Your privacy, taken seriously.

1. Who we are

My PocketHR (“we”, “us”, “our”) is an Australian-owned HR compliance tool operated from Gippsland, Victoria. ABN 19 964 691 669. This Privacy Policy explains how we collect, use, store and disclose personal information in accordance with the Privacy Act 1988 (Cth) and the 13 Australian Privacy Principles (APPs).

2. Information we collect

• Account details: name, email, business name, industry, employee count, location.
• Billing details: processed by Stripe — we never see or store full card numbers.
• Content you submit: chat messages, uploaded documents, escalation notes.
• Usage data: pages visited, features used, error logs (for service improvement).

3. How we use your information

We use your information to:

• Provide and improve the service (AI chat, document analysis, templates, digests).
• Authenticate you and keep your account secure.
• Send service-related communications (account, billing, trial reminders, monthly digest).
• Provide support, including human-expert escalations when requested.

We do not sell your personal information.

4. AI processing

Your chats and uploaded documents are sent to our AI providers (currently xAI Grok and Google Gemini) over encrypted connections solely to generate responses. These providers are contractually prohibited from using your data to train their models. We retain conversation history in your account so you can refer back to it; you can delete individual chats or your entire account at any time.

5. Document Analyser and uploaded documents

When you use the Document Analyser feature, you may upload documents for processing and analysis.

We only collect and process the information contained in uploaded documents to the extent necessary to provide the Document Analyser service.

You should not upload documents containing sensitive personal information unless it is directly relevant and necessary for the analysis. We strongly encourage you to redact or remove unnecessary personal information (such as home addresses, dates of birth, tax file numbers, bank details, or health information) before uploading.

Uploaded documents are processed solely for the purpose of providing the Document Analyser service. We retain uploaded documents only for as long as reasonably necessary to complete the analysis and for a short period afterwards for technical and audit purposes, after which they are securely deleted.

By using the Document Analyser, you consent to the processing of the information contained in the documents you upload in accordance with this Privacy Policy.

6. Overseas disclosure

Some of our service providers (including AI providers and Stripe) are located outside Australia. Before disclosing personal information overseas, we take reasonable steps to ensure those recipients handle the information consistently with the APPs. This includes contractual safeguards and due diligence.

7. Data storage and security

• Data is hosted on secure cloud infrastructure.
• Encrypted at rest and in transit (TLS 1.2+).
• Row-level security so each business only sees its own data.
• Hashed passwords.
• Limited internal access on a need-to-know basis with audit logging.

8. Data retention

We keep your personal information only for as long as it is needed to provide the service or meet legal obligations. You may request deletion of your account and data at any time (subject to any legal retention requirements).

9. Your rights under the APPs

You may at any time:

• Access or request correction of your personal information.
• Request deletion of your account and data.
• Withdraw consent for non-essential communications.
• Lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au or 1300 363 992.

10. Cookies and analytics

We use essential cookies for authentication and privacy-respecting analytics. We do not use behavioural advertising trackers.

11. Data breach response

In the event of an eligible data breach under the Notifiable Data Breaches scheme, we will notify affected individuals and the OAIC as required by law.

12. Changes to this policy

We may update this policy from time to time. Material changes will be notified by email and the “Last updated” date will be revised.

13. Contact us

For privacy questions, requests or complaints, please email privacy@mypockethr.com.au. We will respond within 30 days.