Privacy Policy

Version 1.1 · Effective: 3 August 2026

Rubbs' Creations Pty. Ltd. (ACN 619 572 244), trading as "Traceably" ("we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our platform, website, and services (collectively, "Services"). By using our Services, you agree to the collection and use of information in accordance with this Privacy Policy and applicable privacy laws.

Our role. For the content you and your colleagues create in a workspace — journey maps, cards, lists, documents you upload — your organisation decides what is collected and why, and we handle it on your organisation's instructions. For your account, billing and usage information, we decide the purpose ourselves and this Policy governs it directly. If your organisation holds an agreement with us, that agreement prevails over this Policy where the two differ.

We collect the following types of information:

  • Account details (e.g., name, email, password)
  • Payment and billing information
  • Content you create or upload within our platform, including journey maps, cards, lists and documents and images you upload to the AI Assistant
  • Communications with us, including customer support inquiries
  • Usage data (e.g., interactions with our platform, features used)
  • AI usage data, including the number of AI Credits consumed by each user account. Your organisation's administrators can see how much each member has used, and can set limits per member
  • Device and browser information
  • IP address and location data (where applicable)
  • Cookies and tracking technologies
  • If you connect third-party services (currently Azure DevOps), we may receive limited data as permitted by those services.

You may include information in the content you create or upload that we did not request and do not require — for example, personal information about other people contained in a document you upload to the AI Assistant. We do not review that content, and it is processed as part of providing the Services. We apply the same security and privacy protections to it as to the information we do ask for. You are responsible for having the right to provide it. See section 6 for how to have content removed.

We use your information to:

  • Provide, maintain, and improve our Services
  • Provide the AI features described in section 4
  • Process transactions and manage accounts
  • Enhance user experience and personalise content
  • Send you service messages about your account, and — where you have not opted out — product updates, newsletters and other marketing communications. Every marketing email carries an unsubscribe link, and you can opt out at any time without affecting your use of the Services
  • Respond to inquiries and provide customer support
  • Detect and prevent fraudulent activity or security threats
  • Comply with legal and regulatory obligations

We do not sell your personal information, and we do not share it with third parties for their own marketing. We may share your information in the following cases:

  • Service Providers: We may share information with trusted third-party vendors who assist in operating our Services (e.g., hosting, payment processing, analytics, and the AI model providers described in section 4). These vendors may use your information only to provide services to us. For more information, you can visit trust.traceably.io.
  • Compliance & Legal Requirements: If required by law or necessary to protect rights, safety, or security.
  • International Data Transfers: Some of our service providers operate outside Australia. Where we transfer your information to another jurisdiction, we take reasonable steps to ensure it is handled consistently with this Policy and with Australian Privacy Principle 8. AI processing is an exception, and takes place in Australia — see section 4.
  • Business Transfers: In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction.

Our Services include an AI Assistant.

What is processed. When you use the Assistant, your messages, the workspace content relevant to your request, and the contents of any document or image you upload are sent to our AI model provider to generate a response. All AI processing takes place in Australia.

Documents you upload. The file is stored in the workspace you uploaded it to and listed there under Files, and its contents are indexed so the Assistant can search them when answering your questions. Uploads are visible to other members of that workspace and are never shared between workspaces.

Training. We do not currently use your content to train AI models, and our AI model provider does not use it to train theirs. If we introduce training on your content, Pro and Team plans will be included by default and may opt out, and Enterprise plans will be excluded unless the organisation opts in. We will tell you before any such change takes effect.

Feedback. When you rate an AI response, that feedback and the conversation it relates to are used to improve our Services, including to train AI models, and may be reviewed by Traceably staff and by automated systems. This applies on every plan. Feedback is voluntary — if you would rather a conversation was not reviewed, do not rate it.

Human oversight. The Assistant produces drafts for you to review. It does not make decisions that produce legal or similarly significant effects about you.

Turning it off. AI can be disabled for an organisation, a workspace, a role or an individual user. Speak to your organisation's administrator.

For more information, you can visit trust.traceably.io.

We implement industry-standard security measures to protect your information. However, no method of transmission over the internet is 100% secure. You are responsible for maintaining the confidentiality of your account credentials.

Further detail on our security practices and compliance posture is available at trust.traceably.io.

We retain your personal data as long as necessary to provide our Services or as required by law. If you request for us to delete your account, some data may be retained for compliance, security, and legal purposes.

Documents you upload to the AI Assistant, and the contents extracted from them, are retained until you ask us to delete them, or until your account is closed. Conversations with the AI Assistant are retained on the same basis. To request deletion, send a written request to support@traceably.io.

Backups. We keep automated backups of our production databases so that data can be recovered after a failure. When we delete information at your request, it is removed from our live systems promptly, but copies may remain in backups until those backups age out on their ordinary schedule. Backups are protected to the same standard as live data, and information restored from a backup is re-deleted.

7. Your Rights & Choices

Depending on your location and applicable laws, you may have the right to:

  • Be informed about the collection and use of your personal information at the time we collect it
  • Access the personal information we hold about you, and ask us to explain how we collected it, what we do with it, and who we share it with
  • Correct information that is inaccurate, out of date or incomplete
  • Request deletion of your information. We will action an erasure request within 30 days. If we cannot action all of it, we will tell you which parts and why
  • Object to or restrict processing of your information
  • Withdraw consent where our processing relies on it
  • Request data portability, so your information can be transferred to another service
  • Lodge a complaint with us, or with a relevant data protection authority. In Australia that is the Office of the Australian Information Commissioner (OAIC)

These rights are subject to the applicable privacy laws and to our legal and regulatory obligations, which in some cases require us to retain information. Where we cannot fully action a request, we will tell you the reason.

To exercise your rights, contact us using the details in section 12.

Our Services are not directed at children. You must be at least 16 years old to use our Services, and we do not knowingly collect personal information from anyone under that age. If you believe a child has provided us with personal information, contact us and we will delete it.

9. Cookies & Tracking Technologies

We use cookies and similar tracking technologies to enhance user experience and analyse usage patterns, including:

  • Google Analytics, to understand how our Services are used
  • Google reCAPTCHA, on our sign-up and invitation pages, to distinguish real users from automated abuse. reCAPTCHA collects information including your IP address and interaction signals, and is subject to Google's privacy policy and terms

You can manage your cookie preferences through your browser settings.

Our Services may contain links to third-party websites or services that are not owned or controlled by us. We are not responsible for the privacy practices, content, or security of these third-party sites. We encourage you to review the privacy policies and terms of service of any third-party websites before engaging with them.

We may update this Privacy Policy from time to time to reflect changes in our practices or legal obligations. We will notify users of material changes through email or a notice on our website. Changes will be posted on this page with an updated effective date. Your continued use of our Services after changes constitutes acceptance of the revised policy.

If you have any questions about this Privacy Policy or how we handle your data, or to make a privacy request or complaint, contact us at:

If you are not satisfied with our response to a privacy complaint, you may refer the matter to the Office of the Australian Information Commissioner at oaic.gov.au.