Privacy Policy

This Privacy Policy explains how [LEGAL ENTITY NAME] ("SessionBeacon", "we", "us") handles your personal information in accordance with the Australian Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). By using SessionBeacon you agree to the handling of your information as described here.

1. Who is responsible for your information

[LEGAL ENTITY NAME] (ABN [ABN]) is the entity responsible for personal information collected through SessionBeacon. You can contact our privacy officer at [email protected] or by post at [POSTAL ADDRESS].

2. What personal information we collect

• Account information: your name, email address, hashed password, timezone, and (if you sign in with Discord or Google) the basic profile details those providers share.
• Profile & preferences: optional home postcode/region (used only to show nearby groups and public holidays), notification and reminder preferences, and marketing consent.
• Activity you create: groups, sessions, availability, RSVPs, poll votes, notes, attachments and messages you submit.
• Technical information: IP address and similar metadata captured for security, rate-limiting and audit logging.
• Records of consent: the version of our legal terms you accepted, with the date, IP address and user agent.

We do not intentionally collect sensitive information (such as health or political views). Please do not enter sensitive information into free-text fields.

3. How we collect it

We collect information directly from you when you register, configure your profile, or use the service. Where you connect a third-party login (Discord, Google) we receive information from that provider. Technical information is collected automatically as you interact with the service.

4. Why we use your information

• To create and secure your account and authenticate you.
• To provide core features: scheduling, availability, RSVPs, polls and calendar feeds.
• To send transactional messages (verification, password reset, reminders, notices).
• To show nearby groups and region-specific public holidays (if you provide a postcode).
• To maintain security, prevent abuse, and keep an audit log of sensitive actions.
• To comply with our legal obligations.

5. Disclosure to third parties

We do not sell your personal information. We share it only with the service providers that help us operate SessionBeacon (for example email delivery and hosting), and where required by law. Those providers are listed in our Vendors & Overseas Storage Register.

6. Overseas disclosure (APP 8)

Some of our service providers store or process data outside Australia. The countries involved and the safeguards we rely on are set out in the Vendors & Overseas Storage Register. By using the service you consent to these overseas disclosures.

7. Direct marketing (APP 7)

We only send marketing or promotional emails if you have opted in, and every such message includes an unsubscribe option. You can withdraw consent at any time in Settings. Transactional messages necessary to operate your account are not marketing and are sent regardless of marketing preferences.

8. Cookies

We use only strictly-necessary cookies. See our Cookie & Tracker Notice for the full register.

9. How we protect your information (APP 11)

We take reasonable steps to protect your information, including encryption in transit, hashed passwords, access controls and rate limiting. See our Security & Data Breach Response page.

10. How long we keep it

Retention periods for each category of data are set out in our Data Retention Schedule. When you delete your account, your profile is removed and content you authored is anonymised.

11. Access and correction (APP 12 & 13)

You can access and update most of your information directly in Settings, export a copy of your data as JSON, and delete your account at any time. To request access or correction in another form, contact [email protected].

12. Complaints

If you believe we have breached the APPs, contact us at [email protected] and we will respond within a reasonable time. If you are not satisfied, you may complain to the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au.

13. Changes to this policy

We may update this policy from time to time. Material changes to the agreements you accepted will require you to review and accept the updated terms. The version and effective date are shown at the top of this page.

14. Contact us

Privacy enquiries: [email protected]. General enquiries: [email protected].