01 Who we are & scope
In this Privacy Policy, "we", "us" and "our" mean AcademicID (ACN 660 800 377), the maker of Sapien. We are based in New South Wales, Australia and are bound by the Australian Privacy Act 1988 (Cth) (Privacy Act) and the Australian Privacy Principles.
This policy applies to:
- this marketing website and the Sapien waitlist; and
- the hosted Sapien application offered by AcademicID (for example at academicid.io), where referenced.
02 Information we collect
We only collect personal information that is reasonably necessary for our functions and activities. This may include:
Information you give us
- Waitlist details: your email address, and optionally your name, organisation, role, and a short note about what you are interested in.
- Consent record: the fact that you agreed to receive Sapien updates, and when.
- Correspondence: information you provide when you email us or otherwise contact us.
Information collected automatically
- Technical data attached to a request, such as your IP address, browser user-agent string, the referring page, and timestamps. We use this for security, abuse prevention, and to understand how the site is used.
You do not have to give us your personal information, and you may interact with us anonymously or using a pseudonym where it is lawful and practicable. However, if you do not provide your email address we cannot add you to the waitlist.
03 How we collect it
We collect personal information directly from you when you submit the waitlist form or contact us. We also collect some technical data automatically through our hosting and infrastructure provider when your browser communicates with our servers.
04 How we use it
We use personal information to:
- add you to and manage the Sapien waitlist;
- send you the updates you have asked for about Sapien releases, hosted access, and enterprise availability;
- respond to your enquiries and provide support;
- operate, secure, maintain and improve the website and our services, including preventing spam and abuse; and
- comply with our legal obligations.
05 Disclosure of information
We do not sell your personal information. We may disclose it to:
- Service providers who help us run the website and communicate with you — for example our cloud hosting and database provider (Cloudflare, Inc.) and email delivery providers — who are only permitted to use it to provide services to us;
- Professional advisers such as lawyers and accountants, where reasonably required;
- Authorities or other parties where required or authorised by law, or to protect our rights, safety, or property; and
- A successor entity in connection with a business sale, merger or restructure, subject to this policy.
06 Overseas disclosure
Our website, waitlist database, and some service providers run on global cloud infrastructure. As a result, your personal information may be stored or processed outside Australia, including in the United States and other countries where our providers operate. We take reasonable steps to ensure these providers handle your information consistently with the Australian Privacy Principles.
08 Data security
We take reasonable steps to protect personal information from misuse, interference, loss, and unauthorised access, modification or disclosure. These include encryption of data in transit (HTTPS), access controls, and using reputable infrastructure providers. No method of transmission or storage is completely secure, so we cannot guarantee absolute security. If we become aware of an eligible data breach, we will respond in line with the Notifiable Data Breaches scheme under the Privacy Act.
09 Data retention
We keep personal information only for as long as it is needed for the purposes described in this policy or as required by law. We retain waitlist details until you ask us to remove them or they are no longer needed, after which we delete or de-identify them.
10 Marketing & your choices
We will only send you Sapien updates where you have consented, consistent with the Spam Act 2003 (Cth). Every email we send will include a way to unsubscribe, and you can also opt out at any time by emailing us. We will action opt-out requests promptly.
11 Access & correction
You may request access to the personal information we hold about you and ask us to correct it if it is inaccurate, out of date, incomplete, or misleading. To make a request, contact us using the details below. We will respond within a reasonable time and may need to verify your identity first. In limited circumstances permitted by the Privacy Act we may decline a request, and if so we will explain why.
12 Using the Sapien application
Sapien is a research workspace that includes generative AI features. Where you use a deployment that we host:
- the documents, sources, and other content you add are used to provide the service to you and your collaborators;
- where AI requests are routed to a model provider you or your organisation has configured, your prompts and selected context are processed by that provider under their terms.
We do not use your private research content to train foundation models. Specific data-handling terms for hosted, self-hosted, and enterprise deployments are set out in the agreement that applies to that deployment.
13 Children's privacy
Sapien is intended for researchers, students, and institutions, and is not directed at children. We do not knowingly collect personal information from a child under 16 without appropriate consent. If you believe a child has provided us information, please contact us and we will take reasonable steps to delete it.
14 Third-party links
Our website and application may link to third-party sites and services (for example our documentation, code repository, or model providers). We are not responsible for the privacy practices of those third parties, and we encourage you to review their policies.
15 Changes to this policy
We may update this Privacy Policy from time to time. The current version will always be posted on this page with its "last updated" date. Material changes will be made clear. Your continued use of the website after an update means you accept the revised policy.
16 Contact & complaints
If you have a question, want to access or correct your information, or wish to make a privacy complaint, please contact us. Please include enough detail for us to investigate. We will acknowledge your complaint and aim to resolve it within a reasonable time.
If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au.