Privacy Policy

1. Overview

1.1 WeaverMind values and respects the privacy of the individuals with whom it deals. WeaverMind is committed to protecting personal information and complying with the Privacy Act 1988 (Cth) (the “Privacy Act”) and other applicable privacy laws and regulations.

1.2 This Privacy Policy (“Policy”) describes how WeaverMind collects, holds, uses and discloses personal information, and how WeaverMind maintains the quality and security of that information.

1.3 This Policy addresses two distinct contexts. Clauses 3 to 14 describe personal information WeaverMind collects and holds as a business, in the ordinary course of dealing with its Clients, prospective clients, website visitors, and job applicants. Clauses 15 to 19 describe personal information processed within a WeaverMind Appliance operated by a Client, and the respective responsibilities of WeaverMind and the Client in relation to that information.

2. Definitions

2.1 In this Policy:

• “Appliance” means the physical hardware and WeaverMind software supplied to, or set up for, a Client, as further described in WeaverMind's Terms and Conditions.
• “Client” means a business or organisation that purchases or licenses an Appliance from WeaverMind.
• “Content” means any document, file, or data a Client or its Users upload to, or generate using, an Appliance, including chat queries and answers.
• “Personal information” has the meaning given to that term in the Privacy Act.
• “User” means an individual authorised by a Client to use an Appliance.
• “we”, “us”, “our” means WeaverMind.
• “you”, “your” means the individual to whom the personal information described in this Policy relates.

3. Who we are

3.1 WeaverMind designs, sells, and supports the WeaverMind self-hosted AI appliance. Clauses 4 to 14 of this Policy describe how WeaverMind handles personal information about individuals with whom it deals directly, including representatives of its Clients, website visitors, and job applicants.

4. Personal information we collect

4.1 The personal information WeaverMind collects depends on the nature of an individual's dealings with WeaverMind. It may include:

• name, business email address, telephone number, job title, and business address;
• billing and invoicing details required to process payment by BPay or direct bank transfer (WeaverMind does not collect card details, as it does not accept payment by card);
• licence and Appliance identifiers, including licence key material, licence status, and machine-level telemetry (such as processor, memory, storage, and container health) generated by an Appliance and this telemetry does not include Content or personal information about a Client's Users;
• support ticket details, including any photographs or descriptions a Client's administrator provides to diagnose a hardware issue;
• website usage information collected through cookies and analytics (clause 12); and recruitment information, where an individual applies for a position with WeaverMind.

5. How we collect personal information

5.1 WeaverMind collects personal information directly from individuals, including by telephone, by email, through its website, or when a Client enters into an agreement with WeaverMind.

5.2 WeaverMind may also collect personal information from third parties, including:

• social media and marketing platforms used by WeaverMind, currently including Meta (Facebook and Instagram) and TikTok; and plugins and tools used on WeaverMind's website.

5.3 WeaverMind collects personal information from the third parties referred to in clause 5.2 for the purposes of: operating and measuring its marketing campaigns; understanding website traffic and user engagement, including clicks; improving the performance of its website and software; and improving its search engine rankings.

6. How we use personal information

6.1 WeaverMind uses personal information for the purposes described in clauses 4 and 5, and otherwise to: provide the services requested of it; administer its relationship with its Clients; respond to support and warranty requests; comply with its legal obligations; and, where consent has been given, send direct marketing communications (clause 13).

6.2 WeaverMind does not use personal information to build a profile of an individual beyond the purposes described in this clause 6.

7. Disclosure of personal information

7.1 WeaverMind may disclose personal information to: its information technology and hosting providers; its accountants, auditors, and legal advisers; the banks or payment facilitators it uses to process BPay and bank transfer payments; and any other party where required or authorised by law.

7.2 WeaverMind does not sell or rent personal information to any third party, and does not use personal information to train any third-party artificial intelligence model.

8. Overseas disclosure

8.1 Some of the platforms and service providers referred to in clauses 5.2 and 7.1, including Meta and TikTok, store or process information on servers located outside Australia. As these providers may change the location of their servers from time to time, WeaverMind is not always able to provide an exhaustive list; as a general guide, this is likely to include the United States, United kingdom and other countries in which those providers operate data centres.

8.2 Where personal information is disclosed to a recipient located overseas, WeaverMind takes reasonable steps to ensure that the recipient handles that information in a manner consistent with the Australian Privacy Principles.

9. Storage and security

9.1 WeaverMind restricts access to personal information to personnel who require it to perform their role, and applies reasonable technical measures (including injection protection and systematic audit flags for administrative personnel) and physical security measures to protect that information.

10. Retention

10.1 WeaverMind retains personal information only for as long as reasonably necessary for the purposes described in this Policy, or as required by law, including financial record-keeping obligations.

11. Access and Correction

11.1 An individual may request access to, or correction of, personal information WeaverMind holds about them by contacting privacy@weavermind.com. WeaverMind will acknowledge such requests promptly and use reasonable endeavours to resolve them within a reasonable time.

12. Cookies and website analytics

12.1 WeaverMind's website uses cookies and google analytics to understand website usage and improve the website. Cookies may be disabled through browser settings, although this may affect the functionality of the website.

13. Direct marketing

13.1 WeaverMind will only send direct marketing communications where consent has been given, or as otherwise permitted under the Spam Act 2003 (Cth). A recipient may opt out at any time using the unsubscribe mechanism provided, or by contacting WeaverMind.

14. Complaints

14.1 A complaint regarding WeaverMind's handling of personal information may be directed to privacy@weavermind.com. WeaverMind will use reasonable endeavours to resolve complaints promptly. If a complainant remains dissatisfied with WeaverMind's response, the complainant may refer the complaint to the Office of the Australian Information Commissioner at www.oaic.gov.au.

15. Application to Clients and Users

15.1 Clauses 15 to 19 of this Policy apply to personal information processed within an Appliance operated by a Client, for the benefit of Clients and their Users.

15.2 Other than the licence validation described in clause 17, an Appliance does not connect to the internet or to WeaverMind's systems. Content, chat queries and answers, and User account records are stored only on the Appliance's local storage, within the Client's own network.

16. No WeaverMind access to Content

16.1 WeaverMind does not have the ability to view, retrieve, or delete any Content, chat history, or User personal information stored on an Appliance. Access to that information is available only to the relevant Client's own administrators, through the Appliance's administrative console.

17. Licence validation data

17.1 An Appliance periodically transmits licence key material, licence status, and basic machine telemetry to WeaverMind's licence server, for the sole purpose of validating the subscription. This transmission does not include Content, chat history, or personal information about a Client's Users.

18. Responsibility for Users' personal information

18.1 As a Client determines what personal information is uploaded to, or generated within, its Appliance, the Client and not WeaverMind is responsible under the Privacy Act, and any applicable State legislation (including the Privacy and Personal Information Protection Act 1998 (NSW)), for personal information of its Users held on the Appliance.

18.2 WeaverMind recommends that each Client maintain its own privacy notice for its Users addressing the Appliance's use, and that Clients avoid uploading personal information beyond what is reasonably necessary for the Appliance's intended purpose.

19. Support requests involving personal information

19.1 Where a Client's administrator provides WeaverMind with material to resolve a support request (for example, a photograph of a hardware fault) that includes personal information, that information will be handled in accordance with clauses 4 to 14 of this Policy.

19.2 WeaverMind recommends that Clients provide only non-sensitive material in connection with a support request, and consider requesting an on-site attendance in place of transmitting sensitive material, in accordance with WeaverMind's Terms and Conditions.

20. Children

20.1 The matters addressed in clauses 3 to 14 of this Policy are not directed at children. Clients are responsible for ensuring that their use of an Appliance is appropriate having regard to their own obligations, including in respect of any Users who may be minors.

21. Changes to this Policy

21.1 WeaverMind may amend this Policy from time to time, including to reflect new payment methods, service features, or legal requirements. The current version of this Policy will be made available on request.