1. Collection of Personal Information (APP 3)
We collect personal information that is reasonably necessary for providing and operating the SubSync AI platform and related services. Types of personal information we may collect include:
- Account and billing details such as name, email address, business name, ABN and payment information. Payment card information is processed by third-party payment processors and is not stored by SubSync AI.
- Inputs submitted to the Services, which may include subcontract documents and other materials that contain personal information about individuals.
- Technical and usage data including IP address, device information, browser type, system logs and analytics information.
- Support requests, communications and feedback.
We generally collect personal information directly from you when you create an account, use the Services, contact support or communicate with us. We may also collect information automatically through cookies, analytics tools and system logs.
User Responsibility for Uploaded Information
Users are responsible for ensuring they have the legal right to upload any document or information to the Services, including:
- personal information relating to third parties (such as individuals named in subcontract agreements)
- commercially sensitive or confidential information belonging to head contractors, principals or other parties
- documents subject to confidentiality obligations in the relevant subcontract or head contract
By submitting information to the Services, you represent that you have obtained any required consents or authorisations, and that processing by SubSync AI in accordance with this Privacy Policy will not violate any applicable law or contractual obligation.
SubSync AI does not independently verify whether users have obtained the required permissions for information uploaded to the Services.
2. Handling of Uploaded Contract Documents
Subcontract agreements and related construction documents uploaded to the Platform are treated as Confidential Information by SubSync AI. In addition to the protections described in this Privacy Policy, uploaded contract documents are subject to the following specific safeguards.
Retention of Uploaded Documents
Uploaded contract documents and associated Inputs are retained for the duration of your subscription and for 12 months following account closure, after which they are deleted or de-identified unless retention is required by law.
You may request deletion of uploaded documents at any time by contacting privacy@subsync.com.au. We will action deletion requests within a reasonable period except where retention is required by law.
Use of Uploaded Documents
Uploaded contract documents are used solely to:
- generate Outputs for you as part of the Services
- operate, maintain and improve the technical performance of the Platform
- comply with legal obligations
SubSync AI does not use uploaded contract documents or their contents to train, fine-tune or improve public or shared AI models. De-identified, aggregated or statistical data may be used to improve system performance and reliability.
Access by SubSync AI Personnel
Access to uploaded contract documents by SubSync AI personnel is restricted to authorised personnel with a legitimate business need, such as for security investigation, technical support or legal compliance. All personnel are subject to confidentiality obligations.
AI Subprocessors
The Platform uses third-party AI model providers to process Inputs and generate Outputs. These providers operate as data subprocessors and are contractually required to handle uploaded content as confidential and not to use it for model training. Details of our current AI subprocessors are available on request by contacting privacy@subsync.com.au.
3. Anonymity and Pseudonymity (APP 2)
Where lawful and practicable, you may interact with us anonymously or using a pseudonym. However, this may limit our ability to provide certain Services including account creation, billing or customer support.
4. Notification of Collection (APP 5)
At or before the time we collect personal information, we take reasonable steps to notify you of the identity and contact details of SubSync AI, the purposes for which information is collected, the entities to which it may be disclosed, whether it may be disclosed overseas, the consequences of non-collection, and how you may access, correct or complain about handling of your information.
This Privacy Policy and notices provided during sign-up serve as our collection notice. If you do not provide certain personal information, we may be unable to create your account, provide the Services, process payments or respond to support requests.
5. Use and Disclosure of Personal Information (APPs 6–7)
We use and disclose personal information only for the primary purpose of providing, operating, securing, billing, supporting and improving the Services, purposes reasonably related to that primary purpose, and purposes authorised or required by law.
We may disclose personal information to:
- cloud hosting providers
- AI and data processing subprocessors
- analytics providers
- payment processors
- professional advisors including lawyers and accountants
- regulators or government authorities where required by law
- entities involved in a corporate transaction such as a merger, acquisition or asset sale
We will comply with APP 7 for any direct marketing communications. You may opt out of marketing at any time.
6. Business Customer Data
Where an organisation creates an account for its employees, contractors or authorised users, SubSync AI may process personal information associated with those users on behalf of that organisation. In such cases, the organisation is responsible for providing required privacy notices to its personnel and ensuring it has a lawful basis for providing that information to SubSync AI.
7. Cross-Border Disclosure (APP 8)
Some service providers we use are located outside Australia. Personal information and uploaded documents may be processed by recipients located in countries including the United States and Singapore, where our cloud infrastructure and AI subprocessors operate.
We take reasonable steps to ensure overseas recipients handle personal information and Confidential Information in a manner consistent with the Australian Privacy Principles, including through contractual safeguards, data processing agreements and vendor due diligence.
8. Government Related Identifiers (APP 9)
We do not adopt, use or disclose government-related identifiers such as tax file numbers or passport numbers as our own identifiers unless permitted by law.
9. Quality of Personal Information (APP 10)
We take reasonable steps to ensure personal information we collect, use or disclose is accurate, up-to-date and complete.
10. Security of Personal Information (APP 11)
We take reasonable technical and organisational measures to protect personal information and uploaded documents from misuse, interference, loss, unauthorised access, modification or disclosure. These measures include encryption of data in transit and at rest, access controls, monitoring and audit logging.
Personal information and uploaded documents are destroyed or de-identified when they are no longer required for the purpose for which they were collected, subject to the retention periods described in clause 2 above and any legal retention requirements.
Despite these measures, no system can guarantee absolute security. If you become aware of a suspected security issue, please notify us immediately at security@subsync.com.au.
11. Cookies and Analytics
Our website and Services may use cookies, log files and similar technologies to operate and secure the platform, understand usage patterns and improve functionality. You may adjust your browser settings to refuse cookies, although some parts of the Services may not function properly.
12. Automated Decision-Making and AI Outputs
Outputs generated by AI systems are probabilistic and may contain errors, biases or inaccuracies. Any personal information appearing in or inferred from AI Outputs is handled in accordance with this Privacy Policy.
SubSync AI does not use personal information to make or support automated decisions that are reasonably expected to significantly affect individuals' legal rights or interests. The Platform generates analytical tools to assist human decision-making; all significant decisions remain with the user.
13. Prohibited or High-Risk Data
Unless expressly authorised in writing, users must not submit to the Services:
- health information
- biometric information
- government identifiers
- financial account credentials
- personal information relating to children under 16 years of age
SubSync AI is not designed to process high-risk or regulated categories of personal information.
14. Access and Correction (APPs 12–13)
You may request access to personal information we hold about you and request corrections if it is inaccurate, out-of-date, incomplete, irrelevant or misleading. Requests can be made by contacting:
Privacy Officer
SubSync AI Pty Ltd
Email: privacy@subsync.com.au
We will respond within a reasonable period and may charge a reasonable administrative fee where permitted by law.
15. Notifiable Data Breaches
We comply with the Notifiable Data Breaches scheme under Part IIIC of the Privacy Act. If an eligible data breach occurs, we will assess the breach promptly, notify affected individuals where required, and notify the Office of the Australian Information Commissioner (OAIC).
If you become aware of a suspected breach involving data processed via our Services, please notify us immediately at privacy@subsync.com.au.
16. Complaints
If you believe we have breached the Australian Privacy Principles or mishandled your personal information, you may contact our Privacy Officer at privacy@subsync.com.au. We will acknowledge and investigate complaints promptly.
If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au.
17. Changes to This Policy
We may update this Privacy Policy from time to time. Where practicable, material changes will be notified by email or prominent website notice at least 30 days before they take effect. Continued use of the Services after updates take effect constitutes acceptance of the updated policy.
18. Governing Law
This Privacy Policy is governed by the laws of Victoria, Australia.
Contact
Privacy Officer
SubSync AI Pty Ltd
Melbourne, Victoria, Australia
Email: privacy@subsync.com.au
Website: subsync.com.au
© SubSync AI Pty Ltd 2026 · ACN 695 835 539 · ABN 68 695 835 539 · Melbourne, Victoria, Australia.