Privacy Policy

1. Who we are

This Privacy Policy explains how Dr Sophia AI Pty Ltd ("Dr Sophia AI", "we", "us", "our") handles personal information in connection with the website www.drsophia.ai (the "Site").

Registered address: Suite 103, 121 King William Street, Adelaide SA 5000.

Contact: Ramona Prosek, Executive Assistant — info@drsophia.ai

We comply with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). This policy applies to the Site and Australian users. We do not target minors and do not knowingly collect information from people under 18.

2. What we collect

We collect only what is necessary to operate and secure the Site:

Identity data: name (only if you choose to provide it to us, e.g., via email).
Contact data: email address (only if you contact us).
Usage data: pages viewed, clicks, session duration, referrers.
Technical data: IP address, device, browser, operating system, approximate location derived from IP.

We do not collect: date of birth, government IDs, account logins, transactional/payment data, marketing preferences, resumes/ID documents, or any sensitive health information via the Site.

3. How we collect personal information

Directly from you when you contact us (e.g., email).
Automatically via your browser when you use the Site (e.g., server logs that capture usage and technical data).

4. Why we use personal information (purposes)

Site functionality & operations: to load pages, route traffic, and maintain availability.
Security & integrity: to detect, prevent and investigate malicious activity and abuse.
Analytics & improvement (first-party only): to understand basic usage and improve the Site.
Legal/compliance: to comply with our legal obligations and respond to lawful requests.

We do not use personal information for advertising, retargeting, or direct marketing.

5. Cookies and similar technologies

We use only minimal, strictly-necessary technologies (e.g., short-lived session cookies or equivalent) required for security and basic site operations.
We do not use third-party analytics, advertising cookies, heatmaps, or trackers.
Typical retention for essential cookies/local storage is limited to the duration of the session or short periods needed for security or load management.
Because we use only essential technologies and no marketing/analytics trackers, we do not display a cookie banner.

6. Disclosures to third parties

We do not share personal information with third-party advertisers, analytics providers, or marketing platforms.

Service providers (if any) that assist us with hosting or security may process limited technical/usage data under our instructions and only to operate the Site. We ensure they provide appropriate safeguards.

7. Cross-border disclosures

We do not store or access personal information outside Australia. If that ever changes, we will update this policy and ensure any cross-border disclosure complies with APP 8.

8. Retention

We keep personal information only as long as needed for the purposes described above:

Server logs & security records: typically retained for a limited period necessary for troubleshooting and security (e.g., up to 12 months), then deleted or de-identified.
Contact emails: retained as needed to respond and for business records, then deleted or archived securely.

When information is no longer required, we take reasonable steps to destroy or de-identify it (APP 11.2).

9. Security

We take reasonable steps to protect personal information from misuse, interference and loss, and from unauthorised access, modification or disclosure (APP 11). Measures include restricted access, standard network safeguards and secure storage. No method of transmission or storage is 100% secure, so we cannot guarantee absolute security.

10. Your rights (Australia)

Under the APPs you may:

Access the personal information we hold about you; and
Request correction if you believe it is inaccurate, out-of-date, incomplete, irrelevant or misleading.

To make a request, contact dwayne@drsophia.ai. We may ask you to verify your identity. We'll respond within a reasonable time. If we refuse your request (e.g., for legal or security reasons), we'll tell you why and how to complain.

11. Complaints

If you have a privacy concern or complaint, please contact info@drsophia.ai. We'll investigate and respond.

If you're not satisfied, you can contact the Office of the Australian Information Commissioner (OAIC):

Website: oaic.gov.au
Phone: 1300 363 992
Mail: GPO Box 5288, Sydney NSW 2001

12. Third-party links

The Site may link to third-party websites. We are not responsible for their privacy practices. We recommend reviewing their privacy policies.

13. Changes to this policy

We may update this Privacy Policy from time to time. The latest version will always be posted on our website at www.drsophia.ai with the effective date at the top.