Privacy policy

Who we are

Mindbrix (ABN 68 667 363 591) helps businesses with data, AI and automation. We're based in New South Wales, Australia. In this policy, "Mindbrix", "we", "us" and "our" mean Mindbrix.

We handle personal information in line with the Australian Privacy Principles in the Privacy Act 1988 (Cth). Personal information is information or an opinion about a person who is identified, or who can reasonably be identified.

What we collect

Depending on how you deal with us, we may collect:

• contact details, such as your name, email address and phone number, and your job title and organisation if you give them to us
• what you tell us when you book a call, email us or meet with us, such as what you'd like help with
• business records, such as client and supplier contacts, contracts, invoices and payment details
• technical information from our website, such as your IP address and browser type (see Our website below).

We don't ask for sensitive information, such as health information or information about your racial or ethnic origin. Please don't send it to us.

How we collect it

Most of the information we hold comes directly from you: when you book a call on our website, email or phone us, meet us, connect with us on LinkedIn or work with us.

Sometimes it comes from someone else, for example when a client gives us the contact details of its people for a project, or when someone introduces you to us. When that happens, we take reasonable steps to make sure you know we have your information.

You can ask us a general question without telling us who you are. To book a call or work with us, we need your name and contact details.

Why we use it

We use personal information to:

• reply to you, and arrange and hold calls and meetings
• deliver our services and manage our projects
• prepare quotes, contracts and invoices, and pay our suppliers
• keep our systems and the information we hold secure
• meet our legal obligations, such as tax and record-keeping
• send occasional updates you've asked for or would expect (see Marketing).

We won't use it for an unrelated purpose unless you agree or the law allows it. If you don't give us the information we ask for, we may not be able to arrange a call or work with you.

Our website

Our website is hosted by Wix. When you visit, Wix receives technical information, such as your IP address and browser details, so it can deliver the site and keep it secure. Wix may also use cookies or similar technologies that the site needs to work.

When you book a call, Wix Bookings stores the details you enter for us, and sends your confirmation and any reminders by email or, if you give us your mobile number, by text message.

So our pages and booking calendar can load, the site keeps a randomly generated visitor token in your browser's local storage. The token doesn't contain your name or contact details.

Our website fonts come from Google Fonts, so your browser sends your IP address to Google when it loads them.

We haven't added advertising or social media tracking tools to our website.

Information we handle for clients

When we work for a client, we may have access to personal information the client holds, for example in its data platforms or reports. We use it only to deliver the work the client has engaged us to do. We follow the client's instructions, security requirements and privacy policy, and we don't copy that information into our own systems unless the client agrees.

If you have a question about how a client handles your information, please contact that client directly. We'll help them respond.

Who we share it with

We share personal information only when we need to, with:

• service providers that help us run our business, such as Wix (website and bookings) and our email, file storage, accounting and other business software providers
• professional advisers, such as our accountant, lawyers and insurers
• our clients, when you work for or with them on a project we're delivering
• government agencies and others when the law requires it, such as the Australian Taxation Office.

We expect our service providers to protect personal information and use it only to provide their services to us. We never sell or rent personal information.

Overseas providers

Some of our service providers store or process information outside Australia. Wix says it processes information around the world, including in Israel, the European Union and the United States. Our email, file storage and other business software providers may also store information overseas, including in the United States. Google, which supplies our website fonts, is based in the United States.

We choose providers that commit to protecting personal information and keeping it secure.

Keeping it secure, and for how long

We store personal information in secure cloud services and on encrypted devices. We protect our accounts with strong passphrases and multi-factor authentication, give access only to people who need it, and train our people in information security.

We keep personal information only as long as we need it for the purposes in this policy, or as long as the law requires. For example, we keep financial records for 7 years. At least once a year, we securely delete or de-identify personal information we no longer need.

If something goes wrong

If a data breach involving your personal information is likely to cause you serious harm, we'll tell you as soon as we can, explain what happened and what you can do, and notify the Office of the Australian Information Commissioner (OAIC) where the law requires it.

Marketing

We may send you occasional emails about our services or ideas we think are useful, if you've asked to receive them or if you're a client or contact who would reasonably expect them. Every marketing email includes an easy way to unsubscribe, and we'll stop within 5 business days of your request. You can also opt out at any time by emailing us.

AI and automated decisions

We use AI tools to help us draft, analyse and organise our work. We don't put personal information that we handle for clients into public AI tools, and we check AI outputs before we rely on them.

We don't use computer programs to make decisions about you that could significantly affect your rights or interests. If that changes, we'll update this policy first to explain the kinds of decisions and the information involved.

Access and correction

You can ask for a copy of the personal information we hold about you, or ask us to correct it if it's inaccurate, out of date, incomplete or misleading. Email us with your request. We'll confirm your identity, then respond within 30 days. There's no charge for asking.

If we can't give you access or make the correction, we'll tell you why in writing and explain how you can complain.

Questions and complaints

If you have a question, or you think we've mishandled your personal information, email us. Tell us what happened and what you'd like us to do. We'll acknowledge your complaint within 5 business days, look into it, and give you our response in writing within 30 days.

If you're not satisfied with our response, or we haven't responded within 30 days, you can complain to the Office of the Australian Information Commissioner (OAIC). The OAIC's enquiries line is 1300 363 992.

Lodge a privacy complaint with the OAIC

Changes to this policy

We'll update this policy when our practices change. The current version is always on this page, with the date it was last updated. If you'd like a copy in another form, ask us and we'll provide it free of charge.