Privacy Policy
Last updated: May 2026
AI Body of Knowledge (AIBoK) is committed to providing quality services to you and this policy outlines our ongoing obligations to you in respect of how we manage your Personal Information.
We have adopted the Australian Privacy Principles (APPs) contained in the Privacy Act 1988 (Cth) (the Privacy Act). The APPs govern the way in which we collect, use, disclose, store, secure and dispose of your Personal Information.
A copy of the Australian Privacy Principles may be obtained from the website of The Office of the Australian Information Commissioner at https://www.oaic.gov.au/.
What is Personal Information and why do we collect it?
Personal Information is information or an opinion that identifies an individual. Examples of Personal Information we collect include names, addresses, email addresses, phone and facsimile numbers.
This Personal Information is obtained in many ways including by telephone, by email, via our website aibok.org, from your website, from media and publications, from other publicly available sources, from cookies and from third parties. We don’t guarantee website links or the privacy policies of authorised third parties.
We collect your Personal Information for the primary purpose of providing our services to you, providing information to our clients and marketing. We may also use your Personal Information for secondary purposes closely related to the primary purpose, in circumstances where you would reasonably expect such use or disclosure. You may unsubscribe from our mailing/marketing lists at any time by contacting us in writing.
When we collect Personal Information we will, where appropriate and where possible, explain to you why we are collecting the information and how we plan to use it.
Sensitive Information
Sensitive information is defined in the Privacy Act to include information or opinion about such things as an individual's racial or ethnic origin, political opinions, membership of a political association, religious or philosophical beliefs, membership of a trade union or other professional body, criminal record or health information.
Sensitive information will be used by us only:
- For the primary purpose for which it was obtained
- For a secondary purpose that is directly related to the primary purpose
- With your consent; or where required or authorised by law.
Third Parties
Where reasonable and practicable to do so, we will collect your Personal Information only from you. However, in some circumstances we may be provided with information by third parties. In such a case we will take reasonable steps to ensure that you are made aware of the information provided to us by the third party.
Use of CRM, AI and automated tools
We may use customer relationship management, email, analytics, automation and AI-enabled tools, including HubSpot, to help manage enquiries, communications, training administration, service improvement and related business activities. These tools may process Personal Information that you provide to us, such as your name, contact details, organisation details and enquiry information.
Where we use AI-enabled tools, we take reasonable steps to limit the Personal Information we include to what is necessary for the relevant business purpose. We do not intentionally use sensitive information or unnecessary Personal Information to develop, train or fine-tune public AI or large language models.
Use of AI tools
AI Body of Knowledge uses AI tools in its own work, including to support research, drafting, review, summarisation, planning, training design and quality improvement. We use these tools deliberately, with human oversight and clear accountability for final work.
We do not treat AI-generated content as final without human review. Our team remains responsible for the advice, proposals, training materials and other content we produce.
We do not knowingly enter confidential, sensitive, security-classified, personal or customer-protected information into public generative AI tools unless authorised and appropriate safeguards are in place. Where a customer engagement has specific requirements for AI use, confidentiality, disclosure, data handling or approved tools, those requirements take precedence.
Our approach is informed by the same responsible AI principles we teach: use approved and appropriate tools, protect sensitive information, check outputs carefully, explain how AI has been used where appropriate, and keep people accountable for decisions and final work.
Analytics and website measurement
We use analytics and tag-management tools to understand how visitors use our website, improve our content, measure site performance, and understand which pages and enquiries are most useful.
These tools may include Google Analytics 4 and Google Tag Manager. They may collect information such as pages visited, time on page, referring pages, approximate location, browser and device information, interactions with links and forms, and other website usage data. This information is generally used in aggregated or pseudonymous form and is not intended to directly identify you.
Google may process this information on our behalf in accordance with its own privacy and data-processing terms. You can control or disable cookies through your browser settings. Where our website presents cookie choices, you can reject optional analytics cookies or change your preference using the Cookie settings link.
We do not use analytics tools to collect sensitive information through website forms, and we do not intentionally use analytics data to identify individual visitors unless required for security, legal, or operational reasons. We do not use website enquiries, form content, or analytics data to train AI models.
Cookies and similar technologies
Our website may use cookies, tags, pixels, scripts, and similar technologies to operate the site, remember basic preferences, understand website usage, improve performance, and measure the effectiveness of our content and enquiries.
The types of cookies and similar technologies we may use include:
- Essential cookies: used for basic website operation, security, form handling, and site functionality.
- Analytics cookies: used to understand how visitors use the website, including which pages are viewed, how visitors move through the site, and whether website content is useful.
- Performance and diagnostics technologies: used to detect errors, improve page performance, and maintain site reliability.
We currently use, or may use, Google Tag Manager and Google Analytics 4 for analytics and measurement. Google Tag Manager helps manage website tags. Google Analytics 4 helps us understand website usage and performance.
You can control cookies through your browser settings. Blocking some cookies may affect how parts of the website work. If we introduce additional advertising, remarketing, heatmap, session replay, or behavioural analytics tools, we will review and update this notice before or at the time those tools are implemented.
Disclosure of Personal Information
Your Personal Information may be disclosed in a number of circumstances including the following:
- Third parties where you consent to the use or disclosure; and
- Where required or authorised by law.
Security of Personal Information
Your Personal Information is stored in a manner that reasonably protects it from misuse and loss and from unauthorised access, modification or disclosure.
When your Personal Information is no longer needed for the purpose for which it was obtained, we will take reasonable steps to destroy or permanently de-identify your Personal Information. However, most of the Personal Information is or will be stored in client files which will be kept by us for a minimum of 7 years.
Access to your Personal Information
You may access the Personal Information we hold about you and to update and/or correct it, subject to certain exceptions. If you wish to access your Personal Information, please contact us in writing.
AI Body of Knowledge will not charge any fee for your access request, but may charge an administrative fee for providing a copy of your Personal Information.
In order to protect your Personal Information we may require identification from you before releasing the requested information.
Maintaining the Quality of your Personal Information
It is important to us that your Personal Information is up to date. We will take reasonable steps to make sure that your Personal Information is accurate, complete and up to date. If you find that the information we have is not up to date or is inaccurate, please advise us as soon as practicable so we can update our records and ensure we can continue to provide quality services to you.
Policy Updates
This Policy may change from time to time and is available on our website.
Privacy Policy Complaints and Enquiries
If you have any queries or complaints about our Privacy Policy or how we handle your Personal Information, please contact us through our Contact page. We will review your enquiry or complaint and respond within a reasonable period.
Contact Us
If you would like further information about AI Body of Knowledge, our services, or this Privacy Policy, please contact us through our Contact page.