Privacy Policy

1. Who we are

CeraNova AI (ABN 98609356963), trading as CeraNova AI ("CeraNova AI", "we", "us", "our"), is an Australian technology services business providing custom software development, business automation, AI strategy and architecture, data intelligence, security architecture, and algorithmic systems engineering.

This Privacy Policy explains how we collect, hold, use, disclose, and protect personal information. We are committed to handling personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs), and we apply these standards to our operations as a matter of practice.

This policy applies to our website at ceranovaai.com and to our business operations generally.

2. What personal information we collect

2.1 Information you give us directly

When you submit an enquiry through our contact form, we collect:

• Your full name
• Your organisation or company name (optional)
• Your email address
• The service you are enquiring about
• The details you provide describing your project, requirements, or question

If you contact us by email, phone, or other channels, we collect the information you choose to provide in that communication.

2.2 Information collected automatically

When you visit our website, we collect limited technical information through analytics, including your general location (city or region level), device and browser type, pages visited, time spent, and referring source. This information is used in aggregate to understand how our website is used and is not used to identify you personally. See our Cookies Policy for detail.

2.3 Business contact information

In the course of business development we may collect publicly available or commercially sourced business contact information — such as a name, job title, business email address, and company details — for the purpose of identifying potential clients and business opportunities. This information relates to individuals in their professional capacity.

3. How we collect personal information

We collect personal information:

• Directly from you, when you complete our contact form, email us, call us, or engage us for services
• Automatically, through website analytics when you visit our site
• From publicly available sources and reputable commercial business-information providers, in the course of business development

Where we collect information about you from a source other than you directly, we take reasonable steps to ensure you are made aware of that collection, the source, and the purpose, in accordance with APP 5. If you would like to know the source of information we hold about you, contact us at admin@ceranovaai.com and we will tell you unless it is impracticable or unreasonable to do so.

4. Why we collect and how we use personal information

We collect, hold, and use personal information for the following purposes:

• To respond to your enquiry and communicate with you about it
• To assess whether we can assist with your project and to prepare proposals or quotes
• To deliver services to you and manage our engagement
• To maintain our business records, including for taxation and legal compliance
• To identify potential business opportunities and contact organisations that may benefit from our services
• To send you information about our services, where you have consented or where you would reasonably expect it — you can opt out at any time
• To improve our website and services through aggregate analytics
• To comply with our legal obligations

We do not use personal information for any purpose that is unrelated to those listed above unless you would reasonably expect it, you have consented, or we are required or authorised by law.

5. Who we disclose personal information to

We use a small number of trusted third-party service providers to operate our business. These providers may store or process personal information on our behalf:

We may also disclose personal information:

• To professional advisers such as our accountant or lawyer, where necessary
• Where required or authorised by Australian law, including to a court, tribunal, or regulator
• Where you have consented to the disclosure

5.1 Overseas disclosure

Several of our service providers store or process data outside Australia, primarily in the United States. Before disclosing personal information to an overseas recipient we take reasonable steps to ensure the recipient handles that information in a manner consistent with the Australian Privacy Principles, including through contractual protections and provider data processing agreements. We remain accountable for personal information disclosed overseas.

By providing personal information to us, you acknowledge that it may be stored or processed overseas as described above.

6. What we do not do with your information

We want to be explicit about this:

• We do not sell your personal information.
• We do not trade, barter, or supply personal information to data brokers, data centres, list vendors, or any third party for commercial gain.
• We do not share your enquiry details with other businesses for their own marketing purposes.

Business contact information we collect in the course of business development is used solely for our own outbound business development and, where lawful and with an opt-out available, our own marketing. It is never on-sold or supplied to third parties.

7. How long we keep personal information

We retain personal information only for as long as it is needed for the purposes described in this policy, or as required by law. When it is no longer needed, we destroy it or de-identify it.

Our retention practice is:

You can ask us to delete your information sooner at any time. See section 9.

Note: Australian law does not prescribe a fixed maximum retention period for general business enquiries. APP 11.2 requires that personal information be destroyed or de-identified once it is no longer needed for any purpose for which it may be used or disclosed. The periods above reflect that requirement in practice.

8. How we protect personal information

We take the security of personal information seriously and apply the same security-first engineering discipline to our own systems that we apply to the systems we build for clients.

Our protective measures include:

• Encryption of data in transit and at rest
• Role-based access controls, with access limited to those who need it
• Multi-factor authentication on all business systems
• Reputable infrastructure providers with recognised security certifications
• Regular review of access, dependencies, and system security
• Secure destruction or de-identification of information no longer required

No system can be guaranteed completely secure. If we become aware of a data breach that is likely to result in serious harm, we will assess it promptly and, where the Notifiable Data Breaches scheme applies, notify affected individuals and the Office of the Australian Information Commissioner as soon as practicable.

9. Accessing and correcting your information

You have the right to ask us:

• What personal information we hold about you
• To provide you with a copy of that information
• To correct any information that is inaccurate, out of date, incomplete, or misleading
• To delete information we hold about you, where we are not required to keep it

To make a request, email admin@ceranovaai.com. We will respond within a reasonable period, ordinarily within 30 days. We do not charge a fee for making a request. We may need to verify your identity before acting on it.

If we refuse a request, we will tell you why in writing and explain how you can complain.

10. Direct marketing and opting out

We may send you information about our services where you have consented, where you are an existing client, or where you would reasonably expect to receive it.

Every marketing email we send includes a clear unsubscribe link. Unsubscribing is free, takes effect promptly, and requires nothing from you beyond a single action — you will never be asked to log in or provide additional personal information to opt out.

You can also opt out at any time by emailing admin@ceranovaai.com. We action opt-out requests within 5 business days.

If we have used business contact information sourced from a third party to contact you, you may ask us to tell you where we obtained it, and we will do so unless it is impracticable or unreasonable.

11. Cookies and analytics

Our website uses cookies and similar technologies for essential site function and aggregate analytics. Full detail — including what we use and how to control it — is set out in our Cookies Policy.

12. Making a complaint

If you believe we have mishandled your personal information or breached the Australian Privacy Principles, we want to hear about it and put it right.

Step 1 — Contact us

Email admin@ceranovaai.com with the details of your complaint. We will acknowledge your complaint within 5 business days and aim to resolve it within 30 days. We will tell you the outcome and our reasons in writing.

Step 2 — Escalate to the OAIC

If you are not satisfied with our response, you can complain to the Office of the Australian Information Commissioner:

• Online: oaic.gov.au
• Phone: 1300 363 992
• Post: GPO Box 5218, Sydney NSW 2001

13. Visitors from outside Australia

Our website and services are directed at businesses and individuals in Australia. We do not specifically target individuals in the European Union or United Kingdom, and we do not monitor the behaviour of individuals in those regions.

If you are located outside Australia and have a question about how we handle your information, contact us at admin@ceranovaai.com and we will assist.

14. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in our practices or the law. The current version is always available on our website, with the effective date shown at the top. Material changes will be communicated to clients directly where appropriate.

15. Contact us

For any privacy question, request, or complaint: