Privacy Policy

1. Introduction

Diploria AI ("Diploria", "we", "us", or "our") is operated by Reef Digital Agency Pty Ltd (ABN 35 151 143 476), a company incorporated in New South Wales, Australia. We provide an AI visibility monitoring platform accessible at diploria.ai (the "Service").

This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you use our Service. By accessing or using Diploria, you agree to the terms of this Privacy Policy.

We are committed to complying with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). Where you are located in the European Economic Area or United Kingdom, we also comply with the General Data Protection Regulation (GDPR) and UK GDPR to the extent applicable.

2. Information We Collect

We collect information you provide directly to us, information generated through your use of the Service, and information from third-party services you connect to your account.

2.1 Account Information

When you register for an account, we collect your name, email address, and (if you sign in via Google OAuth) your Google profile information (name, email, and profile photo). We do not receive your Google password.

2.2 Brand and Prompt Data

To operate the Service, we store the brand names, keywords, prompts, and related configuration data you enter. This data is used solely to perform AI visibility polls on your behalf.

2.3 Poll Results

We store the results of AI engine polls run for your account, including response content, mention status, sentiment scores, and historical trend data. This data is associated with your account and used to generate the reporting you see within the platform.

2.4 Payment Information

Payments are processed by Stripe, Inc. We do not store your full credit card number, CVV, or bank account details on our servers. Stripe provides us with a tokenised representation of your payment method and billing information (such as your billing name, address, and last four card digits) sufficient to manage your subscription.

3. How We Use Your Information

We use the information we collect to:

• Create and manage your account and authenticate your identity.
• Run AI visibility polls against the brands and prompts you configure.
• Generate reports, dashboards, and analytics within the Service.
• Process payments and manage your subscription via Stripe.
• Send you transactional communications (e.g. receipts, account notifications, and service alerts).
• Respond to your support requests and enquiries.
• Improve, maintain, and secure the Service.
• Comply with our legal obligations.

We do not sell your personal information to third parties. We do not use your brand or prompt data to train AI models.

4. Third-Party Services

4.1 Stripe

We use Stripe to process subscription payments. Stripe acts as an independent data controller for the payment information it collects. Please review Stripe's privacy policy at stripe.com/au/privacy.

4.2 Google Analytics Integration

Diploria offers an optional integration with Google Analytics 4 (GA4) that allows you to see how much of your website traffic originates from AI-powered search engines and assistants, correlated with your brand's AI visibility score in the Diploria dashboard.

Scopes requested

• analytics.readonly: read-only access to your Google Analytics property data. This is the minimum scope required to retrieve traffic data; Diploria does not request any write permissions.
• openid and email: used to identify which Google account you connected, so Diploria can associate the integration with your Diploria account and display the connected account address in Settings.

What GA4 data is accessed

Diploria reads the following fields from your GA4 property via the Google Analytics Data API: session counts, traffic source domains (session source), and channel groupings (e.g. Organic Search, Direct, Referral). This data is accessed in read-only mode only.

Purpose of access

The GA4 data retrieved is used solely to display AI referral traffic trends within your own Diploria dashboard. Specifically, it is used to show you how much of your site's traffic comes from AI-powered tools and to correlate that with your brand's AI visibility scores over time. This feature exists to help you, the account holder, understand your own data.

What this data is not used for

• GA4 data is not used for advertising, remarketing, or targeting you or any third party.
• GA4 data is not shared with any third party beyond what is strictly necessary to operate the Diploria service (e.g. our hosting infrastructure).
• GA4 data is not used to train AI models.
• Diploria does not modify, write to, or delete any data in your Google Analytics properties.

Diploria's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

User control and revocation

The Google Analytics integration is entirely optional. You can disconnect your Google Analytics account at any time from the Settings → Integrations page within Diploria. Disconnecting removes Diploria's stored OAuth tokens and immediately stops any further syncing of your GA4 data. GA4 traffic snapshot data associated with a disconnected integration is deleted within 90 days, consistent with the account closure retention policy described in Section 6. You may also revoke Diploria's access directly from your Google Account permissions page.

4.3 AI Engine APIs

To deliver visibility polling, the Service sends your configured prompts to third-party AI engine APIs (such as those provided by OpenAI, Anthropic, Google, and others). These requests include only the prompt text; they do not include your name, email, or other personal account details. Each AI provider processes queries according to their own terms and privacy policies.

5. Data Storage & Security

Your data is stored on servers located in Sydney, Australia (AWS ap-southeast-2 region). We implement industry-standard technical and organizational measures to protect your personal information against unauthorized access, disclosure, alteration, and destruction. These measures include encrypted data transmission (TLS), encrypted storage for sensitive fields, access controls, and regular security reviews.

No method of transmission over the internet or method of electronic storage is completely secure. While we strive to protect your personal information, we cannot guarantee its absolute security.

6. Data Retention

We retain your personal information for as long as your account is active or as needed to provide the Service. If you close your account, we will delete or de-identify your personal information within 90 days, unless we are required to retain it for longer to comply with a legal obligation, resolve a dispute, or enforce our agreements.

Aggregated, de-identified poll result data that cannot reasonably be used to identify you may be retained indefinitely for product improvement and benchmarking purposes.

7. Your Rights

Subject to applicable law, you have the right to:

• Access the personal information we hold about you.
• Correct inaccurate or incomplete personal information.
• Delete your personal information (subject to our legal retention obligations).
• Restrict or object to certain processing of your personal information.
• Data portability: receive a copy of your data in a structured, machine-readable format (where applicable under GDPR).
• Withdraw consent at any time where processing is based on consent.

To exercise any of these rights, please contact us at [email protected]. We will respond within 30 days. If you are an EEA or UK resident and are dissatisfied with our response, you have the right to lodge a complaint with your local supervisory authority.

8. Cookies

We use cookies and similar technologies to maintain your authenticated session, remember your preferences, and understand how the Service is used. Essential cookies are required for the Service to function. We do not use third-party advertising or tracking cookies.

You can control cookies through your browser settings, but disabling essential cookies may prevent you from using certain features of the Service.

9. Children's Privacy

Diploria is not directed at children under the age of 16. We do not knowingly collect personal information from children under 16. If you believe we have inadvertently collected such information, please contact us at [email protected] and we will promptly delete it.

10. Changes to This Policy

We may update this Privacy Policy from time to time. When we make material changes, we will update the "Last updated" date at the top of this page and, where required by law, notify you by email or through a prominent notice within the Service. Your continued use of the Service after any changes constitutes your acceptance of the updated Policy.

11. Contact Us

If you have any questions, concerns, or complaints about this Privacy Policy or our privacy practices, please contact us at:

Reef Digital Agency Pty Ltd
ABN 35 151 143 476
New South Wales, Australia
Email: [email protected]
Website: reefdigital.com.au