Privacy Policy

1. Information we collect

When a business uses Snap Process, we hold the following on its behalf:

• Business details: name, logo and brand colours.
• User details: name, work email address, access level and job role. Passwords are stored in hashed form only.
• Content: processes, steps, screenshots, links and related material entered by the business.
• Records: process sign-offs (who completed a process and when), and usage of the hub (which processes were viewed and what was searched), shown to the business’s administrators.

We do not use advertising trackers or third-party analytics on the platform.

2. Where information is stored

All information is stored and processed in Australia, in data centres located in Sydney. Backups are kept in Australia.

3. How information is used

Information is used only to provide the Snap Process service to the business that entered it: to show processes to its staff, to keep its records, and to support and maintain the platform.

We do not sell, rent or share information with third parties, and we do not use it for marketing. Digital Learning Lab staff access customer content only to operate the platform or to provide support when asked.

4. Document import

Snap Process includes an optional feature that converts an uploaded Word or PDF document into a draft process. When an administrator uses this feature, the content of that document is sent to Anthropic’s Claude API for processing and the result is returned to the platform. The document content is used for that request only and is not retained by us elsewhere. Anthropic processes it under its commercial API terms, which do not permit the content to be used to train AI models, and may process it outside Australia for the duration of the request.

This is the only feature that transmits customer content outside the platform. Administrators can disable it at any time under Settings, after which the feature is unavailable to all users of that business.

5. Access and security

Each business’s information is kept separate and is accessible only to users its administrators have added. Information is encrypted in transit and at rest. Access controls are enforced at the database level.

6. Retention and deletion

Information is retained for as long as the business remains a customer. On request, or when the service ends, we will provide an export of the business’s processes and users and delete the information we hold within 30 days. A business may also request a copy or correction of the information held about it at any time.

7. Email

The platform sends email only where an administrator has turned on a notification, such as a reminder to a process owner that a review is due. We do not send marketing email.

8. Changes to this policy

We may update this policy from time to time. The date at the top shows when it was last changed. Material changes will be communicated to each business’s administrators.

9. Contact

Questions about this policy or about information we hold can be sent to emrah@digitallearninglab.com.au.