Privacy Policy

This policy explains how Orixian Solutions Pty Ltd (ABN 40 627 250 186), the Australian company that makes and runs Stable Baseline, handles personal information. In this policy, "we", "us" and "our" mean Orixian Solutions Pty Ltd.

It covers Stable Baseline, including our apps, command line tools, API and MCP server, and our website. It explains what we collect and why, who we share it with, where it's kept, how long we keep it, and how you can see, correct or delete it. We aim to handle personal information in line with the Australian Privacy Principles.

It works together with our Terms of Service, our Trust Centre and our Subprocessor list.

Information in an organisation's workspace

When you use Stable Baseline for an organisation, such as your employer, that organisation controls the content in its workspace and decides how Stable Baseline is set up for it. We handle that content for the organisation, under our Terms of Service and any Data Processing Addendum we have with it.

If your information is in an organisation's workspace, for example because you filled in its form or emailed someone there, that organisation decides how it's used. Please contact it first. We'll help it respond.

Age

You must be at least 18 to use Stable Baseline, and we don't knowingly collect personal information from children. If we learn that we have, we'll delete it.

We collect personal information when you give it to us, when you use Stable Baseline, and from the people and services you work with. We collect only what we need for the purposes in How we use it.

Your account

• Your name, work email address, organisation and role, your sign-in details, and your settings and preferences.
• Your profile picture, if you add one. The people you work with see it, and anyone who has its link can open it.
• A record of the terms you accepted. When you accept our Terms of Service, we keep a record of the email address you used, the time, and the terms you accepted.

Your content

Your content is everything you and your people put into Stable Baseline: documents, diagrams, whiteboards and decks, plans, risks and improvements, databases and their records, dashboards, forms and their answers, and the files you upload. It also includes what Orbit, agents and other AI features make for you, your conversations with them, and meeting transcripts if your organisation uses Meeting Scribe.

Your content can include personal information about other people, such as a name in a document or the details in a record. Your organisation decides what goes in.

Records of what happens

We keep records of the actions taken by you, your teammates, agents and connected tools, so your organisation can see what happened and when. Examples are the history of each database record, an activity log for each connector, and the steps an agent took in each job.

Usage information

We collect information about how Stable Baseline is used. Examples are the number of people, storage, requests, credits and AI work used, how long jobs run, errors and performance. We use it to work out your plan, fees and any overages, to run and secure the service, to find abuse and to plan capacity. It's linked to your organisation and to the person involved.

Usage records can include a short description of each piece of work, which may include a few words from your content. They don't include your passwords, keys or tokens.

Like most online services, we also log technical details of each request, such as the time, and the internet address and browser it came from.

Billing

Your plan, billing contact and address, invoices, credits and payment status. Payments are handled by our payment processor: your full card details go straight to it and never reach our systems.

Support, feedback and surveys

When you contact us for help, we keep your messages and what we need to help you.

When you send feedback or answer a survey in the app, we record who sent it (your account, and so your name, email address and organisation), your role and plan, the page you were on (its address, and the ids of the items on it), the app's version, your browser and system, and your window size, language and time zone. We use these to understand what you tell us and to follow up. Feedback is never anonymous.

Our website

When you use our contact form, we collect your name, email address, company and message. A security check on the form stops automated spam. We also count visits to our pages, as Cookies and your browser explains.

From other people and services

• Someone in your organisation may give us your name and email address to invite you.
• If your organisation uses single sign-on, its sign-in service gives us your name and email address when you sign in.
• If you connect a service, such as your email, we receive what it gives us, as Agents and connected services explains.
• Our payment processor tells us whether a payment worked.

We use personal information to:

• provide Stable Baseline and the features you and your organisation choose to use;
• run Orbit, agents and other AI features on your instructions;
• work out your plan, fees, credits and any overages, and bill you;
• keep the service secure and available, and find and stop fraud, abuse and attacks;
• show your organisation an accurate record of what happened in its workspace;
• answer your questions and support you;
• send you the emails described in Emails we send;
• learn from your feedback;
• improve Stable Baseline, using usage information combined so that it doesn't identify anyone; and
• meet our legal obligations, such as keeping tax records.

We don't:

• use your content to train AI models, ours or anyone else's;
• sell personal information, or use it for advertising; or
• share your content with anyone, except as Who we share it with explains.

We use personal information for another purpose only if it's related to these purposes and you'd reasonably expect it, if you agree, or if the law allows or requires it.

When you use Orbit, an agent or another AI feature, we send the AI model what that piece of work needs: your instructions and the relevant content. Orbit answers only from what you can open.

Your content is never used to train AI models, ours or anyone else's.

Our AI, including Orbit, agents, the AI that works on documents and diagrams, and the company brain (Enterprise), processes your content and runs its models in Australia.

Pictures you make or change with our AI are processed outside Australia.

Your own AI

Your organisation can connect its own AI provider account and choose which AI work runs on it. That work is handled by your organisation's provider, under its own terms and privacy policy, which decide what the provider may do with what it receives. Content sent to it leaves our systems, and your organisation is responsible for making sure that's lawful, including any notices, consents and disclosure overseas.

We store your organisation's key encrypted and use it only for your organisation's requests. We log each call to the provider with counts only, such as how much was used, and delete each entry after 90 days. Daily totals are kept for 400 days, and some calls also appear in our usage records. Your organisation can remove the key at any time.

If your provider can't do a piece of work, that work stops. We don't send it to our own AI instead.

Stable Baseline's own AI comes with the paid plans. On them, some features always use it, and so does any AI feature your organisation hasn't assigned to its provider. On the Free plan, Orbit, agents and the other AI features run only on your organisation's own AI provider account.

Agents are AI workers your organisation sets up. Each one works with the access your organisation gives it: what it may open, which services it may use, and when it must ask for approval. A job someone starts is limited to what that person could do themselves.

We keep a record of each agent's work, including its conversations and the steps it took, so your organisation can see, check and undo what it did.

Connecting your email

Your organisation can connect other services so its agents can work in them, starting with work email accounts.

When you connect a mailbox, you give us your permission, for you and your organisation, to read its messages and details, to use AI to read, sort, summarise and act on them, and to create or change drafts, labels and other items as far as your settings and approvals allow. Our Terms of Service set this out in full. We act for your organisation when we do this, only to provide the features it uses, and never for advertising or to train AI models.

Your organisation is responsible for having the right to connect each account, and for telling the people whose messages are in it anything the law requires.

What an agent reads and keeps

When a message arrives, your organisation's duties check it against their filters first, without any AI. If it matches, an AI model reads the message's new text and up to 4 pictures in it. Other attachments are only listed. Duties that send replies on their own read only the message in front of them and their notes on the conversation. Duties that draft replies, or ask for approval before sending, can also search the mailbox.

We keep what agents need to do the work and to show what they did:

• a record of each message that arrives (who sent it, who it went to and its subject), for 7 days;
• copies of attachments, for up to 30 days;
• messages waiting to be sent, with their draft text, for 30 days;
• the full record of each job, including what the agent read, the results of each step and its exchange with the AI model: for 14 days when a duty ran the job, and 120 days when a person started it; and
• notes on each conversation, an activity log for the connector, and the drafts, records and documents agents make, which are your organisation's content.

Sign-in details

When you connect a service, it gives us a sign-in token, so the connector can reach it without your password. We store tokens encrypted and use them only to run your connectors. They're never part of usage information.

Disconnecting

Your organisation's owner or an admin can disconnect a service at any time in Stable Baseline. The connector stops, and we delete the sign-in tokens we hold straight away. We also ask the service to cancel our access where it offers a way to do that, but not every service does, so remove our access in the service's own account settings too, where it lists the apps that can reach your account. Your email service's administrator can remove it there for everyone in your organisation.

What agents made from the mail, such as drafts, notes, records and documents, is your organisation's content. It stays until your organisation deletes it, and goes when your organisation is deleted, as Keeping and deleting information explains. Drafts and changes made in the mailbox stay there, under the email service's own rules.

If you email an organisation that uses an agent

Its agent may read your message and help reply. The organisation decides how its agents work and is responsible for them, so please ask it how it handles your message.

Forms

Your organisation can publish a form for its team, or for anyone with the link. If you fill one in, your answers go to the organisation that published it. Each answer becomes a record in its database, and can start one of its agents' duties. That organisation decides what the form asks and what happens to the answers, so please ask it about them.

Sharing

If someone shares content outside their organisation, the people it's shared with can see it.

Meetings

If your organisation uses Meeting Scribe, it joins the meetings it's sent to. It keeps the meeting's link and who took part, makes a transcript of who said what, keeps the meeting chat, and can turn the discussion into notes and visuals on a whiteboard. All of this is your organisation's content and belongs to that whiteboard: it's kept as long as the board, and deleting the board deletes it.

The meeting bot deletes its own copy within 30 minutes of the meeting ending, or within 6 hours if it gets stuck.

Your organisation is responsible for telling the people in the meeting and getting any consent the law requires.

Enterprise organisations can use the company brain. It reads the documents, diagrams, plans, risks and database records your organisation includes, so Orbit and agents can answer from them. Database records are read live and never copied into it. It never reads your connected mailboxes.

It shows each person only what they may open. Your organisation chooses what it includes, and can take things out.

To answer well, it keeps passages of text from what it has read, and an index of the people, topics and links it finds. They're part of your organisation's content, and are deleted with it.

What it finds and writes down are AI estimates made from your organisation's content, and they can be wrong, including about people. Your organisation checks them and can correct them. To ask for a correction to information about you, see Your choices and rights. Our Terms of Service say more.

We share personal information only:

• with the suppliers that help us run Stable Baseline, for hosting, storage and processing, delivery and security, payments, email and AI. They may use it only to provide their services to us, and they're bound by contract to keep it confidential and secure. Our Subprocessor list names them;
• with your organisation. Its owners and admins manage your account within it, and can see the records of what you did in its workspace;
• with the people and services you or your organisation choose, such as the people you share content with, the services you connect, and your organisation's own AI provider;
• with our professional advisers, such as lawyers and accountants, who must keep it confidential;
• with a company buying or merging with all or part of our business, which must keep it confidential. We'll tell you if your information passes to a new owner; and
• when the law requires it.

If an authority asks us for your organisation's content, we check that the request is lawful, share only what the law requires, and tell your organisation promptly where the law allows.

We don't sell personal information, and we don't share it for advertising.

Your content is stored in Australia, except for the copies live editing keeps (below).

Pictures you make or change with our AI are processed outside Australia. The rest of our AI, including the company brain, processes your content and runs its models in Australia.

Our website and the app reach you through a global delivery network, which passes your requests along without keeping your content.

Live editing

While people edit together, the session runs in a live editing room. Rooms opened from the date this policy takes effect are placed in the Oceania region where possible, and encrypted with a key our hosting provider never holds. While the document or whiteboard exists, its room may keep an encrypted copy of it. When you delete the document or whiteboard, or withdraw your own key, that key is deleted, and any copy left can no longer be read. Our provider may keep deleted data for up to 30 days, but it stays unreadable. Rooms opened before that date stay where they were first opened, without that encryption. A room's id and times aren't encrypted.

Disclosure outside Australia

Some of our suppliers handle some personal information outside Australia:

• our payment processor, in the United States and the European Union: billing contact details and payment status;
• our email provider, in Japan and the United States: your email address and the emails we send you;
• our delivery network, worldwide: your requests as they pass through, without keeping your content;
• the AI service that makes pictures, in any country where it has a data centre, because it picks the place for each request: the picture request; and
• the AI service that edits pictures, in the European Union and other countries where it processes: the picture and your request.

We choose them carefully, and they're bound by contract to protect it. Our Subprocessor list names each of them and where it works.

If your organisation uses its own AI provider or connects other services, information sent to them is handled wherever those providers operate, under your organisation's agreements with them.

If your organisation is in the European Union, the United Kingdom or Switzerland, our Data Processing Addendum includes the standard contractual clauses those laws require for sending personal information to Australia.

We protect personal information with technical and organisational measures, described in our Trust Centre. They include encryption in transit and at rest, access controls at every layer that keep each organisation's data separate, multi-factor sign-in, and limits on which of our people can reach your data.

Sign-in tokens, keys and other secrets are stored encrypted. Only named people in our company who need it to run and support the service can reach your data.

No system is perfectly secure. If something goes wrong, this is what we do.

If we confirm a security incident that affects your content, we'll tell your organisation without undue delay, and within 48 hours of confirming it, or sooner if your Enterprise agreement says so.

If a data breach is likely to cause serious harm to anyone, we'll take reasonable steps to tell the people affected and, where the law requires it, the Office of the Australian Information Commissioner. We'll also help your organisation with any notices it must give.

If you find a security problem, please report it to security@stablebaseline.io.

Links that work without signing in

Most of what you keep in Stable Baseline can be opened only by signing in. These can be opened by anyone who has the link:

• your profile picture;
• your organisation's logo, as it appears in emails;
• files that Orbit or other tools export for you, for one hour;
• PDF and Word exports, through a link that works for 24 hours;
• your brand's fonts, through a link that works for 30 days; and
• the link Meeting Scribe uses to present in a meeting, until 60 minutes after the meeting ends.

Anyone you pass such a link to can open it until it stops working.

These options are for Enterprise customers, by agreement.

Dedicated database

By agreement, we run a dedicated database for your organisation: your organisation's data and files in a database of its own, in Australia, reachable only through a private network. Sign-in, the app's services, AI and live editing stay on our shared service.

Your own encryption key

By agreement, you can add your own encryption key, kept in your own account with your key service provider. On our shared service, it protects your connector sign-ins. On a dedicated database, it encrypts the whole database, its files and its backups.

If you withdraw our access, or the key is disabled, deleted, expired or can't be reached, we lock your organisation within minutes. Nothing is lost unless the key is deleted for good. If it is, the data it protects and its backups are lost for good.

When your agreement ends, we'll give you time to export your data, then delete the database and its backups.

• Account and security emails always go, because you need them to use Stable Baseline safely. They include confirming your email address, resetting your password, security alerts, invitations, and notices about your plan, billing, our terms and this policy.
• Approval requests and duty alerts go straight to the people concerned, for example when an agent asks someone to approve its work, or a duty needs attention.
• A welcome email when you join, to help you get started.
• Notification emails about things that happen in Stable Baseline, such as when someone mentions you or something you asked for is ready. You choose which kinds you get in your settings, and each one has a one-click unsubscribe link that works without signing in.
• News and tips are our marketing emails, and they only go to people who opt in. When you set up your account, there's a box to tick for them beside the one for our terms, and it starts unticked. If you never chose, you don't get them. Each one has a one-click unsubscribe link, and you can also stop them in your settings.

Emails an agent sends for your organisation come from your organisation's own mailbox, not from us.

We use cookies and similar storage in your browser only for what Stable Baseline and our website need to work: to sign you in and keep you signed in, to remember your settings, such as light or dark, and to protect the service from bots and attacks.

We don't use advertising cookies, and we don't let advertisers track you on our website or in the app.

Our website uses privacy-friendly, cookieless analytics to count visits to its pages. The app has no analytics of its own.

You can block or delete cookies in your browser, but then you won't be able to sign in.

Some decisions that can affect you are made, or helped along, by computer programs. This section explains which ones, and what information they use.

We don't use AI to make decisions about you.

Protecting the service

Our systems look for use that breaks our Terms of Service or puts the service at risk, such as swarms of bots, attacks, and use far over our limits. They use usage information and the technical details of requests: who made each request, when, from which internet address, and what happened.

Decisions our systems make on their own: our limits refuse or queue work that goes over them, and a connector that keeps failing pauses itself. Agents and duties aren't paused this way: a duty is marked as needing attention after 3 failed runs.

Decisions our people make with our systems' help: whether to suspend or close an account. Our systems never do this on their own. Our people decide, often prompted by what our systems find.

Our payment processor also checks payments automatically, and may decline one that looks fraudulent.

If you think we've got it wrong, email support@stablebaseline.io. We'll review it and reply. If we made a mistake, we'll restore access and refund what you paid for the time you couldn't use Stable Baseline.

Agents that organisations set up

Organisations can set up agents that read and act on email, form answers and records, including information about people outside the organisation, such as someone who emails it. An agent can sort and summarise messages, draft replies, update records and start other work, within the access and approvals its organisation sets. To do this, it uses the message or record in front of it (who sent it, who received it, what it says and what's attached), its notes on the conversation, the documents and records its organisation lets it read and, unless it sends replies on its own, other messages in the mailbox.

By default, an agent sends an email only after someone approves that exact message. An organisation can choose to let its agents act without asking.

These agents act for the organisation that set them up. That organisation decides what they do, is responsible for what they decide, and must tell you about it as the law requires. Our Terms of Service don't allow anyone to use agents or other AI features to make a decision with a legal or similarly significant effect on a person, such as about their job, credit, housing or insurance, unless a person reviews it properly and makes the final decision.

If an organisation's agent has made a decision about you, please contact that organisation. If you contact us, we'll pass your message on and help it respond.

We keep personal information only as long as we need it for the purposes in this policy, or as long as the law requires. In particular:

• Your content is kept while your organisation's account is active. When content is deleted, it's removed, with every copy, within 30 days.
• Your account: you can delete it in your settings. We wait 14 days in case you change your mind, and you can cancel during that time. Then we delete it, with any organisation you're the only member of, and every copy is gone within 30 days. If you're the only owner of an organisation that has other members, hand it to someone else or delete it first.
• When our agreement with your organisation ends, other than by you closing your account yourself, your organisation has 90 days to export its content. Then we delete it, and every copy is gone within 30 days.
• The history of database records is part of your organisation's content, and is deleted with it.
• Mail an agent works with: message records for 7 days, attachment copies and messages waiting to be sent for up to 30 days, and job records for 14 days (jobs a duty runs) or 120 days (jobs a person starts), as Agents and connected services explains.
• Meeting Scribe's notes and transcripts are kept as long as the whiteboard they belong to. The meeting bot's own copy is deleted within 30 minutes of the meeting ending.
• Live editing rooms may keep an encrypted copy while the document or whiteboard exists. Deleting it deletes the key, so any copy left can no longer be read.
• Audit logs record who did what, including names, email addresses, and the values before and after each change. They're kept for up to 12 months, then deleted. If an organisation is deleted, its audit logs are kept for up to 12 months after that, for security and legal reasons, then deleted.
• Service and diagnostic logs are kept for about 30 days.
• Temporary copies made while we process your content, for example to convert a file, are deleted within hours.
• Your own AI's call log keeps each entry for 90 days, and daily totals for 400 days.
• Usage information and billing records are kept as long as we need them to bill your organisation, answer questions about fees and meet tax laws.
• Records of the terms you accepted are kept while your account exists, and after that only as long as we need them to show what was agreed, resolve disputes, enforce our agreements or meet our legal obligations. Then we delete them.

You can see and change most of your information yourself in Stable Baseline: your profile, your settings, your content, and which notification emails you get. You can export your documents, diagrams, plans, improvements and other content at any time.

You can also ask us for a copy of the personal information we hold about you, or ask us to correct it. Email support@stablebaseline.io. We'll check it's you, then reply within 30 days. There's no charge. If we can't do what you ask, we'll tell you why in writing, and how to complain.

If your information is in an organisation's workspace, that organisation controls it, so please ask it first. If you contact us, we'll pass your request on and help it respond.

You don't have to give us your name to ask a general question, but we need your name and email address to give you an account.

Complaints

If you have a concern about how we've handled your personal information, tell us first at support@stablebaseline.io. We'll look into it and reply. If you're not happy with our answer, you may be able to complain to the Office of the Australian Information Commissioner at oaic.gov.au.

In the European Union or the United Kingdom

In the words of those laws, your organisation is the controller of the content in its workspace, and we're its processor. We're the controller of your account, billing, usage and support information, and of what we collect on our website.

If European Union or United Kingdom data protection law applies to you, you can also ask us to delete your information, object to how we use it, ask us to limit it, and ask for a copy in a form you can take elsewhere. We use your information to provide the service you or your organisation signed up for, for our legitimate interests in running and protecting it, and to meet the law. For news and tips, we rely on your consent, which you can withdraw at any time. You can also complain to the data protection authority where you live.

In the United States

We don't sell personal information, or share it for targeted advertising, as US state privacy laws use those words. If you live in a US state whose law gives you privacy rights, email support@stablebaseline.io to use them. We won't treat you differently for using them.

We may update this policy as Stable Baseline changes. The current policy is always at stablebaseline.io/privacy. If you'd like a copy of an earlier version, email support@stablebaseline.io.

We'll tell you about material changes by email, before they take effect where we can. The date at the top of this page shows when this version took effect.

Privacy questions, requests and complaints: our Privacy Officer, at support@stablebaseline.io, or by post to Privacy Officer, Orixian Solutions Pty Ltd, Melbourne VIC 3149, Australia. Security reports: security@stablebaseline.io.

Orixian Solutions Pty Ltd (ABN 40 627 250 186), Melbourne VIC 3149, Australia.