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Privacy Policy

Effective Date: 30-07-2022 (Updated: 12-01-2025)

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CloudMates respects your privacy and is committed to safeguarding personal data collected during the provision of our AI, cloud, and Generative AI solutions. This Privacy Policy outlines how we collect, use, store, and protect your information while ensuring compliance with industry regulations and best practices.

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1. Data Collection
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CloudMates collects only the necessary data required to deliver and enhance our services.

1.1 Personal Data

  • User-provided information: Name, email address, phone number, billing details, company information, and account credentials.

  • Communication data: Customer support interactions, emails, and inquiries.

1.2 Automatically Collected Data

  • Usage data: IP addresses, browser type, device details, login times, and activity logs.

  • Cookies and tracking technologies: Used to improve website performance, user experience, and security.

  • AI Model Interactions: When using our Generative AI services, data such as text inputs, AI responses, and interactions may be collected to enhance AI performance and accuracy.

1.3 AI and Generative AI Data Considerations

  • CloudMates may process structured and unstructured data as part of AI/ML model training, ensuring that no personally identifiable information (PII) is used for AI learning purposes unless explicitly authorized by the user.

  • Generative AI models do not retain personalized conversation history beyond what is necessary for real-time processing and service improvements.

2. Data Usage

CloudMates uses collected data to:

  • Provide, manage, and improve cloud, AI, and Generative AI services.

  • Ensure system security, fraud prevention, and regulatory compliance.

  • Enable personalized AI recommendations, predictive analytics, and automation.

  • Improve AI model accuracy while adhering to privacy-preserving techniques, such as data anonymization and encryption.

  • Conduct AI-driven insights, performance monitoring, and continuous learning improvements.

CloudMates does not use customer data for model training in a way that could reconstruct user inputs or expose sensitive information unless explicitly authorized by the client.

3. Data Sharing and Third-Party Access

CloudMates does not sell personal data. Data sharing occurs only under the following conditions:

  • Service delivery: CloudMates may share data with trusted cloud providers (AWS, Azure, Google Cloud) and AI service integrations necessary for platform functionality.

  • Legal compliance: Data may be disclosed if required by law, court order, or regulatory mandates.

  • Third-party AI integrations: When using third-party AI tools, customers will be notified of any external data processing requirements.

CloudMates ensures that third-party providers comply with industry security and data protection standards.

4. Data Security and Compliance

CloudMates implements advanced security measures to protect customer data from unauthorized access, breaches, and misuse, including:

  • Encryption: All stored and transmitted data is secured with AES-256 encryption.

  • Access Controls: Role-based access management (RBAC) limits data exposure.

  • Data Masking and Anonymization: AI models process anonymized data to protect user privacy.

  • Audit and Monitoring: Continuous security audits, AI governance, and compliance tracking.

CloudMates adheres to global security and compliance standards, including GDPR, HIPAA, SOC 2, ISO 27001, and regional data protection laws.

5. Data Retention Policy

CloudMates retains personal and AI-related data only as long as necessary to:

  • Fulfill the service agreements with customers.

  • Comply with legal and regulatory requirements.

  • Maintain AI model accuracy while respecting user privacy.

Users may request deletion of their personal data or AI interactions at any time by contacting support.

6. Your Rights and Data Control

CloudMates provides users with control over their personal data:

  • Access and Portability – Users may request a copy of their personal data.

  • Correction and Deletion – Users may modify or delete their personal data upon request.

  • Restrict Processing – Users may opt out of data usage for analytics or AI model improvements.

  • AI Model Transparency – Users may request information on how Generative AI processes their data and opt for anonymization where applicable.

For any requests regarding personal data, contact support@cloudmates.com.

7. Updates to This Policy

CloudMates reserves the right to update this Privacy Policy based on changes in technology, regulations, or business needs.

  • Policy updates will be communicated via email and website announcements.

  • Continued use of our services after updates constitutes acceptance of the revised policy.

8. Contact Information

For privacy concerns or inquiries, contact us at:

© CloudMates Business Solutions Pty Ltd 2024

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