure. 

For applications, software services and Microsoft Marketplace offerings, Adactin implements reasonable administrative, technical and organisational safeguards designed to protect information against accidental, unlawful or unauthorized access, disclosure, alteration, loss or destruction. These safeguards may include access controls, authentication mechanisms, encryption technologies where appropriate, secure transmission methods, monitoring and logging mechanisms and security procedures designed to protect information processed through our applications and services. 

When your Personal Information is no longer needed for the purpose for which it was obtained, we will take reasonable steps to destroy or permanently de-identify your Personal Information. However, most of the Personal Information is or will be stored in client files which will be kept by us for a minimum of 7 years. 

Where applicable and subject to legal, regulatory and contractual obligations, users may request deletion of personal information processed through our applications by contacting Adactin using the contact details provided in this Privacy Policy. Requests will be assessed and actioned within a reasonable period in accordance with applicable laws and operational requirements. 

Information processed through Microsoft Marketplace applications and AI-powered services is retained only for as long as necessary to provide the requested services, fulfil legitimate business purposes, comply with legal obligations, resolve disputes and enforce our agreements. Where technically and legally permissible, information will be securely deleted, destroyed or permanently de-identified when it is no longer required. 

Access to your Personal Information 

You may access the Personal Information we hold about you and to update and/or correct it, subject to certain exceptions. If you wish to access your Personal Information, please contact us in writing. 

Adactin Group Pty Ltd will not charge any fee for your access request but may charge an administrative fee for providing a copy of your Personal Information. 

In order to protect your Personal Information, we may require identification from you before releasing the requested information. 

Maintaining the Quality of your Personal Information 

It is an important to us that your Personal Information is up to date. We will take reasonable steps to make sure that your Personal Information is accurate, complete and up-to-date. If you find that the information we have is not up to date or is inaccurate, please advise us as soon as practicable so we can update our records and ensure we can continue to provide quality services to you. 

Policy Updates 

This Policy may change from time to time and is available on our website. 

Privacy Policy Complaints and Enquires 

If you have any queries or complaints about our Privacy Policy, including questions relating to information processed through our applications, Microsoft Marketplace offerings, AI-powered services or requests regarding access, correction or deletion of your personal information, please contact us at: 

Adactin Group Pty Ltd 

Suite 402, Level 4, 56 Station Street East, 

Parramatta NSW 2150 

Email: [email protected]  Phone: +61.2.9057 8004