PRIVACY POLICY – MINDSCRIBE
Effective date: 22.12.2025

1. ABOUT THIS POLICY
MindScribe (“we”, “us”, “our”) is committed to protecting your privacy. This Privacy Policy explains how we collect, hold, use and disclose personal information when you visit https://mindscribe.com.au (the “Website”) and when you use any MindScribe products or services that link to this policy (the “Services”).

We aim to comply with the Australian Privacy Principles under the Privacy Act 1988 (Cth).
2. WHO WE ARE / CONTACT DETAILS
Business name: MindScribe
ABN/ACN: 21633929889
Address: 33/6 Keane Steet, Midland WA 6056
Email: support@mindscribe.com.au
Phone: (08) 9467 7676

3. THE TYPES OF PERSONAL INFORMATION WE COLLECT
The kinds of personal information we may collect include:

A. Information you provide to us
• Identity and contact details (name, email address, phone number, organisation)
• Account details (login credentials, settings and preferences)
• Enquiries and communications (support requests, feedback, survey responses)
• Transaction details (if you purchase something via the Website/Services, including billing address and payment confirmation from our payment provider)

B. Content you upload or create using the Services (if applicable)
Depending on the features you use, this may include:
• Audio recordings and voice data you choose to submit
• Transcripts, notes, documents, templates, and related metadata (for example, timestamps, file names, tags)
• Any personal information contained within your content

IMPORTANT: If you upload or record information about other people (for example, clients, patients, colleagues, or family members), you confirm that you have the right to do so and have obtained any required consents and permissions.

C. Automatically collected information
• Device and browser information (IP address, device type, operating system, browser type)
• Usage data (pages viewed, time spent, links clicked, referring pages)
• Cookies and similar technologies (see section 10)

D. Sensitive information
“Sensitive information” can include things like health information. We do not seek to collect sensitive information unless it is necessary for the Services you choose to use, or you voluntarily provide it. Where required, we will collect and handle sensitive information with your consent and additional protections.
4. HOW WE COLLECT PERSONAL INFORMATION
We collect personal information when you:

• Visit and interact with the Website
• Create an account or use the Services
• Contact us or request support
• Subscribe to updates or marketing communications
• Make a purchase or request a demo (if offered)
• Upload content or use features that generate content (if offered)

5. WHY WE COLLECT, HOLD AND USE PERSONAL INFORMATION
We may collect, hold and use personal information to:

• Provide, operate, maintain and improve the Website and Services
• Set up and administer user accounts
• Process payments and provide customer support
• Personalise your experience and remember your preferences
• Monitor performance, troubleshoot issues and maintain security
• Communicate with you about updates, service messages, and changes to our terms
• Send marketing communications where permitted (you can opt out at any time)
• Meet legal, regulatory, tax, audit, and compliance obligations
• Prevent, detect and investigate fraud, misuse, or security incidents

6. LEGAL BASES / PERMISSIONS (GENERAL)
We handle personal information where it is reasonably necessary for our functions and activities, for performance of a contract (providing the Services), for our legitimate business operations, to comply with law, and/or with your consent (particularly for sensitive information).
7. DISCLOSURE OF PERSONAL INFORMATION
We may disclose personal information to:

• Our staff, contractors and related entities as needed to run the Website/Services
• Service providers (for example: hosting providers, analytics providers, customer support tools, email/communications providers, payment processors)
• Professional advisers (lawyers, accountants, auditors, insurers)
• Law enforcement or regulators, where required or authorised by law
• A purchaser or potential purchaser in connection with a business sale, merger, or restructure (with appropriate safeguards)

We do not sell your personal information.
8. OVERSEAS DISCLOSURE
Some of our service providers (such as cloud hosting, analytics, email or support platforms) may store or process information outside Australia. Where this occurs, we take reasonable steps to ensure appropriate privacy and security protections are in place.
9. SECURITY
We take reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification, or disclosure. Measures may include access controls, encryption in transit where available, monitoring, and secure hosting environments.

However, no method of transmission over the internet or method of electronic storage is completely secure.
10. COOKIES, ANALYTICS AND TRACKING
We may use cookies and similar technologies to:

• Keep the Website working as expected
• Remember preferences
• Understand how visitors use the Website and improve it
• Measure the effectiveness of campaigns

You can control cookies through your browser settings. Some features of the Website may not function properly if cookies are disabled.
11. DIRECT MARKETING
If you opt in (or where otherwise permitted), we may send you marketing messages. You can opt out at any time by using the unsubscribe link in our emails or contacting us.
12. DATA RETENTION
We keep personal information only for as long as necessary for the purposes described in this policy, unless a longer retention period is required or permitted by law. When no longer needed, we take reasonable steps to destroy or de-identify the information.

If the Services allow you to delete your account or content, you can request deletion as described in section 13. Some information may be retained where required for legal, tax, dispute resolution, or security purposes.
13. ACCESS, CORRECTION, DELETION AND YOUR CHOICES
You may request to:

• Access the personal information we hold about you
• Correct inaccurate, out-of-date, incomplete, irrelevant, or misleading information
• Delete your account and/or certain information (where applicable)
• Withdraw consent (where processing is based on consent)
• Opt out of marketing

To make a request, contact us using the details in section 2. We may need to verify your identity before fulfilling requests.

 14. THIRD-PARTY LINKS

The Website may contain links to third-party websites or services. We are not responsible for the privacy practices of third parties. Please review their privacy policies before providing personal information.

 15. CHILDREN

The Website and Services are not directed to children under 16. We do not knowingly collect personal information from children under 16 without appropriate consent. If you believe a child has provided us personal information without consent, contact us and we will take reasonable steps to delete it.

 16. NOTIFIABLE DATA BREACHES

If we experience a data breach involving personal information that is likely to result in serious harm, we will take steps consistent with the Notifiable Data Breaches scheme, including notifying affected individuals and the Office of the Australian Information Commissioner (OAIC) where required.

 17. COMPLAINTS

If you have a complaint about how we handle your personal information, please contact us and we will respond within a reasonable timeframe.

If you are not satisfied with our response, you can contact the OAIC:
Office of the Australian Information Commissioner (OAIC)
Website: oaic.gov.au

 18. CHANGES TO THIS POLICY
We may update this Privacy Policy from time to time. The updated version will be posted on the Website with a new effective date.