Privacy Policy

1. Who we are

OchreOnline Pty Ltd (ABN 66 783 251 59) ("we", "us", "our") operates Agoraly, a cloud-based service for organising meetings, agendas, minutes and actions. We are based in the Northern Territory, Australia.

We aim to handle personal information responsibly and openly, and to collect no more than the service needs.

2. Our role and your organisation's role

Each organisation that signs up to Agoraly has its own workspace. The organisation (the "customer") decides what is entered into its workspace, such as meeting content and who is invited. For that content, the customer is responsible for having a lawful basis to collect it and for telling the people concerned. We store and process that content on the customer's behalf, to provide the service.

For information we collect for our own purposes, such as account sign-up, billing and support, we are responsible under this policy.

If you are a member or guest in an organisation's workspace and have a question about your information in it, the organisation's administrator is usually the best first contact. You can also contact us (see section 15).

3. Personal information we collect

Account holders and administrators

• Name and email address given at sign-up
• Organisation name and workspace settings
• Subscription and billing status. Payment card details are handled by Stripe; we do not store full card numbers.

Members and guests in a workspace

• Name and email address, entered by the organisation or by the person on being invited
• Department and role within the workspace
• Meeting content entered by the organisation or its members, which may include agendas, minutes, decisions, actions, comments and attachments, and may mention other people
• Guest invitations, which give access only to the meeting a guest is invited to
• Sign-in activity needed to run the service, such as one-time sign-in emails

Website visitors and enquiries

• Your name and email address, and the content of any message you send us
• Anonymised site usage data from Cloudflare

We aim to collect only what is reasonably necessary (APP 3). Agoraly is not designed to hold sensitive information such as health information, and we ask customers not to put it into meeting content unless they have the right to and have taken appropriate care.

4. How we collect it

• Directly from you — when you sign up, accept an invitation, use the service, or contact us
• From your organisation — when an administrator or member adds or invites you, or enters meeting content
• From service providers — for example Stripe tells us the status of a subscription
• Automatically — technical request data processed by Cloudflare when you use our sites

We collect personal information by lawful and fair means.

5. Why we collect it

• To provide and run Agoraly for you and your organisation
• To sign you in and keep workspaces separate from each other
• To send service emails such as sign-in codes, invitations, meeting reminders and account notices
• To manage subscriptions and billing
• To respond to enquiries and give support
• To maintain, secure and improve the service
• To meet legal obligations

We use information for another purpose only where it is related to those purposes and you would reasonably expect it, where you have consented, or where the law requires or authorises it (APP 6).

6. Who we share it with

We use these service providers to deliver Agoraly:

• Cloudflare — hosting, databases, file storage, DNS and network security
• Stripe — payment processing and subscription billing
• Resend — sending service emails

Each workspace's data is kept in its own separate database. We do not sell or rent personal information, and we do not use meeting content for advertising.

We may disclose personal information where required or authorised by law, such as under a court order or a lawful request from a government authority.

7. Overseas disclosure

Our service providers operate global infrastructure. Information may be stored or processed outside Australia, including in the United States and other countries where those providers operate. We do not currently promise that data is stored only in Australia.

Before disclosing personal information to an overseas recipient, we take reasonable steps to make sure it will be handled consistently with the APPs (APP 8). By using Agoraly you acknowledge that overseas processing may occur.

8. How we protect information

We take reasonable steps to protect personal information from misuse, interference, loss, and unauthorised access, modification or disclosure (APP 11). Measures include:

• A separate database for each customer workspace
• Sign-in by an emailed one-time link, so we do not store member passwords
• Role-based access within each workspace, with guests limited to the meeting they are invited to
• Connections to our sites made over HTTPS
• Payment details held by Stripe rather than by us

No online service can be guaranteed completely secure. If a data breach is likely to result in serious harm, we will notify affected individuals and the Office of the Australian Information Commissioner as required by the Notifiable Data Breaches scheme.

9. Retention and deletion

We keep workspace content for as long as the organisation's subscription is active. Administrators can remove content within the workspace.

If a subscription ends, we keep the workspace for up to 12 months to allow for reactivation, export requests and dispute resolution, and then delete it. A customer may ask us in writing for earlier deletion. Billing records are kept for as long as tax and other laws require.

We destroy or de-identify personal information that is no longer needed for any purpose (APP 11.2). Backups and logs may take a short further time to clear.

10. Access and correction

Under APPs 12 and 13 you may ask for access to personal information we hold about you, and ask us to correct it if it is inaccurate, out of date, incomplete, irrelevant or misleading.

Email hello@agoraly.com.au. We will respond within 30 days. Because meeting content is held for the customer organisation, we may need to refer a request about that content to the organisation concerned. We do not charge for making a request.

11. Direct marketing

We send service communications that are needed to run your account, such as receipts and notices. We do not send unsolicited marketing without consent, and any optional marketing will include a way to opt out. We do not use meeting content for marketing.

12. Cookies and analytics

The Agoraly application uses essential cookies to keep you signed in and to protect your session. Our marketing website uses Cloudflare's privacy-focused analytics for aggregate traffic data. We do not use third-party advertising cookies or tracking pixels, and we do not share browsing data with advertisers.

13. Complaints

If you think we have mishandled your personal information, contact us first at hello@agoraly.com.au. We will respond within 30 days.

If you are not satisfied, you may complain to the Office of the Australian Information Commissioner (OAIC): www.oaic.gov.au, phone 1300 363 992.

14. Changes to this policy

We may update this policy from time to time. The effective date above will change when we do, and we will email account holders about material changes.

15. Contact us

• Email: hello@agoraly.com.au
• Company: OchreOnline Pty Ltd, ABN 66 783 251 59
• Website: agoraly.com.au