Privacy Policy

This policy explains how [legal entity name] (ABN [ABN]) handles personal information in connection with the Pursiva platform. We follow the Australian Privacy Principles in the Privacy Act 1988 (Cth).

Questions, access requests and complaints go to [privacy email].

Information about our customers’ own staff. When someone signs up and uses Pursiva, we decide how their account information is handled. For that information we are the entity responsible, and this policy governs it directly.

Information our customers put into the platform. Pursiva is a sales tool, so customers record details of their prospects and clients — names, work emails, phone numbers, site addresses, meeting notes. We hold and process that on our customer’s instructions, for the sole purpose of running the service for them. We do not decide what goes in, we do not use it for our own purposes, we do not sell it, and we do not use it to train machine-learning models.

If you believe an organisation using Pursiva holds information about you, contact that organisation first — they control it. Contact us at [privacy email] if you cannot reach them, and we will help where we lawfully can.

Account information you give us when a workspace is created or a user is invited:

• name, work email address and role;
• optional profile details — phone number, LinkedIn URL, short bio, profile photo;
• your password, stored only as a salted PBKDF2-SHA512 hash. We never store or see it in plain text.

Workspace configuration — organisation name, industry, currency and tax settings, product catalogue, pricing rules, templates and automation rules.

Customer Data entered by your team — accounts, contacts, leads, opportunities, site addresses, notes, tasks, costings, proposals and uploaded files and images.

Technical information generated automatically:

• a session record when you sign in, and the sign-in cookie described in section 6;
• error reports when something in the application fails — the error message and stack trace, the page address, your browser’s user-agent string, and your user ID, kept for 30 days and then deleted automatically;
• server logs kept by our hosting provider for a short period.

Calendar data — only if a user chooses to connect a Google or Outlook calendar. We store an access token, encrypted at rest with AES-256-GCM, and the event details needed to show your schedule alongside your deals. Disconnecting the calendar removes the stored token.

We do not run advertising or analytics tracking, we do not use third-party marketing cookies, and we do not buy personal information from data brokers.

• to provide the platform and the features you use;
• to authenticate you and keep accounts secure;
• to send service email you have asked for or that is necessary — invitations, the daily briefing you opted into, notifications, and reports;
• to diagnose faults and improve reliability and performance;
• to bill you and keep the records we are required to keep;
• to meet our legal obligations.

We do not send marketing email to your team’s addresses without asking first, and the daily briefing has a one-click unsubscribe in every message.

We disclose personal information only to the service providers we need to operate the platform, each bound to use it solely to provide their service to us:

On the AI features. They are optional. When one is used, the relevant deal text — for example an opportunity summary or a note you asked to have analysed — is sent to the language-model provider to generate the response. Our agreements with those providers prohibit using that content to train their models. If you would rather no deal content left the platform this way, ask us and we will disable the AI features for your workspace.

We otherwise disclose personal information only where you ask us to, where the law requires it, or to a purchaser as part of a sale of our business — in which case the purchaser is bound by this policy until it gives notice of its own.

Pursiva sets two cookies, both strictly necessary. Neither is used for tracking or advertising.

• sk_session — keeps you signed in. HTTP-only, restricted to same-site requests, sent only over HTTPS in production, and expires after 30 days or when you sign out.
• cal_oauth_state — a short-lived security token used while connecting a calendar, cleared as soon as the connection completes.

The application and its database are hosted in the United States, and the providers listed in section 5 are located in the United States, Japan and Germany. By using Pursiva you agree to your information being stored and processed overseas.

This means Australian Privacy Principle 8.1 will not always apply, and those overseas providers are not bound by the Australian Privacy Act. We choose providers with recognised security practices and contractual data-protection commitments, but we cannot guarantee they will handle information in the same way an Australian entity would.

• All traffic is encrypted in transit with TLS.
• Passwords are stored as salted PBKDF2-SHA512 hashes, never in plain text.
• Calendar access tokens are encrypted at rest with AES-256-GCM.
• Each workspace’s data is isolated at the database level by row-level security, enforced by the database itself under a restricted account rather than relying on application code alone.
• Access to production systems is limited to the people who need it.
• The database is backed up daily by our hosting provider.

No system is perfectly secure. If a data breach occurs that is likely to cause serious harm, we will notify affected individuals and the Office of the Australian Information Commissioner as required by the Notifiable Data Breaches scheme.

• Account and Customer Data — for as long as the workspace is active. After termination you have 30 days to request an export, after which we delete or irreversibly anonymise it within a further 60 days.
• Error reports — 30 days, then deleted automatically.
• Sessions — deleted when they expire or you sign out.
• Billing and tax records — kept as long as Australian law requires, currently five years.
• Backups — age out on their own cycle, so deleted data may persist briefly in a backup before being overwritten.

You can view and correct most of your own details in the application under Settings. For anything else, or for a copy of the personal information we hold about you, email [privacy email]. We will respond within 30 days. There is no charge for a reasonable request. If we refuse access or correction we will tell you why in writing and how to complain.

If you think we have mishandled your personal information, contact [privacy email] and we will investigate and respond within 30 days.

If you are not satisfied with our response you can complain to the Office of the Australian Information Commissioner: oaic.gov.au, or 1300 363 992.

We update this policy as the product and the law change. Material changes — including any new provider added to the table in section 5 — will be notified by email to workspace administrators before they take effect. The current version is always at this address.

[legal entity name]
[registered address]
[privacy email]