Privacy Policy

1. Definitions and interpretation

• we, us, our means Cogs Business OS Pty Ltd.
• you means a user of the Service, including an individual consumer or a person acting for a business.
• personal information has the meaning given in the Privacy Act 1988 (Cth).
• Customer Data / Your Content means the data you upload, enter, submit, store, send or otherwise make available through the Service (which may include personal information about you and your customers).

2. What personal information we collect

We may collect the following types of personal information:

2.1 Account and contact information — name; email address; phone number (if provided); business name and related account details (if applicable); login and authentication information (such as password hashes and security-related logs).

2.2 Service usage and device information — log data and diagnostic data (including IP address, device identifiers, browser type, operating system, time zone, pages/screens viewed, actions taken in the Service, and date/time of requests); security and fraud-prevention signals.

2.3 Billing and subscription information — we do not process payments or store full card details ourselves. However, we may collect and hold: subscription status and plan information; invoice and transaction records (including amounts, dates, payment status, and identifiers from our payment processor); tax-related information required to issue tax invoices (where applicable).

2.4 Customer Data / Your Content (including data about your customers) — depending on how you use the Service, you may upload or enter personal information such as customer names, contact details, delivery details; order information and communications you record; any other personal information you choose to store in the Service. You control what Customer Data you upload. You should only upload personal information you have a lawful right to collect, use and disclose.

3. How we collect personal information

We collect personal information: directly from you when you create an account, contact us, or use the Service; automatically when you use the Service (for example, through logs and analytics); and from third parties where you connect third-party services to the Service (for example, payment providers), to the extent those third parties share data with us.

4. Why we collect, use and disclose personal information

We collect, use and disclose personal information for the following purposes:

4.1 Providing and operating the Service — to create and administer your account; to provide features you use (including generating and storing outputs you request); to provide customer support and respond to enquiries; to manage subscriptions, billing, and account communications.

4.2 Safety, security and integrity — to secure the Service and prevent unauthorised access; to detect, prevent and address fraud, misuse, and security incidents; to monitor and maintain performance and reliability.

4.3 Improving and developing the Service — to analyse usage patterns and improve features and user experience; to test and debug functionality; to create de-identified and aggregated analytics and reports (where it does not identify you or any individual).

4.4 Legal and compliance — to comply with applicable laws and regulations; to respond to lawful requests, subpoenas, court orders, or regulator enquiries; to establish, exercise, or defend legal claims.

5. AI features (including Quick Capture)

If you use an AI-enabled feature (including Quick Capture), text you submit may be sent to a third-party AI provider to generate draft outputs for your review.

• You control submission. Only the text you submit to the AI feature is sent for processing.
• Review required. AI outputs are a drafting aid only. You remain responsible for reviewing and confirming any outputs before saving or relying on them.
• Saved outputs. Draft AI outputs are only saved to your account where the Service allows it and you confirm them in the Service interface.

We may update the third-party AI provider(s) we use over time.

6. Third-party services and integrations

The Service may enable access to, or integration with, third-party services (Third-Party Services), such as payment providers and other tools you choose to connect.

Third-Party Services are governed by their own privacy policies and terms. We are not responsible for their privacy practices. Once your data is with a Third-Party Service, it is handled under that third party's terms.

7. Who we disclose personal information to

We may disclose personal information to:

• our staff, contractors and professional advisers (where necessary to operate our business);
• service providers who help us run the Service (for example, hosting, analytics, customer support tooling, email delivery, security services);
• payment processors (to process subscription payments and manage billing); and
• third-party AI providers (only when you use an AI feature and submit text for processing), as described in this Privacy Policy.

We may also disclose personal information where required or authorised by law (including to law enforcement or regulators).

8. Overseas disclosures

Some of our service providers (including AI providers and other infrastructure providers) may store or process data outside Australia.

Where we disclose personal information overseas, we take reasonable steps to ensure it is handled in a manner consistent with Australian privacy requirements, where required.

9. Data security

We take reasonable steps to protect personal information from misuse, interference and loss, and from unauthorised access, modification or disclosure. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

10. Data retention

• We retain personal information for as long as needed to provide the Service and for legitimate business purposes (including security, fraud prevention, dispute resolution, and enforcing our agreements).
• If you cancel or terminate your account, we may retain your account and business data for up to 90 days to allow you to export data and for operational purposes. After that period, we may permanently delete that data, subject to backups and legal requirements.
• We may retain billing and subscription records for longer periods (including up to 7 years) to meet legal, accounting and tax obligations.

11. Your choices and rights

11.1 Access and correction. You may request access to personal information we hold about you and request correction if it is inaccurate, out of date, incomplete, irrelevant or misleading.

11.2 Marketing communications. If we send you marketing communications (where permitted), you can opt out at any time using the unsubscribe function or by contacting us.

12. Complaints

If you have a complaint about how we handle personal information, please contact us at hello@creatorscogs.com and we will respond within a reasonable time.

If you are not satisfied with our response, you may be able to lodge a complaint with the Office of the Australian Information Commissioner (OAIC).

13. Contact

Questions, requests or complaints about this Privacy Policy can be sent to:

Email: hello@creatorscogs.com

Mail: Ground Floor, 470 St Kilda Road, Melbourne VIC 3004, Australia