Privacy Policy 

1. ABOUT THIS POLICY

This Privacy Policy applies to all personal information we collect through our website (www.nomino.ai), our document processing platform, and related services. By using our service, you agree to the collection and use of your information as described in 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 and, where appropriate, sending you a notification. Your continued use of our service after such changes indicates your acceptance of the updated policy.

2. INFORMATION WE COLLECT

2.1 We collect and hold several types of personal information necessary for our service operation. Our collection of account and business information includes your business name, ABN, contact details, email address, and account credentials. For account management purposes, we maintain records of your subscription details, transaction history, and account preferences.

2.2 When you use our platform, we collect information about your document processing activities, storage service preferences, and platform usage patterns. We also maintain records of your support requests and communications with us.

2.3 While processing your documents, we temporarily store the documents and generate metadata including document names, classifications, and processing results. This information is necessary to provide our core document processing service.

3. HOW WE USE YOUR INFORMATION

We use your personal information to provide and maintain our document processing service, process your payments, and manage your subscription. This includes connecting with your chosen storage service and providing technical support when needed. We also use your information to communicate service updates and important notices, improve our service, develop new features, comply with our legal obligations, and protect against unauthorised use of our service.

4. PAYMENT PROCESSING

We use Stripe to process subscription payments. When you provide payment information, you are providing it directly to Stripe, which operates under its own privacy policy. We maintain records of your transactions but do not store your payment details. For information about how Stripe handles your payment information, please refer to Stripe's privacy policy.

5. HANDLING OF CLIENT DOCUMENTS

5.1 Document Processing

Our service provides document processing technology that temporarily processes documents on your behalf. While documents may contain sensitive information, we act only as a service provider processing these documents at your direction.

5.2 Our Role and Access

We provide automated document processing services including document renaming through artificial intelligence, optical character recognition processing, temporary storage during processing and transfer to client-nominated storage services. Our access to document content is limited to what is necessary to provide these processing services. We do not access the sensitive information contained in documents except as required for processing.

5.3 Your Responsibilities

You remain responsible for the collection and handling of sensitive information in your documents, compliance with privacy laws regarding your documents, obtaining necessary consents for document processing, security of their nominated storage service and management of stored documents.

6. DISCLOSURE OF YOUR INFORMATION

6.1 We share your information with third parties only as necessary to provide our service. This includes our cloud storage providers and artificial intelligence processing services. We may also share your information with service providers who assist us with platform operations, payment processing, and technical support.

6.2 We will not sell your personal information or disclose it for purposes unrelated to our service. We may disclose your information if required by law or to protect our legal rights.

6.3 We implement appropriate technical and organisational measures to protect your personal information from unauthorised access, loss, or misuse. Our security measures include encryption, access controls, and secure data storage practices. While we take reasonable steps to protect your information, no internet transmission or electronic storage is completely secure.

7. DATA RETENTION

7.1 Account Information

We retain your account and business information for as long as you maintain an active subscription and for a period afterward as required by law. This includes your business details, transaction records, and account history which we must retain for legal and tax purposes.

7.2 Document Processing

7.2.1 Our service provides two distinct document handling functions. Through our document collection tool, you can request documents from your clients. These documents are stored on our servers to enable you to access them through our portal. These documents may also be saved to your nominated storage service if you choose this option.

Our standalone file renaming tool allows drag and drop file processing for automated renaming. These files are processed through our system for renaming purposes and are stored on our servers to enable the "View Recent Files" feature. This allows you to access your previously processed documents through our platform.

7.2.2 Our NCCP Checklist feature is a document tracking tool that identifies required document types and tracks which documents have been received. The checklist does not assess document content or compliance.

7.2.3 While we store documents for the document collection service to enable your access, we do not review, assess or use the content of these documents. All document storage and processing are solely to provide our service features. You remain responsible for reviewing document content and ensuring compliance requirements are met.

7.3 Usage Information

We retain information about how you use our service, including processing activities and support interactions, for a reasonable period to maintain and improve our service. This information is periodically reviewed and deleted when no longer needed.

7.4 Transaction Records

We maintain records of your subscription payments and transaction history as required by law and for business accounting purposes. These records are retained in accordance with applicable tax and business record-keeping requirements.

7.5 Support Communications

Records of your support requests and communications with us are retained to provide continued support and maintain service quality. These records are periodically reviewed and archived or deleted in accordance with our data management practices.

8. YOUR PRIVACY RIGHTS

7.1 Access to Your Information

You have the right to request access to the personal information we hold about you. This includes account information, transaction records, and usage data. We will provide this information within a reasonable time, usually within 30 days.

7.2 Correction of Information

You have the right to request correction of any information that is inaccurate, out of date, incomplete, irrelevant, or misleading. While most information can be updated through your account settings, you may contact us to correct information you cannot access directly.

7.3 Data Portability

You may request a copy of your information in a structured, commonly used format. This includes your account information and transaction history.

7.4 Withdrawal of Consent

You may withdraw your consent for certain types of information processing at any time. However, this may affect our ability to provide certain services.

7.5 Complaints Process

If you have concerns about how we handle your information, you may contact us directly to resolve your concern, request information about how we have handled your personal information, lodge a formal complaint with us, which we will investigate and respond to within 30 days. You may complain to the Office of the Australian Information Commissioner if you are not satisfied with our response.

9. DATA BREACH RESPONSE

If we detect a data breach affecting your personal information, we will respond promptly by containing the breach and assessing its potential impact. We will notify affected individuals, and the Office of the Australian Information Commissioner where required by law.

10. OFFSHORE STORAGE AND PROCESSING

Our service uses cloud-based infrastructure and third-party services located outside Australia. This includes our artificial intelligence processing services and cloud storage providers. When you use our service, your information may be transferred to and stored in these overseas locations. By using our service, you consent to these international transfers of your information.

11. COOKIES AND TRACKING

We use cookies and similar technologies to operate and improve our platform. These technologies help us understand how you use our service, remember your preferences, and provide enhanced features. We use both session cookies that expire when you close your browser and persistent cookies that remain on your device for a longer period.

12. MARKETING COMMUNICATIONS

We may send you service-related communications, including updates about our platform and important notices. If you have opted in, we may also send you marketing communications about our products and services. You can opt out of marketing communications at any time through your account settings or by following the unsubscribe instructions in our emails.

13. LINKS TO OTHER WEBSITES

Our website and platform may contain links to third-party websites. We recommend reviewing the privacy policies of any third-party websites you visit.

For questions or concerns about this Privacy Policy or our privacy practices, please contact us at support@nomino.ai.