Privacy Policy

This policy explains how Wain Digital Pty Ltd (we, us) handles personal information in Hque (the Service). We are bound by the Privacy Act 1988 (Cth) and the Australian Privacy Principles.

Two roles worth separating: for your own account details we decide how the information is handled. For the staff records and work records you create inside the Service, you decide — we hold and process them on your behalf.

1. What we collect

Account and business details

• your name, work email address and password (stored hashed, never in plain text);
• your business name, what your business does, its primary location, staff-size band and time zone;
• your marketing preference and your acceptance of our terms, with the date and version.

Records you create in the Service

• staff you invite or enrol — names, email addresses, roles, and PINs for the staff app (stored hashed);
• procedures, checklists, assets and schedules you define;
• completed steps, sign-offs, attestations, photos and other evidence, together with who recorded them and when.

Technical information

• IP address, browser and device information, and dates and times of access;
• diagnostic and error logs used to keep the Service running.

Billing

Subscription payments are processed by our payment provider. We receive confirmation of your subscription status; we do not receive or store your full card details.

2. How we use it

• to provide, secure and support the Service;
• to authenticate users and attribute recorded work to the right individual;
• to send essential account and service email (for example a welcome message, security notices, or billing notifications) — you cannot opt out of these while you hold an account;
• to send product updates and tips, only if you opted in;
• to diagnose faults and improve the Service;
• to meet our legal obligations.

3. AI features

Some features use a third-party AI provider to generate suggestions — for example proposing modules based on the business details you gave at sign-up. When you use those features, the relevant content is sent to that provider to produce a response. We do not use your data to train AI models, and we do not authorise our provider to do so.

4. Who we share it with

We do not sell personal information. We share it with service providers who help us run the Service:

• Microsoft Azure — cloud hosting, database and file storage;
• Twilio SendGrid — sending transactional and product email;
• Anthropic — the AI features described above;
• Lemon Squeezy — subscription billing and payment processing.

Some of these providers operate outside Australia, so your information may be stored or processed overseas. We may also disclose information where the law requires it, or to establish or defend a legal claim.

5. Security

We use encryption in transit and at rest, hashed credentials, per-organisation access controls, and a tamper-evident ledger for completed work records. No system is perfectly secure, but we take reasonable steps to protect information from misuse, loss and unauthorised access, and we will notify you and the OAIC of an eligible data breach as the Privacy Act requires.

6. Retention and deletion

We keep your information while your account is open, and afterwards only for as long as we need it for the purpose it was collected or to meet a legal obligation. You can ask us to delete your account and its data.

One limit to be clear about: completed work records are sealed into a hash-chained ledger, so individual entries cannot be edited or removed without breaking the chain that makes the records provable. We can delete a customer's data as a whole, but we cannot quietly rewrite part of a sealed history — for anyone, including ourselves.

7. Your rights

You can ask for access to the personal information we hold about you, ask us to correct it, withdraw marketing consent at any time, or complain about how we have handled it. Contact info@hque.ai.

If you are a staff member whose records were created by an employer using the Service, please contact that employer first — they control those records. We will help them respond.

If you are not satisfied with our response, you can complain to the Office of the Australian Information Commissioner at oaic.gov.au.

8. Cookies and local storage

We use cookies and browser storage that are necessary to sign you in and keep your session active. We do not use advertising or cross-site tracking cookies. Our marketing pages load fonts from Google Fonts, which means your browser makes a request to Google when you view them.

9. Children

The Service is a business tool and is not directed at children. We do not knowingly collect information from anyone under 16 other than as a staff record created by an employer, where lawful.

10. Changes

We may update this policy. Each version carries a version number and date, and we will give reasonable notice of material changes.

11. Contact

Wain Digital Pty Ltd — info@hque.ai