Privacy Policy
1. Who we are
This policy explains how DocuBox Pty Ltd (ACN 702 856 988) (DocuBox, we, us) collects, uses, holds and discloses personal information. We handle personal information in line with the Australian Privacy Principles in the Privacy Act 1988 (Cth).
2. What we collect
- Account details: your name (if you give it), email address, and a secure hash of your password if you set one.
- Organisation details: company name, ABN, address, phone, website, logo and brand colours, and the email addresses of team members you invite.
- What you build: the units you choose, the branding you apply, and VOC details such as site, equipment and extra items.
- Billing records: your Plan, payment status and invoices. Card details are collected and held by our payment provider, Stripe. We never see your full card number.
- Support and correspondence: messages you send us and notes about your requests.
- Technical information: IP address, browser type, and sign-in and download records, used to run and secure the Service.
We do not ask for, and you should not give us, sensitive information or personal information about individual workers or learners. The Service does not need it.
3. How we collect it
We collect personal information directly from you when you sign up, use the portal, contact us or pay for a Plan, from team members who invite you, and automatically as you use the Service. If you give us someone else's details (for example, by inviting a team member), please make sure they know about this policy.
4. How we use it
- to provide the Service, including producing Documents with your branding and emailing your downloads;
- to manage your account, team, Plan, billing and free week;
- to give support, respond to enquiries and send service emails;
- to keep the Service secure, prevent misuse (such as repeated free weeks) and enforce our Terms;
- to improve the Service; and
- to comply with the law, including tax and record-keeping obligations.
We may send you news about DocuBox. You can unsubscribe from marketing at any time. We do not sell personal information.
5. Artificial intelligence
We use artificial intelligence tools to write and improve our library content from publicly available training package information. We do not send your personal information, logo or VOC details to artificial intelligence services, and we do not use your information to train artificial intelligence models.
6. Who we share it with
We share personal information only with service providers who help us run the Service, under obligations to protect it, and where the law requires or permits it. Our main providers are:
- Cloudflare (website hosting, data storage and file delivery), which operates globally including the United States;
- Stripe (payments), Australia and the United States;
- Resend (sending service emails), the United States;
- Google Workspace (our business email), which operates globally;
- Hetzner Online (servers that produce your Documents), Germany; and
- GitHub (scheduled maintenance tasks and back-up document production), the United States.
We may also disclose information to our professional advisers, to a purchaser of our business (who must handle it in line with this policy), or to authorities where required by law.
7. Overseas disclosure
Because of the providers listed above, your personal information may be stored or processed in the United States, Germany and other countries where those providers operate. We take reasonable steps to ensure they handle it consistently with the Australian Privacy Principles.
8. Cookies
We use one essential cookie to keep you signed in. We do not currently use advertising or tracking cookies. If that changes, we will update this policy first.
9. Security and retention
We protect personal information with access controls, encryption in transit and secure password hashing, and we limit access to people who need it. No system is completely secure. If we become aware of a data breach likely to cause serious harm, we will notify you and the Office of the Australian Information Commissioner as required.
We keep personal information while your account is open and for as long as needed afterwards to meet tax, legal and record-keeping obligations or resolve disputes. We then delete or de-identify it.
10. Access, correction and complaints
You can view and update most of your details in your account. To access or correct other information, close your account, or ask us to delete information, email [email protected]. We will respond within 30 days.
If you have a privacy complaint, please contact us first and we will try to resolve it. If you are not satisfied with our response, you can complain to the Office of the Australian Information Commissioner at oaic.gov.au.
11. Changes to this policy
We may update this policy from time to time. The current version is always at docubox.com.au/privacy, and we will email you about significant changes.
12. Contact us
DocuBox Pty Ltd (ACN 702 856 988)
5 Middle Barten Court, Bray Park QLD 4500
Phone (07) 3523 4879
[email protected]