Privacy Policy – MyCodey AI

Last Updated: April 08, 2025

At MyCodey AI, we respect your privacy and are committed to protecting your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your data when you use our website at https://mycodey.com.au and any related services, including our AI assistant Codey, compliance tools, forms, job site management, team tracking, and reporting features (collectively, the “Service”).

By accessing or using the Service, you acknowledge and agree to the practices described in this Privacy Policy. If you do not agree, please do not use our Service.

We built MyCodey AI to help builders, tradies, safety officers, contractors, and project managers stay compliant — and that includes being transparent about how we handle your data.

1. Information We Collect

To deliver accurate, location-specific compliance support and streamline your workflows, we may collect the following types of information:

1.1 Personal Information

When you register an account or interact with our Service, we may collect:

Full name
Email address
Phone number (optional)
Company name (if applicable)
Job role or industry (e.g., builder, safety officer, contractor)
State or territory of operation

1.2 Account & Usage Data

Automatically collected when you use MyCodey AI:

Login and activity logs
IP address and device information (browser type, operating system, device ID)
Pages visited, features used, and time spent
Subscription plan and credit usage
Chat history with Codey (AI queries and responses)

1.3 Content You Provide

When using our tools, you may submit:

Project details and job site names
Team member information (name, role, attendance records)
Custom forms, reports, or management plans
Uploaded documents (if supported in future features)

1.4 Cookies and Tracking Technologies

We use cookies and similar technologies to:

Remember your login and preferences
Analyze website traffic and user behavior
Improve performance and personalize your experience

You can manage cookie settings through your browser, but disabling them may affect functionality.

2. How We Use Your Information

We use the collected data only for legitimate business purposes, including to:

Provide, operate, and improve the MyCodey AI Service;
Deliver AI-generated compliance answers tailored to your state and role;
Manage your subscription, billing, and account access;
Respond to your inquiries and support requests;
Generate reports, forms, and documentation based on your inputs;
Enable team collaboration and attendance tracking;
Send service updates, newsletters (if subscribed), and compliance alerts;
Monitor and prevent fraud, abuse, or unauthorized access;
Comply with legal obligations and enforce our Terms and Conditions.

We do not sell, rent, or trade your personal information to third parties.

3. Legal Basis for Processing (for International Users)

If you are located outside Australia, we rely on the following lawful bases for processing your data:

Consent: When you sign up and agree to this Privacy Policy;
Contractual necessity: To deliver the Service you’ve subscribed to;
Legitimate interests: For service improvement, security, and communication.

You may withdraw consent at any time by deleting your account or contacting us.

4. Sharing & Disclosure of Information

We do not share your personal information with third parties except in the following limited circumstances:

4.1 Service Providers

We may engage trusted third-party vendors for:

Payment processing (e.g., Stripe, PayPal);
Cloud hosting and data storage;
Email delivery and customer support tools;
Analytics and performance monitoring.

These providers are contractually obligated to protect your data and may only use it to perform services on our behalf.

4.2 Legal & Regulatory Compliance

We may disclose information if required by law, such as:

Responding to a court order, subpoena, or government request;
Reporting illegal activity;
Enforcing our Terms or protecting our rights, users, or the public.

Any such disclosure will be made only after assessing legal validity and proportionality.

4.3 Business Transfers

If MyCodey AI is involved in a merger, acquisition, or sale of assets, your data will be transferred under confidentiality and with appropriate safeguards.

5. Data Retention

We retain your personal information only as long as necessary to:

Fulfill the purposes outlined in this policy;
Comply with legal, accounting, or reporting requirements;
Resolve disputes or enforce agreements.

For example:

Account data is retained for 2 years after account closure;
AI chat logs and generated reports are stored for the duration of your subscription unless deleted by you;
Billing records are kept for 7 years as required by Australian tax law.

You may request deletion of your data at any time (see Section 8).

6. Data Security

We implement industry-standard security measures to protect your data from unauthorized access, alteration, disclosure, or destruction, including:

Encryption in transit (via HTTPS/SSL);
Secure password storage (hashed and salted);
Regular security testing and system audits;
Restricted internal access to sensitive data.

While we strive to protect your information, no method of transmission over the internet is 100% secure. You use the Service at your own risk.

7. Cross-Border Data Transfers

Our systems and third-party providers may store or process data outside Australia (e.g., in the US or EU). When this occurs, we ensure appropriate safeguards are in place, such as:

Using providers compliant with GDPR or other recognized standards;
Implementing data processing agreements that meet international requirements.

Your data will always be treated in accordance with this Privacy Policy.

8. Your Privacy Rights

Depending on your location, you may have the right to:

Access the personal information we hold about you;
Correct inaccurate or incomplete data;
Delete your data (subject to legal exceptions);
Export your data in a portable format;
Opt out of marketing communications;
Restrict or object to certain processing activities.

To exercise any of these rights, please contact us at team@thinktree.com.au. We will respond within 30 days.

For users in the EU/UK, we comply with GDPR. For Californian users, we comply with CCPA.

9. Children’s Privacy

MyCodey AI is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from minors. If we become aware of such data, we will delete it promptly.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. When we do:

We will post the updated policy on this page;
We will notify registered users via email or in-app alert;
The revised policy will apply immediately upon posting.

Your continued use of the Service after changes are published means you accept the updated terms.

11. Third-Party Links

Our Service may include links to external websites, such as:

Safe Work Australia (www.safeworkaustralia.gov.au);
Australian Building Codes Board (www.abcb.gov.au);
State regulator portals.

We are not responsible for the privacy practices or content of these sites. Please review their policies separately.

12. How to Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or your personal data, please contact:

Email: team@thinktree.com.au
Website: https://mycodey.com.au

We are committed to resolving all privacy-related issues promptly and transparently.

13. Acknowledgement

By using MyCodey AI, you acknowledge that:

You have read and understood this Privacy Policy;
You consent to the collection and use of your information as described;
You are responsible for ensuring that any data you input (e.g., team member details) is collected and shared in compliance with applicable privacy laws.

Thank you for trusting MyCodey AI.

We help you know the rules — and protect your data while doing it.

“I help you know the rules, so you can nail the job.” – Codey