Privacy policy

Effective: 1 May 2025

Last updated: 7 May 2026

At Halosoft Pty Ltd ("Halosoft"), we provide AI-enabled services designed to support Australian Financial Planners in their professional work. We value the trust you place in us when using our services and are committed to safeguarding your privacy. This Privacy Policy explains how we handle and protect your personal data, including complying with the Australian Privacy Principles (APPs) enshrined in the Privacy Act 1988 (Cth) (Privacy Act).

Our platform is specifically tailored for use by Australian Financial Planners, and the data we collect supports functionality designed to streamline advice delivery, meeting management, and compliance documentation.

By signing up or engaging with any of our services you acknowledge that you accept the practices and policies as outlined below, and you consent to the collection, use, storage and disclosure of Personal Information by us as set out in this Privacy Policy.

Personal Information

In this policy "Personal Information" refers to any information that identifies or relates to a particular individual and also includes information referred to as "personally identifiable information" under the Privacy Act. This Privacy Policy does not cover the practices of companies we don't own or control or people we don't manage.

The type of personal information we collect from you includes, without limitation, the following:

• First Name and Last Name

• Email address

• Job Title

• Company

• Payment details:

  • Billing Address

  • Payment type

• Analytics and services:

  • Device ID, device type, geo-location information, computer and connection information, IP address

  • Standard analytics data including web page interactions, visits, referring webpage/source from which you accessed our services including through cookies

• Provided content:

  • Stored files like avatars, user profiles and other types of information or generated content from interactions with our service

  • Information provided through surveys, feedback or support queries

• Any other Personal Information that may be required in order to facilitate your dealings with us

Collection and How We Use Your Data

We may collect personal information from you whenever you input and provide information to our services such as through our website or related applications. This could be through interactions such as:

• Signing up for an account

• Purchasing a subscription

• Using any of our application services

• Contacting us via email, direct message or similar technologies

We use and disclose Personal Information for the purpose of enabling you to access our website, platform and any applications, including related purposes such as (but not limited to):

• To create and manage user accounts

• To process payments and billing through Stripe

• To analyse user behavior and improve service experiences (Pendo and Heap analytics)

• To personalise your experience based on preferences and past interactions

• To monitor for unauthorised access and fraudulent activity

• To enforce terms of service and prevent abuse

• To send service updates, promotions, and newsletters

Data Sharing and Third Parties

We may disclose your Personal Information to:

• Service providers that help us deliver our platform and applications to you. This can include hosting, data storage, networks, video meeting, Large Language Model services, payment and support system providers

• Any person or entity to whom you have consented to us disclosing your Personal Information to

• Our external business advisors, auditors, lawyers, insurers and financiers

• Any person or entity to whom we are required or authorised to disclose your Personal Information to in accordance with the law

Third parties we use:

• AWS

• Google Cloud

• Microsoft Azure

• Stripe

Google Calendar Integration

Halosoft's use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

With your permission, we use Google's secure OAuth to access your Google Calendar data.

• What We Access: We access event information (titles, times, attendees) and your calendar list.

• How We Use It: We use this data only to provide Halosoft's core user-facing functionality — specifically, to display your upcoming meetings so you can select events to send Halosoft to or upload a recording for note-taking.

• What We Don't Do: Your Google Calendar data is never used for advertising, never sold to third parties, and never read by humans except as required to resolve security issues, comply with legal obligations, or with your explicit consent.

Your Control and Data Deletion

You can revoke our access at any time from our app's settings or directly from your Google Account security settings. Upon revocation, we will permanently delete all of your synced calendar data from our systems.

All synced data is protected using industry-standard security measures, including encryption.

International Data Transfers of Personal Information

Your data is stored locally on AWS servers hosted in Sydney, Australia.

While we comply with the Australian Privacy Act and any other Australian regulations, you acknowledge that if any such third party engages in any act or practice that contravenes the Australian Privacy Principles, it would not be accountable under the Privacy Act, and you will not be able to seek redress under the Privacy Act.

De-identifying Your Data

In instances where we may use Large Language Models (LLMs) for the purpose of delivering AI services to you, we de-identify your data first so that no personal information is ever sent or disclosed to overseas AI models.

Data Security and Retention

We undertake the following industry best practices to secure and protect your data:

• AES-256 encryption for stored data

• TLS encryption for data in transit

• Multi-Factor Authentication (MFA) for secure access

• Strict access controls to minimise data exposure and principles of least privilege

Video and Audio Recordings

Once your meeting has been transcribed the recording is removed and no longer stored.

Training AI with Your Data

We do not train our AI models on your data.

We recognise the importance of data ownership and put you in control of that at all times. Users can elect to opt-in to our AI learning program where we can augment and enhance our service with the assistance of their data and may be eligible for rewards or discounts, but this is entirely at the user's discretion and is always opted out by default.

Retaining Personal Information

We retain your personal information only as long as needed for its intended purpose. If linked to an active account, it remains on our system until deletion is requested. When no longer required, we securely delete and/or anonymise it.

However, we may keep certain data as required by law or for taxation and accounting purposes.

Children's Privacy

Our services are not intended for individuals under the age of 18. We do not knowingly collect personal information from persons under 18.

Your Rights and Control Over Your Data

We respect your data rights under Australian Privacy Law, you may:

• Access & Request Copies of Your Data

• Request Data Correction or Updates

• Request Deletion

• Restrict Processing of Your Data

• Opt out of Marketing Communications

• Request Data Portability (Export Your Data in a Usable Format)

Notification of Data Breaches

We comply with applicable Australian laws in respect of data breach notifications.

Complaints

If you believe we have breached data protection laws, please contact us with details of the issue. We will investigate and respond in writing with our findings and any actions taken. You may also report concerns to the Office of the Australian Information Commissioner (OAIC).

Cookies & Tracking Technologies

We use cookies to:

• Enable core functionalities (e.g., authentication, security)

• Improve website performance (via analytics tools)

• Personalise user experience

Users can adjust cookie preferences in browser settings. For more detailed information about cookies and how to manage them, we recommend visiting allaboutcookies.org.

Third-Party Links

Our platform may contain links to third-party websites or services. We are not responsible for the privacy practices of others and encourage you to review their privacy policies.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or for other operational, legal, or regulatory reasons. If the changes are significant, or if required, we will contact you and all our registered users with the new details and links to the updated or changed policy.

Contact Us

We welcome questions and queries regarding your privacy and data, please reach out to us anytime at meetingally@halosoft.com.au