Privacy Policy

1. Information We Collect

We may collect the following types of personal information:

• Contact Information: Name, email address, phone number, and business address
• Account Information: Username, password (stored in hashed form), and license keys
• Payment Information: Billing address and payment details (processed securely through third-party payment processors; we do not store your full payment card details)
• Usage Data: Information about how you use our software products, including feature usage, error reports, and interaction data
• Technical Data: IP address, browser type, operating system, and device information. For details on the tracking technologies used on our website, please refer to our Cookie Policy
• Communication Data: Records of correspondence when you contact us for support

2. How We Collect Information

We collect personal information through:

• Direct interactions when you register for our software, make purchases, or contact us
• Automated technologies including cookies and similar tracking technologies on our website (see our Cookie Policy for details)
• Third parties such as payment processors and analytics providers

3. Anonymity and Pseudonymity

Under APP 2 of the Privacy Act, individuals have the option of not identifying themselves or using a pseudonym when dealing with an organisation, where practicable. Due to the nature of our products as account-based services that require authentication to manage licenses, store data, and provide support, it is not practicable to provide our services on an anonymous or pseudonymous basis.

4. How We Use Your Information

We use your personal information to:

• Provide, maintain, and improve our software products (Trinity, Spark, Stencil AI, and Tex)
• Process transactions and manage your software licenses
• Send you technical notices, updates, and support messages
• Respond to your enquiries and provide customer support
• Send marketing communications (with your consent; see Section 5)
• Process your inputs through AI services where applicable (see Section 6)
• Analyse usage patterns to improve our products and services
• Comply with legal obligations and protect our rights

5. Direct Marketing

Where we send you marketing communications, we do so with your consent. You have the right to opt out of receiving marketing communications from us at any time by:

• Clicking the "unsubscribe" link included in any marketing email
• Contacting us at the email address listed in Section 16 below

Opting out of marketing communications will not affect transactional communications related to your account, such as service updates, security alerts, and support responses.

6. AI Processing

Some of our products, including Stencil AI, use third-party artificial intelligence services to process user inputs and generate responses. Currently, we use the Anthropic Claude API for AI processing. We have entered into data processing agreements with our AI service providers.

6.1 No Model Training

Your data — including uploaded documents, chat messages, and project data — is not used to train, fine-tune, or improve any AI models. Your content is processed solely for the purpose of generating responses to your specific queries and is not retained by third-party AI providers for training purposes.

6.2 Third-Party Personal Information in Inputs

If you include personal information about third parties in your inputs or uploaded documents, that information may be processed by AI services and may appear in outputs. You are responsible for ensuring you have appropriate consent or a lawful basis to share such information before submitting it.

For detailed information about AI data processing specific to Stencil AI, please refer to the Stencil AI Privacy Policy.

7. Disclosure of Your Information

We may share your personal information with:

• Service Providers: Third parties who assist us in operating our business, such as payment processors, hosting providers, and analytics services
• AI Service Providers: To process your queries and generate responses where applicable (see Section 6)
• Professional Advisers: Lawyers, accountants, and auditors where necessary
• Legal Requirements: When required by law, court order, or government authority
• Business Transfers: In connection with any merger, acquisition, or sale of assets

We do not sell your personal information to third parties.

8. Data Security

We implement appropriate technical and organisational measures to protect your personal information, including:

• Encryption of data in transit and at rest
• Secure server infrastructure
• Regular security assessments and updates
• Access controls and authentication measures

While we take reasonable steps to protect your information, no method of transmission over the internet is completely secure.

9. International Data Transfers

In accordance with APP 8, we disclose that your personal information may be transferred to and processed in countries outside of Australia. Specifically:

• AI service providers whose servers are located in the United States process user inputs to generate responses
• Hosting and infrastructure providers may store data on servers located in the United States

Before disclosing personal information to overseas recipients, we take reasonable steps to ensure that the recipient does not breach the Australian Privacy Principles. These steps include assessing the recipient's privacy and security practices and, where appropriate, entering into contractual arrangements that require the recipient to handle your information in accordance with standards comparable to the APPs.

10. Data Retention and Deletion

We retain your personal information for as long as necessary to fulfil the purposes for which it was collected, including to satisfy legal, accounting, or reporting requirements. When determining retention periods, we consider the amount, nature, and sensitivity of the information.

You may request deletion of your personal information or your account at any time by contacting us at the email address listed in Section 16 below. When personal information is no longer needed for the purposes for which it was collected, or is no longer required to be retained by law, we will take reasonable steps to destroy or de-identify it.

11. Your Rights

Under the Privacy Act 1988 and the Australian Privacy Principles, you have the right to:

• Access the personal information we hold about you (APP 12)
• Correction of inaccurate, out-of-date, incomplete, irrelevant, or misleading information (APP 13)
• Deletion of your personal information by requesting account deletion
• Opt-out of marketing communications at any time (see Section 5)
• Complain if you believe we have breached the APPs (see Section 13)

To exercise any of these rights, please contact us using the details in Section 16 below.

12. Data Breach Notification

In the event of an eligible data breach as defined under the Notifiable Data Breaches (NDB) scheme (Part IIIC of the Privacy Act 1988), we will notify the Office of the Australian Information Commissioner (OAIC) and affected individuals as soon as practicable, in accordance with our obligations under the Act. Our notification will include a description of the breach, the kinds of information involved, and recommendations about steps you can take to protect yourself.

13. Complaints

If you believe we have breached the Australian Privacy Principles, you may lodge a complaint by contacting us at the email address listed in Section 16 below. We will:

• Acknowledge your complaint within 7 business days
• Aim to resolve your complaint within 30 business days
• Keep you informed of the progress of our investigation

If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au or by calling 1300 363 992.

14. Children's Privacy

Our products and services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected personal information from a child without verification of parental consent, we will take steps to remove that information from our servers. If you believe we have collected information from a child, please contact us immediately.

15. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the updated policy on our website with a new "Last updated" date. Your continued use of our products and services after changes are posted constitutes acceptance of the updated policy. We encourage you to review this policy periodically.

16. Contact Us

If you have any questions about this Privacy Policy, wish to exercise your rights, or wish to make a complaint, please contact us: