Privacy Policy

This Privacy Policy explains how Workbase OS("Workbase OS", "we", "us", "our"), operated by Lyara Pty Ltd, trading as Workbase OS (ABN 88 695 697 119), of Victoria, Australia, handles personal information collected through our website at workbaseos.com(the "Site").

We are committed to protecting your privacy and handling your personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). This policy covers our public website, including the invite-request form and your account sign-in activity. The information you create and manage inside the Workbase OS application is handled under our separate customer agreement with your organisation.

1. The personal information we collect a. Information you give us: When you submit a request through our "Request an invite" form, we collect your name, email address, your organisation name (optional), and any message you choose to include. b. Information collected automatically: When you visit the Site we record limited, largely non-identifying usage information, including the pages you view and the date and time of your visit, the website you came from (referrer), your browser and device type, and the general location (country) associated with your visit. We collect this through our own logging and through a third-party web analytics provider - a privacy-focused service that does not set cookies and does not track you across other websites. We use this information in aggregate to understand how the Site is used and to improve it; we do not use it to identify you personally.

c. Cookies: During our closed beta we use a single functional cookie to remember that a device has entered the correct beta-access password. We do not use advertising or cross-site tracking cookies. You can block or delete cookies in your browser, though the beta gate may then ask for the password again. We do not intentionally collect sensitive information (such as health, racial, political, or religious information) through the Site. Please do not include sensitive information in the message field.

d. Booking and scheduling guests This section applies to you if an organisation that uses Workbase OS sends you a booking or scheduling link (for example, to arrange a meeting), even if you do not have a Workbase OS account.

What we collect: When you open a booking link and respond, we collect the name, email address and timezone you provide, any message or times you send, and the details of the booking you interact with. We do not ask you to create an account, and we do not collect identity documents or payment details for this purpose.

Why we collect it: Your information is used to arrange, confirm and manage the meeting between you and the organiser, and to send you booking-related emails such as the invitation, confirmation and any updates. The organiser may also keep a record of the meeting as a contact in their own Workbase OS account.

Who is responsible: The organisation that sent you the link decides why your information is collected and how it is used for the booking. Workbase OS provides the platform that stores and processes it on that organisation's behalf. If you have questions about how your booking information is used, you can contact that organisation, or contact us and we will help direct your request.

Who we share it with: To deliver this feature we use trusted service providers with existing service providers in order to deliver the service of WorkbaseOS including email delivery, application hosting and database storage (data base storage is encrypted and cannot be accessed by anyone outside your workspace. Some of these providers store or process information on servers outside Australia, including in the United States. We do not sell your information.

How long we keep it, and your choices: We keep booking information for as long as needed to arrange and manage the meeting and to maintain the organiser's record, after which it is deleted or de-identified. You may ask to access or delete the booking information we hold about you at any time by contacting the organisation that invited you, or by contacting us at support@workbaseos.com, and we will action or help route your request.

For guests in the EU or UK: we and the organiser rely on our legitimate interests in arranging the meeting you requested, and on your consent where required, as the basis for processing your information. You may withdraw consent or object at any time using the contacts above.

2. Account sign-in activity If you hold a Workbase OS account and sign in to the application, we record login session activity - including the date and time of each successful sign-in - to keep accounts secure, detect unauthorised or unusual access, and administer the platform. This sign-in activity is accessible to our authorised operators through our internal management console and is used for security and operational purposes only. We record presence/activity status (online, away, focus) to show availability within your workspace.

3. How we use your information We use the information we collect to respond to your invite request and communicate with you about access to Workbase OS; to send transactional emails relevant to your request; to operate, secure, analyse and improve the Site and the platform; and to comply with our legal obligations. We only use your personal information for the purpose it was provided, a directly related purpose you would reasonably expect, or as otherwise permitted by law.

4. Disclosure of your information We do not sell your personal information. We may disclose it to service providers who process information on our behalf, under confidentiality obligations, to help us run the Site and platform. These include providers of website hosting, database hosting and storage, email delivery (our email provider may record delivery and engagement information, such as whether an email was delivered or opened), and privacy-focused website analytics. We may also disclose information to professional advisers, or to regulators and law enforcement, where required or authorised by law.

5. Overseas disclosure Some of our service providers store or process information on servers located outside Australia (for example, in the United States). Where we disclose personal information to overseas recipients, we take reasonable steps to ensure it is handled consistently with the APPs.

6. Storage and security We take reasonable steps to protect your personal information from misuse, interference, loss, and unauthorised access, modification or disclosure, including access controls and encryption in transit. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

7. Retention We keep personal information only as long as needed for the purposes described above or as required by law, after which it is deleted or de-identified.

(8. Accessing and correcting your information You may request access to, deletion, or correction of, the personal information we hold about you by contacting us (see below). We will respond within a reasonable time. There is generally no charge, and we may need to verify your identity first.

9. Complaints If you have a concern about how we have handled your personal information, please contact us using the details below and we will aim to resolve it promptly.

10. Children The Site is intended for businesses and is not directed at children under 16. We do not knowingly collect personal information from children.

11. Changes to this policy We may update this policy from time to time. The current version will always be available on the Site, with the "Last updated" date revised accordingly.

12. Governing law This policy is governed by the laws of Victoria, Australia, and you submit to the non-exclusive jurisdiction of the courts of Victoria.

13. Contact us Lyara Pty Ltd (trading as Workbase OS) Email: support@workbaseos.com