Who We Are

SagionMind provides invoice processing automation services to Australian businesses. Our registered address is 21/1-5 Harrow Rd, Auburn NSW 2144, Australia. When this policy mentions "we," "us," or "our," we're talking about SagionMind. "You" means anyone who visits our website or uses our services.

We're bound by the Privacy Act 1988 (Cth), which includes the Australian Privacy Principles. If you're curious about your broader privacy rights in Australia, the Office of the Australian Information Commissioner has good resources.

Information We Collect

The information we gather depends on how you interact with us. Here's what that looks like in practice:

When You Visit Our Website

Like most websites, ours collects some basic technical information automatically. This includes your IP address, browser type, the pages you visit, and how long you stay. We use this to understand how people use our site and where we can improve things.

When You Contact Us

If you fill out our contact form or email us directly, we'll collect whatever information you choose to provide — usually your name, email address, phone number, and whatever details you share about your business needs. We keep these enquiries so we can respond properly and follow up if needed.

When You Become a Client

Once you start using our services, we'll need more specific information to set things up and keep everything running:

• Business details (company name, ABN, billing address)
• Contact information for key people in your organization
• Payment and billing information
• Invoice data and related documents you upload to our system
• Communication records between us
• Technical details about how you use our platform

How We Use Your Information

We're not in the business of collecting data for its own sake. Everything we collect has a specific purpose:

We won't use your information for purposes you haven't agreed to. If we ever want to use it in a new way, we'll let you know first.

Who We Share Information With

We're selective about who gets access to your data. Generally, we only share information when we need to deliver our service or when we're legally required to.

Service Providers

We work with other companies to run our business — cloud hosting providers, payment processors, email services, that sort of thing. These providers might process your information on our behalf, but they're contractually obligated to protect it and only use it for the specific purposes we've outlined.

Legal Requirements

Sometimes we're required to disclose information by law. This might happen if we receive a valid subpoena, court order, or lawful request from a government authority. We'll only share what's legally required and will notify you when possible (unless we're prohibited from doing so).

Business Transfers

If SagionMind is ever acquired or merged with another company, your information would likely be part of that transfer. We'd notify you before this happens and explain any changes to how your data is handled.

We don't sell your personal information to third parties. We don't share your invoice data with anyone except as necessary to provide our services to you.

Data Security

We take reasonable steps to protect your information from unauthorized access, disclosure, or misuse. This includes technical measures like encryption, access controls, and secure data storage. Our staff are trained on data protection, and we limit access to personal information to those who genuinely need it.

That said, no system is completely foolproof. While we do our best to protect your data, we can't guarantee absolute security. If we become aware of a data breach that's likely to result in serious harm, we'll notify you and the relevant authorities as required under Australian law.

How Long We Keep Your Information

We retain your information for as long as you're an active client, plus a reasonable period afterward. The exact timeframe depends on the type of information:

• Financial records: We keep these for seven years to comply with Australian tax law
• Invoice data: Retained while you're a client, plus 12 months after your account closes
• Contact information: Maintained while you're a client or prospect, unless you ask us to delete it
• Technical logs: Usually deleted after 90 days unless needed for security investigations

Once we no longer need your information, we'll either delete it or anonymize it so it can't be linked back to you.

Your Rights

Under Australian privacy law, you have several rights when it comes to your personal information:

Access and Correction

You can ask to see what personal information we hold about you. If anything's wrong or outdated, let us know and we'll fix it. There's no charge for reasonable requests, though we might need to verify your identity first.

Withdrawal of Consent

If you've given us consent to process certain information (like marketing communications), you can withdraw that consent at any time. This won't affect any processing we've already done based on your previous consent.

Data Portability

For certain types of information, you can ask us to provide it in a structured, commonly used format. This is mainly relevant for data you've actively provided to us, like your invoice records.

Deletion Requests

You can ask us to delete your personal information. We'll honor these requests unless we have a legitimate reason to keep it (like fulfilling legal obligations or completing a service you've requested). If we can't delete everything, we'll explain why.

To exercise any of these rights, contact us using the details at the end of this policy. We'll respond within 30 days.

Cookies and Tracking

Our website uses cookies — small text files stored on your device that help us remember your preferences and understand how you use our site. We use both session cookies (which expire when you close your browser) and persistent cookies (which stay on your device for a set period).

Most browsers let you control cookies through their settings. You can choose to block cookies entirely, though this might affect how our website works for you. We don't use cookies to track you across other websites.

International Data Transfers

We primarily store data in Australia, but some of our service providers operate servers overseas. When we transfer information outside Australia, we make sure there are appropriate safeguards in place. This might include using providers in countries with strong privacy laws or requiring contractual protections.

You consent to these transfers when you use our services, but you can contact us if you have specific concerns about where your data is stored.

Changes to This Policy

We'll update this policy from time to time as our business evolves or laws change. When we make significant changes, we'll notify active clients by email and update the "Last Updated" date at the top of this page. For minor updates, we'll just change the date.

Your continued use of our services after we publish changes means you accept the updated policy.

Complaints

If you're unhappy with how we've handled your personal information, please let us know. We take privacy concerns seriously and will investigate promptly. Contact our support team with details of your complaint, and we'll respond within a reasonable timeframe.

If you're not satisfied with our response, you have the right to lodge a complaint with the Office of the Australian Information Commissioner (OAIC). Their website is oaic.gov.au.