XTROSIAN — Privacy Policy

xtrosian.com.au
Effective Date: 6 April 2026

1. Introduction

Xtrosian ("we", "us", "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, store, disclose, and protect personal information when you access or use the Xtrosian platform and website at xtrosian.com.au (the "Service").

We handle personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). By using the Service, you consent to the collection and use of your information as described in this Policy.

2. What Information We Collect

2.1 Information You Provide

We collect personal information that you provide directly to us, including:

Account details such as your name, email address, and password.
Billing information such as your business name, billing address, and payment details.
Communications you send to us, such as support enquiries and feedback.
Inputs you submit to the Service, including unit codes, course details, and any text or files you upload to generate documents.

2.2 Information Collected Automatically

When you use the Service, we automatically collect certain technical information, including:

Device and browser information (e.g. device type, operating system, browser version).
Log data (e.g. IP address, access times, pages viewed, referring URLs).
Usage data (e.g. number of documents generated, features used, error reports).
Cookies and similar tracking technologies (see Section 8).

2.3 Information from Third Parties

We may receive information about you from third-party services we use to operate the Service, such as payment processors, hosting providers, and analytics tools.

3. How We Use Your Information

We use personal information for the following purposes:

To provide, operate, and maintain the Service.
To process subscriptions, payments, and invoices.
To generate AI-powered documents in response to your Inputs.
To communicate with you about your account, subscription, and the Service.
To respond to support requests and feedback.
To improve and develop new features of the Service.
To monitor usage, detect fraud, and ensure security.
To comply with our legal obligations and enforce our Terms and Conditions.

4. Disclosure of Your Information

We do not sell your personal information. We may disclose your information to:

Service providers who help us operate the Service, including hosting providers, payment processors, email providers, and analytics platforms.
AI technology providers that process Inputs to generate Outputs. Specifically, the Service uses the Anthropic Claude API to generate documents. Inputs you submit may be transmitted to Anthropic for processing in accordance with their terms and privacy policy.
Legal and regulatory authorities where required by law, court order, or to protect our legal rights.
Successors in the event of a sale, merger, or transfer of our business.

We require all service providers to handle personal information consistently with this Policy and applicable privacy laws.

5. AI Processing of Your Inputs

Because the Service uses third-party AI models to generate Outputs, you should be aware that:

Inputs you submit may be transmitted to and processed by third-party AI providers.
Third-party AI providers operate under their own terms and privacy policies, which may differ from ours.
You should not submit personal, sensitive, or confidential information about students, learners, or other individuals through the Service unless you have the legal right and authority to do so.
We recommend de-identifying any information about third parties before submitting it to the Service.

6. Data Storage and Security

We store personal information on secure servers. We implement reasonable technical and organisational measures to protect your information from unauthorised access, loss, misuse, alteration, or disclosure.

However, no method of transmission or storage is completely secure. While we strive to protect your information, we cannot guarantee absolute security.

7. Data Retention

We retain personal information for as long as necessary to provide the Service, comply with our legal obligations, resolve disputes, and enforce our agreements. When personal information is no longer required, we will take reasonable steps to delete or de-identify it.

You may request deletion of your account and associated personal information at any time by contacting us at info@xtrosian.com.au.

8. Cookies and Tracking

The Service uses cookies and similar technologies to operate and improve the Service. Cookies are small data files stored on your device. We use cookies to:

Keep you logged in to your account.
Remember your preferences.
Analyse how the Service is used.
Detect and prevent fraud.

You can control cookies through your browser settings. However, disabling cookies may affect your ability to use some features of the Service.

9. Your Rights

Under the Privacy Act 1988 (Cth) and the Australian Privacy Principles, you have the right to:

Access the personal information we hold about you.
Correct inaccurate or incomplete personal information.
Request deletion of your personal information, subject to our legal obligations.
Withdraw consent to our processing of your personal information, where consent is the legal basis for processing.
Make a complaint about how we handle your personal information.

To exercise any of these rights, please contact us at info@xtrosian.com.au. We will respond to your request within a reasonable timeframe and in accordance with applicable law.

10. Overseas Disclosure

Some of the third-party service providers we use may store or process personal information outside Australia, including in the United States (for example, our AI technology provider, Anthropic). By using the Service, you acknowledge and consent to your personal information being transferred to and processed in these jurisdictions.

We take reasonable steps to ensure that overseas recipients handle your personal information in accordance with the Australian Privacy Principles.

11. Children's Privacy

The Service is intended for use by adults aged 18 and over, primarily professionals working in the vocational education and training sector. We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a child, please contact us so we can delete it.

12. Third-Party Links

The Service may contain links to third-party websites or services. We are not responsible for the privacy practices of those third parties. We encourage you to review their privacy policies before providing any personal information.

13. Changes to This Policy

We may update this Privacy Policy from time to time. We will publish any updated Policy on our website and update the Effective Date at the top of this document. Where changes are material, we will provide reasonable notice before they take effect. Your continued use of the Service after the updated Policy takes effect constitutes your acceptance of the changes.

14. How to Contact Us

If you have any questions, concerns, or complaints about this Privacy Policy or how we handle your personal information, please contact us:

Email: info@xtrosian.com.au
Website: xtrosian.com.au

If you are not satisfied with our response to your complaint, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au.