Privacy Policy

Welcome to BookWell ("BookWell," "we," "us," or "our"). We are committed to protecting your privacy and handling your personal information in an open and transparent manner. This Privacy Policy is designed to comply with the Australian Privacy Act 1988 and also aligns with the high standards of international data protection principles, including the General Data Protection Regulation (GDPR).

This policy explains how we collect, use, disclose, and safeguard your information when you use our website and services (collectively, the "Services").

By using our Site and Services, you acknowledge that you have read and understood this Privacy Policy.

1. Information We Collect

a. Information You Provide:

• Account Details: When you create or log in to your account, we collect your username, email address, and password.

• Documents and Files: We collect the content and files you choose to upload, import, or connect from cloud services (like Google Drive). This information is used solely to provide you with our Services, including secure storage and to enable features such as content indexing, searching, and analysis at your direction.

• User-Generated Content: Any comments, feedback, or messages you post on our platform.

• Other Information: Data you provide when you participate in surveys, contests, or use specific features where we will clearly define the data being collected and its purpose at the point of collection.

b. Information Collected Automatically:

• Usage Data: We collect information on how you interact with our Site and Services through tools like Google Analytics to understand usage patterns and improve our offerings.

• Log Data and Device Information: When you access our Site, our servers automatically collect information including your IP address, device type, operating system, and browser type.

• Cookies and Tracking Technologies: We use cookies and similar technologies to recognise you, remember your preferences, and enhance the functionality of our Services.

2. How We Use Your Information

Your information is used for the following purposes:

• Service Provision: To create and manage your account, provide secure document storage, deliver the core functionalities of our Services, and provide customer support.

• Improvement and Development: To analyse usage trends and feedback to improve our existing Services and develop new features. Where possible, we use anonymised and aggregated data for these analytical purposes.

• Security and Fraud Prevention: To monitor for and protect against security threats, fraudulent activity, and abuse of our Services.

• Direct Marketing: With your explicit consent, we may send you promotional materials or special offers that may be of interest to you. You can opt out of these communications at any time.

3. Sharing and Disclosure

• Third-Party Services: We partner with trusted third-party service providers to enhance our Services. These include:

  • Google: For analytics.

  • Auth0: For secure user authentication.

  • Australian-based Cloud Providers (e.g., AWS Sydney Region): For all data and document storage. Data shared with these providers is strictly for the purposes outlined in this policy and is governed by strict confidentiality and data protection agreements.

• Legal and Compliance: We may disclose your information if required by law, subpoena, or other legal process, or if we have a good faith belief that disclosure is reasonably necessary to protect our rights, your safety, or the safety of others.

4. Data Sovereignty and Cross-Border Transfer

No Overseas Data Transfer: We are committed to protecting your data sovereignty. All of your information, including all documents, files, and data backups, is stored on secure servers located exclusively within Australia. Your personal information will not be transferred or disclosed to any entity outside of Australia.

5. Global Privacy Standards (GDPR)

While we operate under Australian law, we recognise the global importance of the GDPR. We have incorporated the principles of the GDPR into our privacy framework to provide all our users with a high standard of data protection. The rights available to you, as detailed below, reflect this commitment. If you are a resident of the European Economic Area (EEA), you have specific rights under the GDPR, which you can exercise as described in the next section.

6. Your Data Protection Rights

You have the following rights regarding your personal information, which you can exercise at any time:

• The Right to Access: You can request a copy of the personal information we hold about you.

• The Right to Correction (Rectification): You have the right to request that we correct any information you believe is inaccurate or incomplete.

• The Right to Deletion (Erasure): You can request the deletion of your personal information, subject to our legal obligations to retain certain data.

• The Right to Withdraw Consent: You may withdraw your consent for direct marketing or any other consent-based processing at any time.

• The Right to Restrict Processing: You have the right to request that we restrict the processing of your personal data under certain conditions.

• The Right to Object to Processing: You have the right to object to our processing of your personal data under certain conditions.

• The Right to Data Portability: You have the right to request that we transfer the data that we have collected to another organisation, or directly to you, under certain conditions.

You can review and update your account information directly through your account settings. To exercise any of your other rights, please contact us at the details below.

7. Data Security and Retention

• Security Measures: We implement robust physical, electronic, and procedural safeguards to protect your information from unauthorised access, use, modification, or disclosure. This includes:

  • Data Segregation: For accounts managing multiple companies, we create a separate and independent data storage container for each company. This logical segregation ensures that data from different entities is strictly isolated and cannot be mixed or accessed by one another.

• Data Breach Notification: We are committed to complying with our obligations under the Australian Privacy Act, including the Notifiable Data Breaches (NDB) scheme. In the event of a data breach that is likely to result in serious harm, we will notify you and the Office of the Australian Information Commissioner (OAIC) as required by law.

• Retention: We retain your personal information only for as long as your account is active or as necessary to provide you with our Services and to comply with our legal obligations. When your information is no longer needed, we will take reasonable steps to securely destroy or de-identify it.

8. Cookies Policy

• Use of Cookies: We use cookies to improve your user experience by recognising you and remembering your preferences for future visits.

• Managing Cookies: You can control and manage cookie settings through your internet browser. For more information and detailed instructions, please visit http://www.allaboutcookies.org/.

9. Changes to This Policy

We may update this policy from time to time to reflect changes in our information practices. If we make any material changes, we will notify you by email (sent to the e-mail address specified in your account) or by means of a notice on our Site prior to the change becoming effective.

10. Contact Us

If you have any questions or concerns about this Privacy Policy or our treatment of your information, please contact us at:

Email: info@BookWell.ai
Postal Address: L17, International Towers Three, 300 Barangaroo Ave NSW 2000