Privacy Policy
Last updated: 29/07/2026
This Privacy Policy explains how NeoDocs-IT Pty Limited (ABN 19 085 689 141) ("NeoDocs", "we", "us", "our") collects, uses, discloses and protects personal information in connection with our hosted task and workflow application ("Services"). By using the Services, you agree to the terms of this Policy.
1. Who this Policy applies to
Our Services are provided to businesses ("Customers") who register for an account. Most individuals whose information we hold are employees or authorised users of a Customer ("Users"), added to the Services by that Customer. In relation to Users' information, we generally act on the instructions of the Customer (who is the employer or engager of the User) — if you are a User and want to exercise a privacy right in relation to your information, you may need to also contact your employer or the Customer that added you to the Services, as they may control certain settings on your behalf.
Where this Policy refers to "you", it means either a Customer or a User, as the context requires.
2. Information We Collect
Account and registration information:
When a Customer registers for the Services, we collect information such as company name, contact name, email address, phone number, and business address, as provided in the registration form. This is used to create and administer the account and to communicate with the Customer.
User information:
For each User added to a Customer's account, we hold information such as name, email address and mobile phone number. Mobile phone numbers and email addresses are used, where the relevant feature is enabled, to send SMS and Email messages — including one-time login codes (multi-factor authentication) and workflow notifications configured by the Customer. See Section 6 (Email/SMS Messaging) for more detail.
Task data and attachments:
Data processed through the Customer's task queues, including any files or attachments uploaded, is stored on our servers located in Sydney, Australia. This data is not moved outside Australia by us, except where a Customer configures the Email/SMS or other integration features described in Section 6 or Section 7, which may involve limited data (such as a phone number and message content for sms and data and attachments for email) being sent to a third-party service located overseas.
Location information:
Where the mobile application's location-tracking feature is enabled by a Customer for its Users, we collect GPS location data (date, time and coordinates) associated with the relevant User's activity in the app. This is collected only where the Customer has enabled this feature, and is used for the purposes the Customer has configured it for (for example, verifying task completion location).
Payment information:
NeoDocs does not collect or store credit or debit card numbers. Payments are processed by Stripe, LLC, a third-party payment processor. Please refer to Stripe LLC's own privacy policy at https://stripe.com/au/privacy for details of how they handle payment information.
Usage and log data:
Like most hosted web applications, our infrastructure automatically records limited technical information when the Services are accessed, such as IP address, browser type, timestamps, and error/diagnostic logs. This information is used for security, troubleshooting, and to keep the Services running reliably, and is not used to build a profile of individual browsing behaviour. The log management process runs daily to delete log files over 90 days old.
Device information:
Where the mobile application is used, limited device information (such as device type and operating system version) is recorded for compatibility and troubleshooting purposes. GPS data is also retained when the user performs an action on a Delivery type task.
Cookies:
Our web application uses strictly necessary cookies (for example, to keep you signed in and maintain your session).
3. How We Use Your Information
We use the information described above to:
- provide, operate and maintain the Services, including sending SMS and email notifications the Customer has configured;
- authenticate Users and protect the security of accounts and the Services, including via SMS-based multi-factor authentication;
- communicate with Customers and Users about their account, including service updates and support;
- process payments, via our third-party payment provider;
- comply with our legal obligations; and
- investigate and prevent misuse of the Services, including abuse of SMS sending functionality (see Section 6).
4. Who We Disclose Information To
We do not sell personal information. We disclose personal information only in the following circumstances:
- To the Customer that administers your account (if you are a User), as part of the ordinary operation of the Services;
- To Twilio Inc. (or, where a Customer has configured its own SMS gateway account, to that Customer's chosen SMS provider), for the purpose of sending SMS messages, as described in Section 6;
- To Stripe, LLC, for the purpose of processing payments;
- To our hosting provider, Integrix Pty Ltd, which stores the infrastructure the Services run on;
- To our email delivery provider, Microsoft Corporation, for the purpose of sending account and notification emails;
- where required by law, or to protect the rights, safety or property of NeoDocs, our Customers, or others; or
- where a Customer or User has separately consented to a disclosure not otherwise described here.
5. Overseas Disclosure
Some of the third parties listed in Section 4 — including Twilio and Stripe, LLC — operate infrastructure located outside Australia, including in the United States. Where personal information is disclosed to these providers, it may be handled or stored outside Australia as a result. We take reasonable steps to ensure these providers have appropriate data protection practices in place, including relying on their published privacy and security commitments. Task data and attachments themselves remain stored on our servers in Sydney, Australia, and are not moved overseas by us, except to the limited extent described in Section 2 in connection with Email/SMS functionality.
6. Email/SMS Messaging
Where SMS functionality is used, messages are sent either through NeoDocs' own third-party SMS gateway account, or through a Customer's own connected SMS gateway account, at the Customer's election. Recipients of SMS messages may opt out of receiving further messages by replying STOP (or similar), and NeoDocs maintains a record of such opt-out requests to prevent further messages being sent. NeoDocs may monitor SMS sending volume for the purpose of detecting and preventing misuse of the Services, including applying sending limits where NeoDocs' own gateway account is used. Emails containing data and attachments are sent through the customer configured email service from customer configured tasks.
7. Data Retention
We retain personal information and task data for as long as the relevant Customer's account remains active.
If a Customer's free trial ends without conversion to a paid subscription, or if a Customer's subscription is cancelled or the agreement is otherwise terminated, we retain the Customer's data (including task data and attachments) for 60 days from that date, after which it is permanently deleted from our production systems and, in accordance with our standard back-up rotation schedule, from our back-up locations. During this 60-day period, a Customer may request an export or restoration of its data.
We may retain limited information for longer where required by law (for example, financial records for tax purposes) or to resolve disputes.
8. Data Security
We take reasonable technical and organisational measures to protect personal information from unauthorised access, use, alteration or disclosure, including encryption in transit, access controls, staff access restrictions. No method of transmission over the internet or electronic storage is completely secure, and we cannot guarantee absolute security. You are responsible for keeping your username, password and company login details confidential, and for notifying us promptly if you suspect unauthorised access to your account.
9. Your Rights
Subject to applicable law, you have the right to:
- access the personal information we hold about you;
- request correction of inaccurate information;
- request deletion of your information;
- object to, or request restriction of, our processing of your information; and
- withdraw any consent you have previously given.
To exercise any of these rights, contact us at support@neodocs.com. We will respond to your request within 5 business days. If you are a User, we may need to refer your request to the Customer that administers your account, where they control the relevant information.
If you are not satisfied with our response to a privacy-related request or complaint, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au.
10. Children
The Services are intended for use by business Customers and their employees or authorised representatives, and are not directed at or intended for use by children.
11. Contact Us
If you have any questions about this Privacy Policy, or wish to exercise any of the rights described above, please contact us at:
12. Changes to this Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or for legal, operational or regulatory reasons. We will post any changes on our website and update the "Last updated" date above. Where changes are material, we will take reasonable steps to notify Customers directly.
13. Governing Law
This Policy is governed by and construed in accordance with the laws of New South Wales, Australia.