Privacy Policy

Effective date: 1 May 2026 - Kutamo Pty Ltd, Victoria, Australia

Kutamo Pty Ltd ("Kutamo", "we", "us", or "our") is committed to protecting your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard personal information in accordance with the Privacy Act 1988 (Cth), the Australian Privacy Principles (APPs), and the Privacy and Data Protection Act 2014 (Vic).

1. Who We Are

Kutamo Pty Ltd is registered in Victoria, Australia. We operate the Kutamo platform — a B2B meeting management and governance tool available at kutamo.com. Our contact details for privacy matters are set out in Section 13 below.

2. Information We Collect

We collect personal information in the following categories:

• Account information: name, email address, password (hashed), job title, profile photo.
• Organisation information: company name, logo, billing address, ABN/ACN.
• Usage data: pages visited, features used, meeting activity, login timestamps, IP address, browser and device type.
• Communications: messages you send via the platform, support enquiries, and email correspondence with us.
• Billing information: payment method details (processed and stored by Stripe; we do not store full card numbers).
• Meeting content: agenda items, documents, decisions, polls, action items, and meeting minutes you create or upload within the platform.

We collect this information when you register, use the platform, contact support, or subscribe to our services.

3. How We Use Your Information

We use personal information to:

• Provide, operate, and improve the Kutamo platform.
• Authenticate your identity and secure your account.
• Process payments and manage billing.
• Send transactional communications (account creation, password resets, meeting notifications).
• Send service and product updates where you have opted in, or where permitted by law.
• Respond to support requests and enquiries.
• Detect, investigate, and prevent fraudulent or unauthorised activity.
• Comply with legal obligations and resolve disputes.
• Analyse aggregate, de-identified usage data to improve the platform.

4. Sharing Your Information

We do not sell your personal information. We may share it with trusted third-party service providers who assist us in operating the platform, subject to contractual obligations to protect your data:

• Microsoft Azure: cloud infrastructure and hosting.
• Stripe: payment processing.
• Mailgun / SendGrid: transactional email delivery.
• Twilio: SMS notifications.
• Google Analytics / Microsoft Clarity: anonymised website analytics.
• Slack: internal operational notifications (no customer data shared).

We may also disclose personal information where required by law, court order, or regulatory authority, or to protect the rights, property, or safety of Kutamo, our users, or the public.

Within your organisation, users you invite to the platform may see your name, email address, profile photo, and activity within shared meetings.

5. Data Retention

We retain personal information for as long as your account is active or as needed to provide services. When you close your account, we delete or anonymise your personal data within 90 days, except where we are required to retain it for legal, tax, or regulatory purposes (typically up to 7 years for financial records).

6. Security

We implement industry-standard technical and organisational measures to protect your personal information, including encryption in transit (TLS) and at rest, access controls, multi-factor authentication options, and regular security assessments. No method of transmission over the internet is 100% secure; we cannot guarantee absolute security.

7. Your Rights Under Australian Privacy Law

Under the Australian Privacy Principles, you have the right to:

• Access the personal information we hold about you.
• Correct inaccurate, out-of-date, or incomplete personal information.
• Make a complaint if you believe we have breached the APPs.
• Opt out of direct marketing communications at any time.

To exercise these rights, contact us at [email protected]. We will respond within 30 days. If you are unsatisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC).

8. International Data Transfers

Some of our service providers (including Microsoft Azure and Stripe) may store or process data outside Australia. We take reasonable steps to ensure overseas recipients handle personal information in a manner consistent with the APPs, including through contractual data processing agreements.

9. Cookies and Tracking

We use cookies and similar tracking technologies. Please see our Cookies Policy for full details.

10. Children's Privacy

Kutamo is a business-to-business platform and is not directed at children under 16 years of age. We do not knowingly collect personal information from children.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify registered users of material changes by email or in-app notification. Continued use of the platform after changes take effect constitutes acceptance of the updated policy.

12. Third-Party Links

Our platform may contain links to third-party websites. We are not responsible for the privacy practices of those sites and encourage you to review their policies independently.

13. Contact Us

Privacy Officer
PO Box 7319 Melbourne Victoria, 3004 Australia
Email: [email protected]