Privacy Policy

Last updated: 31 August 2026

This Privacy Policy explains how orgadmin.ai (“we”, “us” or “our”) handles personal information when you visit our website, create or use an account, connect a Salesforce organisation, use AI or MCP features, obtain support, or otherwise interact with our services (together, the Service).

It also explains the choices and rights available to individuals. We aim to comply with the Australian Privacy Principles under the Privacy Act 1988 (Cth) and, where applicable, the GDPR and UK GDPR. If you do not agree with this Policy, do not provide personal information to or use the Service.

1. Our privacy roles

Our role depends on the information and the context:

1. Account and business operations. We are the organisation responsible for personal information used to manage accounts, subscriptions, billing, referrals, website analytics, security, support and our business. In jurisdictions using that term, we are the data controller for this processing.
2. Customer Data from Salesforce. For personal information that a customer submits, retrieves, stores or acts on through a connected Salesforce organisation, the customer is generally the controller or responsible organisation and we act for it as a processor or service provider. The customer decides why and how that information is used, and is responsible for its own privacy notices, lawful basis, authority, accuracy and handling of individual requests.
3. Customer-selected services. If a customer selects an AI provider, custom model endpoint, external MCP client or other integration, that provider may independently determine aspects of its own processing under its own terms. Customers must assess and approve those services.

If you are an employee, contractor, customer, lead or other individual whose information is held in a customer's Salesforce organisation, contact that customer first about your information. We will reasonably assist them as required by our agreement and applicable law.

2. Information we collect

The exact information depends on the features, permissions and integrations you use.

2.1 Account and profile information

• name (optional), email address, profile image, role, workspace membership and profile preferences;
• authentication identifiers, a bcrypt hash of your password (never plain text), two-factor configuration and recovery codes, login timestamps, and session and device information;
• invitations, administrator roles, access settings, and consent and agreement-acceptance records; and
• preferences stored in your browser, such as theme, sidebar state, analytics consent and referral attribution.

2.2 Billing, subscription and referral information

Plan, billing status, subscription and invoice identifiers, usage allowances, transaction status, referral source, referral rewards, tax or business details, and related correspondence. Our payment provider processes card and bank details directly — we generally receive identifiers and payment status rather than full card data.

2.3 Salesforce connection and organisation information

When an authorised user connects Salesforce, we may collect or generate:

• Salesforce user, organisation, instance, domain, environment, edition, licence, permission, scope and connection identifiers;
• OAuth access and refresh tokens and Connected App secrets, encrypted at rest with AES-256-GCM. Your Salesforce password is never entered into or stored by orgadmin.ai;
• object, field, relationship, permission, profile, role, flow, code, component, package, dependency and other metadata, stored so browsing is fast;
• organisation limits, user and licence information, deployment status, validation errors, debug logs, audit details and technical diagnostics;
• record and field values returned by queries, dashboards, inline editors, loaders, seeders, masking, and duplicate review or merge workflows;
• files and file metadata, including titles, identifiers, links, sizes, owners and related Salesforce records; and
• histories, job results, selected items, findings, decisions, mappings, generated assets and other saved feature state.

Salesforce information may include personal, confidential, commercially sensitive or regulated information. You control which organisation, account, OAuth scopes, objects, fields, records and features you authorise.

Do not assume Salesforce record data is always transient. Much of it is fetched live for a single request and not kept — but it is stored when you put it somewhere persistent, including chats, saved outputs and queries, dashboards, duplicate-review data, file inventories, job histories, debug logs and generated assets.

2.4 AI, chat, generation and MCP information

• prompts, chat messages, responses, feedback, instructions and conversation titles;
• file attachments, pasted text, images, screenshots, metadata, record values, schema context and other material supplied to a model;
• model name, provider, parameters, token and cost estimates, tool calls, tool inputs, tool outputs, errors and execution results;
• generated code, configuration, queries, reports, findings, recommendations, matching scores, explanations and saved assets;
• learnings, memories or preferences you approve for future use; and
• MCP credentials, client and request information, tool permissions, invocations, and audit and security records.

Attachments and tool results may be stored alongside the conversation or feature they belong to. Text attachments may be extracted or inlined into a model request.

2.5 Data operations and generated exports

Features may process source files, CSV or spreadsheet contents, field mappings, inserted or modified record values, seed data, masking rules, duplicate candidates, merge selections, permission changes, deployment packages, generated source files, file-export archives, errors and results. Some operations keep a history or limited recovery information; others process data only for the active request.

2.6 Support, feedback and communications

Messages, support requests, email correspondence, screenshots, attachments, diagnostic details, survey responses, feature requests and feedback. If authorised support personnel access or impersonate an account for troubleshooting or administration, we log that access and the actions taken.

2.7 Usage, device, analytics and security information

IP address, browser and device type, operating system, referring URL, pages or features used, timestamps, request and session identifiers, cookie information, diagnostics, performance information, rate-limit events, suspected abuse, authentication events, and audit records — including an audit log of Salesforce API calls (endpoint, method, status, timestamp, never tokens) and AI token counts per user.

On public marketing pages, Google Analytics is activated only after you opt in, as described in section 8.

2.8 Information from third parties

• Salesforce, when you authenticate and use connected features;
• Stripe, about checkout, subscription, invoice and payment status;
• Microsoft Graph, when service email is sent or processed;
• AI and model-hosting providers, including responses, usage information, errors, and moderation or abuse signals;
• referral partners or links;
• workspace administrators and authorised users; and
• service providers, public sources, regulators, advisers or counterparties where lawful.

3. Why we use information

We use personal information where reasonably necessary to:

1. create, authenticate, secure and administer accounts and workspaces;
2. connect to Salesforce and perform the queries, analyses, storage, exports, deployments, writes, deletions, merges, generation, AI, MCP and other actions requested by authorised users;
3. maintain chats, histories, dashboards, learnings, saved queries, generated assets and other persistent features you ask for;
4. provide support, diagnose issues, respond to requests, and communicate service, security, billing and policy updates;
5. provide trials, subscriptions, payments, tax records, usage allowances, referrals and account administration;
6. monitor reliability, troubleshoot, prevent fraud and abuse, enforce limits and terms, investigate incidents, and protect customers, individuals, Salesforce, providers and the Service;
7. improve usability, performance, safety and features using feedback and aggregate or de-identified operational information;
8. comply with law, court orders, regulatory requests, audit obligations and insurance requirements, and enforce or defend legal rights; and
9. manage corporate transactions, professional advice and ordinary business operations.

We do not sell personal information, and we do not use Customer Data to train shared or cross-customer AI models. A provider you select may process data under different retention, abuse-monitoring or model-improvement terms; you must review the terms that apply to your selection.

4. Legal bases for processing

Australian privacy law does not use the same “legal basis” framework as the GDPR. We handle personal information for purposes directly related to providing the Service, with consent where required, and as otherwise permitted or required by law.

Where the GDPR or UK GDPR applies, we generally rely on one or more of:

• contract — to provide the Service requested by an account holder or customer;
• legitimate interests — to secure, support, administer and improve a business service, prevent abuse and manage relationships, balanced against individual rights;
• consent — for optional analytics, or where a specific integration requires it;
• legal obligation — to keep required records and comply with law; and
• legal claims — to establish, exercise or defend rights.

For Customer Data, the customer determines the applicable legal basis and we process on its documented instructions, subject to law.

5. How AI and automated systems use information

5.1 AI processing

When an authorised user invokes an AI feature, relevant prompts, attachments, Salesforce context, tool data and prior conversation content may be transmitted to the configured AI provider. Depending on the feature and settings, that provider may be Anthropic, OpenAI, OpenRouter and a routed downstream provider, Ollama Cloud, Cerebras, or an OpenAI-compatible endpoint you specify.

Which provider receives it depends on your plan. If you supply your own API key, you choose the provider, that provider bills you directly, and their terms govern what they do with the request — including whether your account is enrolled in training on API inputs, a setting that sits between you and them. Before your key is saved we show you the named company that will receive your data and link to their terms, and we record that we showed you. If your plan includes platform-funded AI, we choose the provider and identify it in the product. Provider locations, retention, abuse monitoring, training policies and subprocessor chains differ by provider, model, account tier and configuration.

AI output may be wrong, biased, incomplete, or may reveal sensitive information included in the input. Minimise the data you send to AI features, avoid unapproved sensitive information, and have a qualified person review output and proposed actions before you act on them.

5.2 Automated decisions and recommendations

We use automated rules or scoring to:

• authenticate users, apply two-factor authentication, detect security risks, prevent abuse and rate-limit activity;
• determine subscription entitlements, usage allowances and feature availability;
• score or suggest potential duplicate Salesforce records, mappings, generated changes and other recommendations; and
• route or prioritise technical operations and support signals.

Security and entitlement controls may allow, challenge, limit or block access to the Service. Duplicate scores and AI suggestions assist you; they do not themselves make a final decision about an individual, and an authorised user must choose whether to act. You must not use the Service as the sole basis for a decision with legal or similarly significant effects on a person.

If you believe a material automated access or entitlement decision is wrong, contact [email protected] to request human review.

6. When we disclose information

We disclose personal information to the following categories of recipient, limited to what is reasonably necessary. We do not authorise any of them to use Customer Data for their own marketing.

1. Salesforce, to authenticate connections and perform requested API operations.
2. AI and model providers you select or authorise, to generate responses and perform model-assisted features.
3. Stripe, for checkout, billing, subscriptions, fraud prevention and payment records.
4. Microsoft Graph, to send service, support and administrative email.
5. Google Analytics, on public marketing pages only, and only where the visitor consents.
6. MCP clients and integrations you configure. The external client may receive tool schemas, context, results or Salesforce information required for the action you requested.
7. Hosting, database, storage, monitoring, logging, backup and security providers that run the Service. We will name our current providers on request.
8. Workspace administrators and authorised users, according to workspace roles, feature permissions and Salesforce access.
9. Our personnel and contractors, for support, security, service administration and incident response, subject to access controls and confidentiality obligations.
10. Professional advisers, insurers, auditors and financing parties, where reasonably necessary and subject to appropriate duties.
11. Authorities, courts and affected parties, when required by law or reasonably necessary to protect rights, safety or security, or to investigate misuse.
12. A buyer, investor, successor or transaction adviser, in connection with a proposed or completed merger, financing, reorganisation or sale — see section 16.

7. Overseas processing and disclosure

We operate from Australia. Several recipients described in section 6 are located outside Australia — every AI provider we support is overseas, as are Stripe, Microsoft and Google — so using those features involves a cross-border disclosure of whatever you put into them. The precise countries depend on your Salesforce instance, the AI provider or routed model in use, and the payment and analytics providers involved. Contact us for the current position for a specific provider.

Where Australian Privacy Principle 8 applies, we take reasonable steps in the circumstances to ensure overseas recipients handle personal information consistently with the Australian Privacy Principles, unless an exception applies. Where European or UK transfer rules apply, we rely on an adequacy decision, approved contractual clauses or another lawful transfer mechanism. You are responsible for assessing transfers you initiate through providers you select, custom endpoints, MCP clients and Salesforce configurations.

Because laws differ between countries, overseas recipients may be subject to lawful government access requests.

Do not send personal, health, financial or other regulated information to an AI feature unless you have assessed that provider and are satisfied it is lawful to do so.

8. Cookies and browser storage

The signed-in application sets only strictly necessary cookies and preferences. There is no advertising, tracking or profiling anywhere inside the product, and the pages you visit while signed in are not sent to any analytics service.

On the public marketing pages we use Google Analytics 4 to see which pages people find useful. It runs under Google Consent Mode with analytics and advertising storage set to denied by default, so no analytics cookies are set unless you accept the banner on your first visit. If you accept, GA4 records a pseudonymous identifier, the pages you view, approximate location derived from a truncated IP address, and basic device and referrer information. We have IP anonymisation enabled.

Declining changes nothing about how the product works. Your choice is remembered in your browser's local storage — clear your site data to be asked again. You can also block the request entirely with any content blocker, or use your browser's cookie controls. Blocking strictly necessary cookies may prevent sign-in or core features. Google's handling of this data is governed by its own privacy policy.

9. Data retention

We retain information only for as long as reasonably necessary for the purposes described above, including service delivery, security, dispute resolution, legal compliance, tax and accounting, backup integrity and enforcement. We do not guarantee a minimum retention period for any category of data, and the Service is not a backup or archive — keep your own copies of anything you need.

Deletion from an active system does not immediately remove copies from backups. Backups are isolated from ordinary use and are not used to restore a closed account. If information is subject to a legal hold, security investigation, dispute or regulatory requirement, we may preserve only what is necessary and restrict other use.

10. Disconnecting Salesforce, export and deletion

Deletion begins immediately when you ask for it, and it is not reversible.

• Disconnecting a Salesforce org revokes the token at Salesforce, deletes the stored secrets, and purges the cached metadata for that connection. It does not by itself delete everything associated with that org — account records, audit and security logs, job histories, chats, attachments, saved outputs, duplicate-review data, file inventories, generated assets and billing records are separate, and are removed through the feature screens they live on or by closing your account.
• Deleting feature data. Authorised users can delete individual chats, scans, inventories, assets and histories from the relevant feature screens.
• Closing your account — available at any time from Settings → Account → Close your account. It runs immediately and cannot be undone. We destroy your name, email address, password, two-factor secrets, recovery codes, MCP access tokens, AI provider key and Salesforce sign-in link; delete your chats, favourites, saved queries and personal org context; and revoke our access to your connected orgs. A workspace where you are the only member is deleted outright, including its connected orgs and cached metadata. A workspace with other members stays with them, along with anything you shared into it.
• What survives a closure, anonymised. We do not delete the account row itself — we overwrite everything on it that identifies you. What remains is billing and subscription history (Australian tax law requires us to keep records of sales), AI-usage totals, audit and sign-in records with your address, IP and device removed, product feedback with your name removed, and which version of our agreement was accepted and when. None of it identifies you, and we do not attempt to re-link it.
• Export, before you close. Download everything we hold about you from Settings → Account → Download my data. Salesforce record data is not included — Salesforce remains your source of truth and you should export it from there.

11. Security and incident response

Credentials are encrypted at rest with AES-256-GCM, sessions use secure httpOnly cookies, every route enforces tenant isolation, and all Salesforce API access is audit-logged. We also use access controls, two-factor authentication options, least-privilege administrative access, logging, monitoring and secure development practices. Read more on our security page.

No internet service is completely secure. You must secure your own accounts, provider keys, Salesforce permissions, MCP credentials, endpoints, exports and devices; use least privilege; remove former users; and promptly report a suspected compromise to [email protected].

If we become aware of an eligible data breach, we will investigate, contain and assess it, notify affected customers, individuals and the Office of the Australian Information Commissioner (OAIC) or other regulators where required, and take reasonable remediation steps. Where you are the responsible organisation for Customer Data, notification remains yours to make and we will provide reasonable assistance.

12. Access, correction, deletion and other rights

Depending on your location and our role, you may have rights to:

• request access to personal information we hold about you;
• ask us to correct inaccurate, outdated, incomplete or misleading information;
• request deletion or restriction of processing;
• object to certain processing or withdraw consent, without affecting earlier lawful processing;
• receive certain information in a portable format;
• request human review of a qualifying automated decision; and
• complain to a privacy regulator.

Access and deletion are both self-service from Settings → Account; correcting your name or email is on the same page. For anything else, contact [email protected] or use the feedback tool in the app. Describe the information and your relationship to the Service. We may verify your identity and authority, consult the relevant customer, and ask for information reasonably necessary to locate the data. We will respond within the period required by applicable law, and if we refuse or limit a request where the law permits, we will explain why and how to complain.

If we process your information on behalf of a customer, we may refer your request to that customer and assist them with it. Workspace administrators may also be able to access, correct, export or delete information through the Service.

13. Complaints

Send privacy questions or complaints to our Privacy Officer:

orgadmin.ai
[email protected]

We will acknowledge your complaint promptly, investigate it fairly, and aim to give a substantive response within 30 days. If you are not satisfied, you may complain to the Office of the Australian Information Commissioner or another regulator with jurisdiction. Individuals in the EEA may contact their local data-protection authority; individuals in the UK may contact the Information Commissioner's Office.

14. Children

The Service is a business product and is not directed to children under 18. We do not knowingly permit children to create accounts. Do not use the Service to process children's personal information unless you have a lawful basis and appropriate safeguards. If you believe a child has provided account information to us, contact [email protected].

15. Third-party links and customer environments

The Service links to Salesforce, Stripe, AI providers, documentation and other third-party services. Their privacy practices are governed by their own notices. We are not responsible for a customer's own Salesforce data practices, an external MCP client, or a provider a customer selects, except to the extent applicable law or a signed agreement makes us responsible.

16. Business transfers

If we are involved in a financing, merger, acquisition, reorganisation, insolvency or sale of assets, relevant information may be reviewed or transferred subject to confidentiality, security, notice and legal requirements. A successor may use personal information only consistently with this Policy unless it provides required notice and obtains any required consent.

17. Changes to this Policy

We may update this Policy to reflect changes in law, providers, features or practices. We will post the updated version and adjust the date above. For a material change, we will give reasonable advance notice in the app or by email unless urgent legal or security reasons require earlier effect, and we will obtain consent where required. Prior versions are available on request.

The contractual position on data storage, retention, backup and deletion is set out in section 8 of the Business Subscription and Software Licence Agreement. This Policy does not reduce any right you have under that agreement or under law.

18. Contact us

orgadmin.ai
Privacy and security: [email protected]
Support: [email protected]

orgadmin.ai is an independent product. It is not affiliated with, endorsed by, or sponsored by Salesforce, Inc. Salesforce, Agentforce, Einstein and related marks are trademarks of Salesforce, Inc.