Last updated: July 2026
Introduction
This Privacy Policy explains how AI Ethos, ABN 42 657 535 307, collects, holds, uses, discloses and protects personal information when you access or use https://aiethos.com.au/, create an account, enrol in courses, make payments, contact us, book sessions, subscribe to updates or otherwise interact with us.
This Privacy Policy is designed for an Australian business context and is intended to align with the Privacy Act 1988 (Cth), the Australian Privacy Principles and the Notifiable Data Breaches scheme where those laws apply to us.
This Privacy Policy should be read together with our Terms and Conditions and any course-specific, payment-specific, certification-specific or organisation-specific terms that apply.
1. Who We Are
The website is operated by AI Ethos, ABN 42 657 535 307. References to 'AI Ethos', 'we', 'us' and 'our' mean AI Ethos.
Our contact details are: 1800-238-467, hello@aiethos.com.au.
2. Scope of this Policy
This Policy applies to personal information we handle about website visitors, registered learners, course purchasers, prospective learners, newsletter subscribers, enquiry form users, people who book discovery sessions, representatives of organisations, payment contacts, support contacts, trainers, contractors, suppliers and business partners.
This Policy also applies to personal information submitted through the website, LMS, forms, email, phone, booking tools, payment processes, surveys, events, webinars, course activities and support communications.
3. What is Personal Information?
Personal information means information or an opinion about an identified individual, or an individual who is reasonably identifiable, whether true or not and whether recorded in a material form or not.
Sensitive information is a special category of personal information and may include information about health, racial or ethnic origin, political opinions, religious beliefs, sexual orientation, biometric information and criminal record. We do not seek sensitive information unless it is reasonably necessary for our functions or activities, required or authorised by law, or you choose to provide it in a relevant context.
4. Personal Information We Collect
The types of personal information we collect depend on how you interact with us. We collect only information that is reasonably necessary for our functions, activities and services.
5. How We Collect Personal Information
We may collect personal information directly from you when you create an account, register for a course, make a payment, complete a form, subscribe to a newsletter, book a discovery session, contact support, attend training or communicate with us.
We may also collect personal information from organisations that enrol staff, students or members; authorised representatives; third-party learning platforms and certification bodies (including AI Certs, see clause 10A); payment providers; booking tools; analytics providers; marketing tools; publicly available sources; and service providers who assist us.
If you provide personal information about another person, you must ensure that you are authorised to do so and that the person has been informed where required by law.
6. Purposes for Which We Use Personal Information
We use personal information for purposes connected with providing and improving the AI Ethos website, LMS, courses, training services, certification administration and customer support.
7. Payments and Financial Information
When you make a payment, payment information may be collected and processed by a third-party payment processor. We may receive limited transaction details such as payment status, transaction reference, payer details, amount, currency, date and receipt information.
We do not intentionally store full credit card numbers on our own systems unless expressly stated and handled through appropriate security measures. Payment processors may have their own terms and privacy policies.
8. Cookies, Pixels and Analytics
We may use cookies, pixels, tags, log files and analytics technologies to operate the website, remember preferences, secure accounts, understand website traffic, improve content, measure marketing performance and troubleshoot technical issues.
Where required, we will present a cookie consent notice on the website allowing you to accept or decline non-essential cookies before they are set. You can also manage or disable cookies at any time through your browser settings. Some website or LMS features may not work correctly if cookies are disabled.
9. Direct Marketing
We may send marketing communications about courses, training, events, updates, webinars, resources and related services where permitted by law. We may do this when you subscribe, enquire, register, purchase, attend an event or otherwise engage with us.
You can opt out of marketing emails at any time by using the unsubscribe link or contacting us. We may still send administrative, transactional, safety, billing or service-related messages that are not marketing communications.
10. Disclosure of Personal Information
We do not sell, rent or trade your personal information. We disclose it only where reasonably necessary for the purposes described in this Policy or where required or authorised by law:
10A. Disclosure to Certification and LMS Provider (AI Certs) New clause
We use AI Certs as our certification provider and learning management system (LMS) operator. For the purpose of administering certifications, managing course progress, delivering online learning content, issuing certificates and providing related support services, we share your personal information — including identification details, course enrolments, and assessment and completion records — with AI Certs.
AI Certs operates under confidentiality and data security obligations consistent with Australian privacy law. Your information is processed by AI Certs solely for these purposes and is not used for unrelated activities.
By enrolling in a course or certification delivered through AI Certs, you consent to this disclosure. If you have questions or concerns about this data sharing, or wish to enquire about opting out, please contact us at privacy@aiethos.com.au.
10B. Withdrawing Consent New clause
Where we rely on your consent — for marketing communications (clause 9) or the AI Certs disclosure (clause 10A) — you can withdraw it at any time by emailing privacy@aiethos.com.au or using the unsubscribe link in our emails. Withdrawing consent doesn't undo anything already done in reliance on it, and we may still need to process limited information to meet legal, accounting or dispute-resolution obligations.
11. Overseas Disclosure
Some service providers, platform providers, certification bodies (including AI Certs, which stores and processes data as per its jurisdiction mentioned on website https://learn.aicerts.io/ and https://www.aicerts.ai/data-security-privacy/) , payment processors, hosting providers, analytics tools or support systems may store or access personal information outside Australia.
Where we disclose personal information overseas, we will take reasonable steps required by the Australian Privacy Principles (APP 8.1) to ensure overseas recipients handle personal information consistently with the APPs, unless an exception applies under Australian privacy law.
Overseas recipients may be located in jurisdictions where our technology, LMS, certification, email, cloud, analytics, CRM, support or payment providers operate. These locations may change from time to time.
12. Children and Students
The website and courses may be used by students or younger learners where authorised by a parent, guardian, school, employer or institution. We do not knowingly seek to collect personal information from children under 18 without appropriate involvement from a parent, guardian, school, institution or authorised organisation.
If you believe a child has provided personal information without appropriate consent or authorisation, please contact us so we can assess and respond appropriately.
13. Learner Records and Organisation-Sponsored Training
Where a learner is enrolled by an employer, school, institution or organisation, we may share relevant administrative information with that organisation, such as enrolment status, attendance, completion, assessment status, support issues and participation records, where reasonably necessary for the training arrangement.
We will not share unnecessary personal information with a sponsoring organisation and will take reasonable steps to ensure disclosures are appropriate to the training purpose.
14. Use of AI, Automation and Learning Analytics
We may use technology, automation and analytics — including tools provided by AI Certs — to help administer courses, improve learner experience, personalise communications, analyse course engagement, identify platform issues, improve content and support business operations.
Where we use AI tools or automated systems in connection with learner support, content improvement, analytics or administration, these tools primarily process account, enrolment, progress and communications data. We take reasonable steps to use personal information responsibly, minimise unnecessary personal information, apply appropriate security controls and avoid using sensitive information unless reasonably necessary, authorised or consented to.
We do not use automated decision-making to make legally significant decisions about learners without reasonable human oversight where required by law or appropriate in the circumstances.
15. Security of Personal Information
We take reasonable steps to protect personal information from misuse, interference and loss, and from unauthorised access, modification or disclosure. Measures may include access controls, password protection, encryption where appropriate, secure hosting, monitoring, staff access restrictions, vendor due diligence, backups and incident response processes.
No internet transmission, website, LMS or payment system can be guaranteed to be completely secure. You are responsible for keeping your login details confidential and using secure devices and networks.
16. Retention of Personal Information
We keep personal information only as long as reasonably necessary for the purposes in this Policy — course delivery, account management, support, certification administration, and legal, accounting, tax, audit, dispute-resolution and record-keeping obligations.
Certification and completion records held on our behalf by AI Certs are retained for an approved retention period mentioned on their website https://learn.aicerts.io/ consistent with AI Certs' data retention policy https://www.aicerts.ai/data-security-privacy/.
To ask us to stop using your information or to close your account, email privacy@aiethos.com.au. When information is no longer required and we're not legally required or permitted to keep it, we take reasonable steps to destroy or de-identify it.
17. Access to and Correction of Personal Information
You may request access to personal information we hold about you and ask us to correct information that is inaccurate, out of date, incomplete, irrelevant or misleading.
We may need to verify your identity before responding. We will respond within a reasonable period. In some cases, we may refuse access or correction where permitted by law, and we will provide reasons where required.
18. Anonymity and Pseudonymity
Where lawful and practicable, you may interact with us anonymously or using a pseudonym, such as browsing public website content. However, account creation, course enrolment, payment, certification administration, support and formal complaints generally require accurate identifying information.
19. Data Breaches
If we become aware of a data breach involving personal information, we will assess the incident and take steps to contain, investigate and remediate it. If the Privacy Act applies and the incident is an eligible data breach likely to result in serious harm, we will notify affected individuals and the Office of the Australian Information Commissioner as required by the Notifiable Data Breaches scheme.
20. Third-Party Websites and Platforms
Our website may link to third-party websites, booking tools, payment providers, certification bodies, learning platforms, video platforms, social media and other external services. We are not responsible for the privacy practices of third parties. You should review their privacy policies before providing information to them.
21. Privacy Complaints
If you have a privacy complaint, please contact us at privacy@aiethos.com.au or hello@aiethos.com.au. Include your name, contact details, a description of the issue and your preferred outcome.
We will acknowledge your complaint within 5 business days and aim to provide a substantive response within 30 days. We may ask for more information to properly assess the issue.
If you are not satisfied with our response, you may escalate your complaint to the Office of the Australian Information Commissioner (OAIC) or another relevant regulator or dispute resolution body.
22. Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes to our website, services, legal obligations, technology providers or privacy practices. The updated version will be posted on the website with a revised 'Last updated' date.
If changes are material, we may take reasonable steps to notify affected users. Your continued use of the website or services after the updated Policy is posted means you acknowledge the updated Policy.
23. Contact Us
For privacy questions, access or correction requests, complaints or data protection enquiries, contact the Privacy Officer at AI Ethos.
Privacy Officer: Dr Kiran Kewalramani
Phone: 1800-238-467
Email: hello@aiethos.com.au
Website: https://aiethos.com.au/