Privacy Policy

1. Privacy Statement

Quillio AI Legal Assistant Pty Ltd ACN 671 466 729 trading as Quillio AI Legal Assistant and Quillio (we, us, our) considers your privacy to be important. This Privacy Policy sets out how we collect, hold, use and disclose information about individuals who deal or interact with us. We treat all personal information collected by us in accordance with this Policy and the Australian Privacy Act 1988 (Cth) and other applicable privacy laws in the jurisdictions in which we operate.

If there is any inconsistency between the Privacy Laws and this Policy, the Privacy Laws will prevail to the extent of the inconsistency.

2. User Content

Please refer to our Terms of Service in relation to our handling of User Content created, developed, or otherwise uploaded or submitted to our Services (as defined below), including our web applications (hosted on legalassistant.au and quillio.au), iOS and Android mobile applications and Microsoft Word add-in application. Such data falls outside the scope of this Policy as we handle it only as a data processor for and on your behalf based on your instructions in accordance with our Terms of Service.

3. Your Consent

By creating an account with us, signing up to a newsletter, filling out a contact form, or otherwise engaging with us, you consent to us collecting, processing, and using your personal information in accordance with this Policy.

You may withdraw your consent at any time by contacting us.

4. Personal Information Collected by Us

Personal information is information or an opinion of an individual whose identity is apparent or can be reasonably ascertained. We collect a variety of personal information that is reasonably necessary for the purposes of conducting and improving our business. This information may be collected through our websites, apps, marketing research, competitions, employment activities, or by having some form of contact with a person.

Personal information collected by us may include:

• Your name, title, and contact details (including address, email, phone, and fax)
• Location information
• Transactional information (including your method of payment)
• Nicknames, usernames and passwords
• Your reasons for using our Services and your preferences and opinions
• Publicly available information from social media platforms
• Usage data and logs, including IP address, browser type, device type, clickstream data, pages visited, features used, time and date of visit, and other log-related information

5. Use of Personal Information

We use personal information for providing, evaluating, improving, personalising and developing our business and Services, and to protect our users. More specifically, we use personal information for:

• Providing and delivering our Services and other products and services
• Providing technical and customer support
• Improving our Services and user satisfaction
• Promoting and delivering our Services
• Internal research, statistical purposes, and business operations
• Forwarding information or material which we believe may be of interest to you

6. Disclosure of Personal Information

Disclosure generally

We do not disclose your personal information to any third party, other than those requiring this information to assist us, including:

• Our current and prospective integration and implementation partners, including Actionstep, Smokeball, and Clio
• External service providers in connection with the operation and improvement of our business
• Our approved industry affiliates (law firm name only — no other personal information)
• As permitted under Privacy Laws or with your consent

Information you make public

Certain features on our Services are open to other users to view. Any information you create or post in these locations may be available and accessible to other users. We strongly urge you to exercise caution when deciding to disclose your personal information by such means.

Third party social media services

We may operate forums, groups, or chat rooms hosted on third party social media services including Facebook, Twitter, Instagram, Telegram, Slack, Reddit, and LinkedIn. Your use of such services is subject to those platforms' terms and privacy policies. We accept no liability in relation to the use or misuse of such third party platforms.

7. Protecting Your Personal Information

We take reasonable steps to protect all personal information from misuse, interference, loss, unauthorised access, modification, or disclosure. Precautionary steps may include:

• Measures to protect computer systems and networks
• Procedural and personnel measures limiting staff access
• Regular review of information collection, storage, and processing practices
• Secured encrypted servers, password protection, multifactor authentication, and physical access restrictions

Notwithstanding that we use our best endeavours to protect all personal information, we cannot completely guarantee its security.

When no longer required, personal information is destroyed or deleted. However, we generally retain basic contact details of all prospective, current, and former customers unless they request deletion.

8. Cookies

We use cookies and similar technologies to collect information and remember your preferences. You can instruct your browser to refuse all cookies, but if you do not accept cookies, you may not be able to use some features of our Services. Examples of how we use cookies:

• Maintaining user login sessions
• Allowing use of our system clipboard to copy and paste within our software
• Remembering parts of the AI learning centre materials you have viewed and completed

9. Web Beacons

Web beacons are tiny graphics with a unique identifier used to track online movements of users or access cookies. Unlike cookies stored on your device, web beacons are embedded invisibly on web pages or in email. We use web beacons to collect information in accordance with this Policy.

10. Overseas Disclosure

Overseas IT service providers

We may disclose personal information to outsourced information technology service providers, including cloud computing and data storage providers, primarily located in the United States of America. We will take reasonable steps to ensure such overseas recipients do not breach the Australian Privacy Principles or are subject to substantially similar laws.

Disclosure for analytics

We may use Google Analytics and other third party analytics software to track your usage of our Services. Google may use the data collected to contextualise and personalise the ads of its own advertising network. Personal information collected by Google includes cookies and usage data, which is processed in the United States of America.

Consent to overseas disclosure

Other than as contemplated in this Policy, we will only disclose your personal information to an overseas recipient with your consent or if the disclosure is required, authorised, or permitted by Australian law or a court/tribunal order.

11. Third Parties

Our Services may contain links to other sites that are not operated by us. We have no control over, and assume no responsibility for, the content, privacy policies, or practices of any third party sites, products, or services.

12. Competitions

Competitions run by us are generally conducted in accordance with this Policy. Competitions run by third parties will be hosted on their own servers subject to their privacy policies. We strongly recommend reviewing any third party's privacy policy before signing up to their competition.

13. Accessing and Managing Your Personal Information

Right to Access

You have a right to obtain confirmation from us as to whether or not your personal information is being processed, where it is occurring, and for what purpose. We will provide you with access to your personal information unless giving access would be unlawful or denying access is required under any applicable law. To request access, please contact us.

Amendment of Personal Information

If you wish to amend personal information that we hold, please contact us. We will respond within a reasonable period after the request is made. If we elect not to correct your information, we will notify you of the reason and the mechanisms available for you to complain about our refusal.

Right to be Forgotten

You have a right to have us erase your personal information and cease further dissemination of it. Please contact us and we will take all reasonable steps to delete it, unless we are required by law to keep it.

Right to Data Transfer

You have a right to require us to provide a copy of your personal information and have it transferred to another party. Please contact us and we will take all reasonable steps to do so, unless we are required by law to refuse your request.

14. International Users

Quillio is designed for the Australian and New Zealand legal markets. We make no representation that our Services are designed to meet the requirements of the EU General Data Protection Regulation (GDPR) or any other foreign privacy regime. The rights described in this Policy are those we extend to users where applicable, regardless of jurisdiction.

If you are located outside Australia and choose to provide your personal information to us, it will be transferred to Australia or our overseas outsourced information technology service providers and processed in accordance with this Policy.

If you are located in the European Union, to the extent the General Data Protection Regulation 2016/679 applies, we will respect the rights it affords you in our handling of your personal information.

15. Complaints

If at any time you have a complaint regarding our Policy or a breach of Privacy Laws, please contact us. All complaints will be dealt with in confidence. We endeavour to respond within 30 days with a resolution or proposed resolution.

You may also make a complaint to the Office of the Australian Information Commissioner (OAIC) about the handling of your personal information.

16. Variations

We reserve the right to vary this Policy from time to time without further notice to you. Any variations will be updated on our Services. We will not reduce your rights under this Policy without using our best endeavours to first provide you with notice.

17. Further Information

For any further information about this Policy please contact us.