Who we are

FileAI is run by Liam Killingback, trading as FileAI, Australia. We handle personal information under the Australian Privacy Principles. For any privacy question or request, email support@fileai.pro.

What we collect

Your account: your email address, your password (stored only as a secure hash), your plan and sign-in sessions.
Your documents: the files you upload and the text in them. Documents can contain personal information about you or other people; only upload what you're allowed to share.
Your chats: the questions you ask, the answers, and the sources they cite.
Usage records: how many questions you've asked and how much AI processing they used, so we can apply plan limits.
Payments: Stripe handles card payments. We keep your Stripe customer and subscription IDs and what you bought; we never see your card number.
Messages to us: what you send through the contact form or by email.
Technical data: your IP address is used briefly to limit abuse (rate limiting), and our hosting provider keeps standard request logs. Logs don't contain your documents or chats.
Website analytics: see “Cookies” below.

How we use it

To run FileAI for you: store your files, answer your questions, apply your plan, take payments, send account emails, answer support requests, keep the service secure, and understand in aggregate which pages and features people use. We don't sell your information, we don't use it for advertising, and your files are never used to train AI.

Cookies

Essential cookies keep you signed in and protect forms from forgery. When you stay signed in between visits, a remember-me cookie lasts up to 60 days. Logging out removes it.
Google Analytics 4 sets first-party cookies (named “_ga…”) to count visits and clicks on the website. We don't use advertising or remarketing tags. Analytics events never include your documents, file names, questions or email address. You can block these cookies in your browser, or use Google's analytics opt-out browser add-on.

Who processes your information

We use these providers to run FileAI:

Fly.io hosts the app (in Sydney, Australia) and its database.
Tigris stores the files you upload, privately and encrypted at rest. It may keep copies in more than one region.
OpenAI (United States) processes the text of your files, your questions and the answers through its API. It doesn't use this data to train models.
Stripe (Australia and overseas) takes payments.
Resend (United States) sends emails about your account.
Google Analytics (United States and other countries) counts website visits, without any document content.

Where your files go explains each one in plain terms.

Sending information overseas

Some providers are outside Australia, mainly in the United States (OpenAI, Resend and Google). Stripe processes payments in Australia and overseas, and Tigris may store files in more than one region. These providers aren't bound by the Australian Privacy Principles and the laws of their countries apply (APP 8). We choose providers that commit to keeping data secure and not using it for their own purposes. By using FileAI you agree to this disclosure.

How long we keep it

Documents, chats and usage records are kept while your account is open, until you delete them.
When you delete a document, chat or your account, FileAI also deletes the copies at OpenAI. A record that the deletion happened (identifiers only, no content) is kept for 90 days.
Database backups expire on their normal schedule, and deleted data is never restored into the live service.
Payment records are kept as long as tax law requires.

Security

Connections to FileAI are encrypted (HTTPS), files are encrypted at rest by our storage provider, passwords are hashed, and each account can only see its own documents.

Your rights

See your information: download your chats and usage history from your account settings, or email us for a copy of anything else we hold about you.
Correct it: change your email address in your settings, or ask us.
Delete it: delete documents at any time in your workspace, or delete your whole account (with all its chats) from your settings. To delete a single chat, email us.
Complain: email us first and we'll reply within 30 days. If you're not happy with our answer, you can contact the Office of the Australian Information Commissioner at oaic.gov.au.

Changes

If we change this policy, we'll update the date at the top, and email account holders about important changes before they apply.

Contact

Liam Killingback, FileAI: support@fileai.pro · contact form