Website privacy

Who we are and what this policy covers

MindSync Technologies Pty Ltd (ABN 39 696 882 318, ACN 696 882 318) is responsible for the personal information described here. This policy covers visits to the MindSync website, email enquiries, the Chattly and MindSync email-update forms and LodeCraft business enquiries. Chattly is available for iPhone through the App Store. Downloading it does not subscribe you to email updates. This policy does not cover use of the Chattly app, which has a separate Chattly Privacy Policy.

Information we collect

When you email us, we receive the information you choose to include, which may include your name, email address, organisation, telephone number and the content of your message. A LodeCraft enquiry may contain project or professional information.

When you request Chattly or MindSync email updates, we collect the email address you enter, a normalised copy used to prevent duplicate records, your selected update topics, your active or withdrawn status and pending confirmation requests, the consent wording version and time, and the page location that submitted the form. For email confirmation, we also store hashed confirmation and unsubscribe tokens, link expiry, confirmation time and delivery-control timestamps. The form does not ask for health information or reflection content.

When the hosted contact form is enabled, we receive the name, email address, organisation, topic and message you submit. Our hosting and security providers may automatically process limited technical information needed to deliver and protect the website, such as an IP address, request time, requested page, browser or device information and security signals. MindSync does not collect payment information through this website.

How information is collected

The email-update forms store your requested topics in the website's Cloudflare D1 database. When subscriptions are available, Resend delivers a confirmation link and a welcome email. New choices become active only after you confirm; the page offers a direct email contact option when signup is not enabled. Selecting Chattly does not subscribe you to MindSync company updates, or vice versa. Older Chattly consent records are preserved and are not automatically added to the new lists. The separate secure contact form uses Resend to transmit an enquiry to MindSync's Microsoft 365 business inbox and Cloudflare Turnstile to check for automated abuse. Business enquiry acknowledgements are handled through our Microsoft 365 mailbox workflow. If that contact form is unavailable, contact links open your chosen email application with a suggested subject and message. We may also receive information when you reply or continue a business conversation outside the website.

How we use information

• Respond to enquiries and provide requested information.
• Assess potential LodeCraft work and manage resulting business relationships.
• Maintain separate Chattly and MindSync subscription preferences and send the updates a person has explicitly requested.
• Operate, secure, troubleshoot and improve the website.
• Maintain records required for legal, accounting, insurance or dispute purposes.

We do not sell personal information. We do not use website enquiries for unrelated advertising or create cross-site advertising profiles.

Website measurement and device preferences

MindSync uses Cloudflare Web Analytics to understand aggregate website use and performance, including page views, referring websites, approximate country or region, browser and device categories, and web performance measurements. This helps us improve the website and understand which public pages attract interest. We do not configure this service for session recording, advertising, cross-site profiling or the collection of message contents submitted through email.

Cloudflare and the website hosting or security providers may process limited technical request information needed to provide, measure and protect the service, such as an IP address, request time, requested page, browser or device information and security signals. MindSync will update this notice before adding a materially different measurement, advertising or tracking service.

If browser storage is available and you use the theme control, your light or dark choice is stored in your browser using local storage. The preference is stored only after you choose a theme. It is not sent to MindSync or used to identify you. MindSync does not intentionally add advertising cookies to these public pages.

To protect the forms, the server creates salted SHA-256 fingerprints from the connecting IP address. Subscription email limits also use a salted fingerprint of the email address. These fingerprints are used for rate limiting and become eligible for cleanup after 24 hours; cleanup occurs on subsequent form requests. The rate-limit tables do not store the raw email address or IP address. Anonymous contact-form daily totals retain only the enquiry topic, delivery outcome and count for up to 13 months. For LodeCraft fit discussions, the site also counts form openings, email drafts opened and securely delivered requests by broad page group and referral category. A session-only browser value remembers the first page group and whether the visit came from a recognised search engine, another referral or an unknown source. When the email fallback is used, these broad labels are included in the draft so a received enquiry can be attributed. The anonymous counts do not contain a name, email address, organisation, message or full referring URL.

Disclosure and overseas processing

We disclose personal information only where reasonably necessary to service providers that support website hosting, security, form delivery and business email; professional advisers such as accountants, insurers or lawyers; a party involved in an authorised business transaction; or a government, regulator or court where disclosure is required or authorised by law.

This website is hosted through ChatGPT Sites, where OpenAI and hosting or security subprocessors that may include Cloudflare process website requests. Cloudflare provides the D1 database used for release-update records and form controls, as well as Turnstile and Web Analytics. Resend provides contact-form and subscription email delivery, and Microsoft provides business email. These providers may process information outside Australia through global infrastructure or support operations. Current provider information is available in the ChatGPT Sites Data Processing Addendum, OpenAI subprocessor list, Cloudflare Privacy Policy, Resend Privacy Policy and Microsoft Privacy Statement.

Retention

Unconfirmed email requests expire after 48 hours and are eligible for deletion after seven days; cleanup runs when the enabled signup service receives another request. Active email-update preferences and their confirmation records are kept until you withdraw or the list is closed. Confirmed request records retain hashed preference-link tokens so earlier welcome links remain usable. After withdrawal, MindSync may retain a minimal withdrawn record where reasonably needed to honour your choice, demonstrate consent history, resolve a complaint or meet a legal duty. Email and business-enquiry retention depends on answering the enquiry, managing a resulting relationship and meeting legal, accounting or dispute obligations. We do not promise a fixed deletion timetable for business correspondence, recoverable mailbox items or backups.

Hosted-form abuse-control fingerprints become eligible for cleanup after 24 hours, on subsequent form requests. Anonymous daily topic-and-outcome counters are retained for up to 13 months. Those controls do not retain the submitted name, email address, organisation or message.

Security and data breaches

The website uses HTTPS, security headers and access controls provided by its hosting services. Form protection includes input checks and limits on repeated requests. These measures do not constitute independent certification against a security standard. No internet or email service is completely secure. We assess suspected breaches and make notifications required by the law that applies to the affected people and processing. For an eligible Australian data breach, this includes the Notifiable Data Breaches scheme and the Office of the Australian Information Commissioner.

Access, correction, deletion and marketing choices

Depending on the law that applies, you may ask for access, correction, deletion, restriction or portability, object to certain processing, withdraw consent, or opt out of Chattly or MindSync email updates. Use the preference link in your welcome email to unsubscribe from either topic or both, or email enquiry@mindsynctechnologies.com.au to withdraw from release updates, or use “Privacy request” for another privacy request. We may need to verify your identity and may retain information where the law permits or requires it. Withdrawing consent does not affect processing that was lawful before withdrawal.

Privacy questions and complaints

Send a privacy question or complaint to enquiry@mindsynctechnologies.com.au. Please explain what happened and the outcome you are seeking. We will acknowledge and investigate it within the period required by applicable law. If you remain dissatisfied, you may complain to the privacy regulator or supervisory authority with jurisdiction where you live. For Australian complaints, this is the Office of the Australian Information Commissioner.

Children and unexpected sensitive information

This company website is not directed to children and does not ask website visitors to provide health or other sensitive information. Please do not include sensitive personal details in a general email unless they are necessary for your enquiry. If we learn that a child has sent personal information without appropriate involvement from a parent or guardian, we will take reasonable steps to delete it.

Changes to this policy

We will update this page when website practices materially change and will revise the effective date above. Materially different Chattly app practices are explained in the separate Chattly legal documentation rather than silently added to this website-only policy.

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