Personal Ensemble

1Who we are

Personal Ensemble is run by Domic Pty Ltd, an Australian company. This policy covers the Personal Ensemble website, the app and the AI team members that work inside it.

Company

Domic Pty Ltd, trading as Personal Ensemble

ABN

23 664 211 161

ACN

664 211 161

Registered in

Victoria, Australia

Privacy contact

privacy@domic.com.au

We handle personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles.

2What we collect

Information you give us

• Your account: name, email address, password (stored scrambled, never in readable form), and the business you belong to.
• Your business profile: what your business does, who it sells to, how it sounds, and anything else you write when setting up a team member.
• What you upload: brand material, images, documents and notes.
• What you say: your messages to team members, your approvals, and your requests for changes. Your conversations with team members are yours: other people on your business's team, owners included, don't see them. What is done because of them (the work, and who asked for it) is seen by the team.

Information from the tools you connect

When you connect a tool, we read what you have allowed us to read. Depending on the tool, that can include the personal information of your own customers and contacts — names, email addresses, order histories, subscriber lists, invoices and similar.

We hold that information on your behalf. You decide what is connected and you can disconnect at any time.

Your own mailbox is yours. You can lend it to one of your team members, so they read the mail their job is about there (event enquiries, say) and answer it, each reply on your approval; only you can do that, nobody else on your team, owners included, and you can take it back on Your accounts at any time.

Information we collect automatically

• Technical records of your visits: IP address, browser and device type, pages viewed, and times.
• What the platform did: tasks created, runs started and finished, errors, and the cost of each run.

Your location

If you allow it (on Your accounts, under Your location), your assistant can use where your device is when you ask something that needs it, such as how long a drive will take or what's nearby. Your browser rounds it to about 100 metres first. It is used only for the question you asked (it goes to Google Maps to work out that answer) and never kept: not in your conversation, your assistant's notes, our records or our logs.

Billing

If you pay us, our payment provider handles your card details. We never see or store a full card number.

The waiting list

If you join the waiting list on our front page, we keep your email address and when you gave it. We use it only to tell you when Personal Ensemble opens to new businesses, and we don't pass it on. Ask our privacy contact above, or use the link in that email, and we'll take it off.

A website you show Juno on our front page

If you type a website into our front page, Juno reads that site's public pages and writes a short note on what the business does. We keep the address, Juno's note, and whether and when you then joined the waiting list, to improve Personal Ensemble and understand who it suits. Only the people who run Personal Ensemble see them, and we don't pass them on. Ask our privacy contact above and we'll take an address out.

We do not seek sensitive information — health, biometric, racial or ethnic origin, political or religious views, sexual orientation, criminal record. Please do not put it into the platform.

3Why we collect it

We use personal information to:

• run the platform and let your AI team members do the work you asked for;
• create and secure your account, and verify who is signing in;
• connect to the tools you authorise and act inside them within the permissions you grant;
• meter and bill usage;
• send you service messages — approvals waiting, something broke, a connection needs reconnecting;
• support you when you ask, and investigate problems;
• improve the platform, including passing on what you tell a team member about it to the people who make it;
• notice when something you tried didn’t work (an error, a refusal, a team member saying they can’t, the same thing asked twice), so we can fix it: a few plain words about the moment, never what was in your mail or conversations, seen only by the people who run Personal Ensemble and kept for 90 days;
• keep the platform safe and detect misuse;
• meet our legal obligations.

We will not use your information for a different purpose unless you would reasonably expect it, you have consented, or the law requires it.

4How AI uses your information

The work your team members do is done by AI services we engage. To do a piece of work, we send the relevant part of your information — your business profile, your instructions, and whatever the task needs from your connected tools — to those services.

Your information is sent to be processed, not to train models. We engage those services on terms that do not permit them to use your content to train their models, and we do not train models on it ourselves.

Those services hold the information only for as long as it takes to do the work, plus any short retention period they apply for abuse monitoring.

5Information from your Google account

When you connect a Google account, Google shows you what Personal Ensemble is asking for, and you choose. Depending on what you allow, we use:

• Gmail: we read your email, so your team members can tell you what needs attention, answer from it and keep track of who you deal with. We write drafts, and send the emails you ask for or approve (or, if you have set a kind of email to go without asking, those).
• Tidying your inbox: we archive, label or mark as read the emails you ask us to, now or by a rule you set for new mail. When you approve it, we also make, rename or remove your labels (removing a label leaves its emails where they are) and set up Gmail filters that file, mark as read, star or label new mail. We never delete an email. A filter we set up never forwards or deletes one.
• Your out-of-office: we switch your Gmail out-of-office reply on, with the words you approve, for the days you approve, and off again when you ask. Apart from that and the filters you approve, we don’t change your Gmail settings.
• Google Calendar: we read your calendars (the ones shared with you too, except any you leave out) and when you’re free, and add, move or cancel events and answer invitations when you ask, or approve it. In a calendar other than your own main one, only when you approve it, and only one you can change yourself.
• Google Contacts: we read your contacts, so your team members know who people are. When you tell your assistant someone’s new email address or phone number, we add it to their contact (or make a contact for them), tell you, and take it back if you say so. We change nothing else on a contact, and never delete one you made.
• Google Tasks: we keep your task list and your assistant’s reminders as one list: we add what you ask to be reminded of, read what you add or tick off, and tick a task off when you drop the reminder. We never delete a task.
• Google Drive, if you turn on files: we find and read your documents to answer from them, save email attachments (into a shared drive or shared folder only when you name it and approve it), and create documents. Your own Personal Assistant also goes through your files once, and then takes a quick look each week for new or changed ones. For documents that look important (insurance, leases, company records, contracts, registrations, warranties and tax papers), it keeps what each one is, where it is and its key facts, and sets a reminder before a renewal or end date. Only you can see what it keeps, not your business’s Owners or anyone else on your team. You can correct or remove any of it on your assistant’s page. We never keep full card, bank account or tax file numbers from them. We never change, move or delete the files already there.
• Google Analytics and Search Console: we read your website’s reports. We never change them.
• Setting up Google Analytics, only if you ask your Marketing Strategist to and allow it in a separate sign-in (Google’s analytics.edit permission): we make one Google Analytics record for your website (a property, and your website added to it), each only when you approve it, and, for a new Google Analytics account, ask Google for the page where you accept its terms. We never change or remove anything already in your Google Analytics, and you can remove the permission on the Google Analytics page under Your accounts.
• Your name and email address, to show which account is connected, and to sign you in if you sign in with Google. Google also shares your profile picture; we don’t use it.

What we use it for. Only to provide the features you use in Personal Ensemble: the work your team members do for you. We don’t use it for advertising, we don’t sell it, and we don’t use it to build a profile of you or anyone else.

Who it goes to. Only the services in Who else sees it that are needed to do that work, including the AI services that read it to do a task. We transfer it to no one else, except to keep the platform secure, to comply with the law, or as part of a sale of our business where the buyer stays bound by this policy.

People don’t read it. No one at Personal Ensemble reads your Google data unless you ask us to and say we may (for example, when you ask for help with a particular email), it is needed for security (for example, investigating abuse), the law requires it, or it has been combined and made anonymous for running the service.

No AI training. We don’t use your Google data to develop, improve or train general AI or machine-learning models, and we engage the AI services we use on terms that don’t permit them to either.

Where it’s kept. What we keep from it, such as the notes and summaries your team members make, is stored encrypted in our database in Singapore, with the rest of your information. While the work is being done it passes through the services in Who else sees it, some of them overseas. The keys to your Google account are kept in a separate locked store, and AI team members never see them.

Taking it back. Disconnect any time on Your accounts in Personal Ensemble, or on your Google Account’s connections page. Either way, nothing more is read from the account. Disconnecting on Your accounts also deletes the keys we held for it, straight away. What your team members had already kept from it (the notes in your assistant’s notebook, the important documents your assistant kept, the people you deal with, your conversations and the work done) stays with your account like the rest of your information: you can remove notes and kept documents yourself on your assistant’s page, ask our privacy contact to delete the rest, and otherwise it is deleted as How long we keep it says.

Google’s rules. Personal Ensemble's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

6Information from your Microsoft account

When you connect a Microsoft 365 work account, Microsoft shows you what Personal Ensemble is asking for, and you choose. Your organisation’s IT may need to approve it first. Depending on what you allow, we use:

• Outlook mail: we read your email, and shared mailboxes you can open, so your team members can tell you what needs attention, answer from it and keep track of who you deal with. We write drafts, and send the emails you ask for or approve, as you or as a shared address you’re allowed to send from.
• Tidying your inbox: we archive, add a category to, mark as read or file the emails you ask us to, now or by a rule you set for new mail. When you approve it, we also make, rename or remove your folders (only an empty one, and never Outlook’s own folders) and set up inbox rules. We never delete an email. A rule we set up never forwards or deletes one.
• Your automatic replies: we switch your Outlook out-of-office on, with the words you approve, for the days you approve, and off again when you ask.
• Outlook calendar: we read your calendar (and calendars shared with you, if you allow it) and when you’re free, and add, move or cancel events and answer invitations when you ask, or approve it.
• Outlook contacts: we read your contacts, so your team members know who people are. When you tell your assistant someone’s new email address or phone number, we add it to their contact, tell you, and take it back if you say so. We never delete a contact.
• Microsoft To Do: we keep your task list and your assistant’s reminders as one list. We never delete a task.
• OneDrive, SharePoint and Teams files, if you turn on files: we find and read your documents, and those shared with you, to answer from them, save email attachments and create documents. Your own Personal Assistant goes through your files the same way as with Google Drive (see Information from your Google account), keeping the key facts of important documents for you alone, under the same rules. We never change, move or delete the files already there.
• Your name and email address, to show which account is connected, and to sign you in if you sign in with Microsoft.

What we use it for. Only to provide the features you use in Personal Ensemble: the work your team members do for you. We don’t use it for advertising, we don’t sell it, and we don’t use it to build a profile of you or anyone else.

Who it goes to. Only the services in Who else sees it that are needed to do that work, including the AI services that read it to do a task. We transfer it to no one else, except to keep the platform secure, to comply with the law, or as part of a sale of our business where the buyer stays bound by this policy.

People don’t read it. No one at Personal Ensemble reads your Microsoft data unless you ask us to and say we may (for example, when you ask for help with a particular email), it is needed for security (for example, investigating abuse), the law requires it, or it has been combined and made anonymous for running the service.

No AI training. We don’t use your Microsoft data to develop, improve or train general AI or machine-learning models, and we engage the AI services we use on terms that don’t permit them to either.

Where it’s kept. What we keep from it, such as the notes and summaries your team members make, is stored encrypted in our database in Singapore, with the rest of your information. While the work is being done it passes through the services in Who else sees it, some of them overseas. The keys to your Microsoft account are kept in a separate locked store, and AI team members never see them.

Taking it back. Disconnect any time on Your accounts in Personal Ensemble, or in your Microsoft account’s app permissions (your organisation’s IT can remove the app too). Either way, nothing more is read from the account. Disconnecting on Your accounts also deletes the keys we held for it, straight away. What your team members had already kept from it (the notes in your assistant’s notebook, the important documents your assistant kept, the people you deal with, your conversations and the work done) stays with your account like the rest of your information: you can remove notes and kept documents yourself on your assistant’s page, ask our privacy contact to delete the rest, and otherwise it is deleted as How long we keep it says.

7Automated decisions

Australian privacy law requires us to tell you where computer programs make, or substantially help make, decisions that could significantly affect a person’s rights or interests.

Personal Ensemble uses AI to produce work — drafts of posts, emails, plans and similar. It also uses automated rules to decide when a task runs, in what order, and when to stop and ask you.

We do not use automated decision-making to decide anything that significantly affects an individual’s rights or interests. We do not use it to grant or refuse credit, to set prices for individuals, to assess anyone’s eligibility for anything, or to make employment decisions.

Work that leaves your business waits for a person to approve it, unless you have deliberately switched that approval off for a particular job. If we ever change this, we will update this section and tell you before it takes effect.

8Who else sees it

We do not sell personal information, and we do not disclose it for anyone else’s marketing.

We share it with the services that make the platform work:

We also share information with the tools you connect, because that is what connecting them does.

To help when something isn’t working, Personal Ensemble’s support may view a business’s account as one of its people, read only: they see what that person sees, can’t change, send or connect anything, and each visit ends by itself within half an hour. Every visit is logged and shown to the business’s Owners and to that person, on Your accounts under Support visits. A person’s own mail, diary, files and conversations are never shown in a visit unless that person has allowed it there, for 24 hours at a time.

Beyond that, we disclose personal information only where the law requires or permits it, to our professional advisers under confidentiality, or to a buyer as part of a sale of our business — in which case the information stays subject to this policy.

9Information held overseas

We are an Australian company, but the services in the table above are outside Australia: your database and the servers that run the platform are in Singapore, and the others are mainly in the United States. That means your information, and the information of your customers that passes through the platform, is held and handled overseas.

Before engaging a service overseas we take reasonable steps to satisfy ourselves it handles personal information to a standard comparable with the Australian Privacy Principles, and we bind it by contract to do so.

10Keeping it safe

We take reasonable steps to protect personal information from misuse, loss and unauthorised access. In practice:

• information travels encrypted, and is encrypted where it is stored;
• each business’s information is walled off from every other business’s at the database level;
• the keys for your connected tools are kept in a separate locked store, and AI team members never see them;
• access by our staff is limited to those who need it to run the service, improve it or help you. That includes reading conversations with team members, to see where a team member got something wrong, but never the parts that come from your Google account, except as Information from your Google account sets out.

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

11How long we keep it

We keep your information while your account is open and for 90 days after it closes, so an account closed by mistake can be brought back. An Owner closes the business on Your accounts, at any time: the team stops straight away, every tool is disconnected and the keys we held for it are deleted, and billing stops at the end of the current billing period. Before closing, an Owner can download a copy of the business’s information there too.

After the 90 days we delete it or make it permanently anonymous. That step isn’t automatic yet: until it is, our team does it by hand. If you want it done on a particular day, or sooner, email privacy@domic.com.au and we will.

Two exceptions: billing and tax records, which we must keep for seven years; and anything we are required to retain for a legal claim or an investigation, kept only as long as that requires.

You can ask us to delete your information sooner and we will, unless one of those exceptions applies.

12Seeing and correcting your information

You can ask us for a copy of the personal information we hold about you, and to correct anything that is wrong. Most of it you can see and change in the platform yourself.

For anything else, email privacy@domic.com.au. We will respond within 30 days. We may need to verify who you are first. Access is free; if a request is large enough to cost us real time, we will tell you the cost before doing the work.

We can refuse access in the narrow circumstances the Privacy Act allows. If we do, we will tell you why and how to complain about it.

If you are a customer of one of our customers and want your information seen, corrected or removed, contact that business directly. They decide what is held about you; we hold it for them.

13Cookies

We use cookies that are necessary to run the site: keeping you signed in, keeping your session secure, and remembering whether you chose light or dark.

We do not use advertising or cross-site tracking cookies. Your browser can block cookies, but sign-in will stop working if you block the necessary ones.

14Email from us

Service messages — approvals waiting, a connection that broke, a billing notice — are part of the product and cannot be turned off while your account is open.

Marketing email is separate. We only send it if you have opted in, every message has a working unsubscribe link, and unsubscribing takes effect within five working days, as the Spam Act 2003 (Cth) requires.

15If you are unhappy

Tell us first. Email privacy@domic.com.au with what happened. We will acknowledge within five working days and give you an answer within 30 days.

If you are not satisfied with our answer, you can take it to the Office of the Australian Information Commissioner:

Website

oaic.gov.au

Phone

1300 363 992

Post

GPO Box 5288, Sydney NSW 2001

16Changes to this policy

We may update this policy. The date at the top always shows when it last changed. If a change materially affects how we handle your information, we will tell you by email or in the platform before it takes effect.