Privacy Policy

1. Who we are

MineGuard AI provides specialist AI-enabled safety and operational risk software for mining, resources, heavy industry, and other high-consequence work environments. Our tools assist organisations to investigate incidents, review safety and health management system documents, strengthen critical controls, and generate defensible, evidence-anchored outputs.

For the purposes of this policy, "MineGuard AI", "we", "us" or "our" means MineGuard Solutions Pty Ltd trading as MineGuard AI.

Where we provide software or services to an organisation, that organisation is usually responsible for deciding what information is uploaded, processed, reviewed, retained, exported, or deleted in the platform. In those cases, MineGuard AI generally acts as a service provider handling information on behalf of that customer.

2. Personal information we collect

The types of personal information we collect depend on how you interact with us.

2.1 Website, sales, demo, and general enquiries

We may collect: name; work email address; phone number; employer, role, industry, and location; information you provide in forms, emails, meetings, demo requests, webinars, surveys, or support requests; communication preferences; marketing engagement information; and technical information about your visit to our website.

2.2 Product users and customer administrators

When an organisation uses MineGuard AI, we may collect: user name, work email address, employer, role, site, department, and permission level; login, authentication, session, and security metadata; product usage information; support tickets and correspondence; and configuration settings, customer preferences, and user permissions.

2.3 Client data, uploaded evidence, and safety information

Our products may process information uploaded or provided by customers, including incident reports, witness statements, investigation notes, photographs, videos, audio, diagrams, maps, logs, reports, procedures, standards, risk registers, and other operational documents. Because our software is used in safety-critical workflows, customer-uploaded information may contain sensitive information. Customers are responsible for ensuring they have authority to upload and process such information through MineGuard AI.

3. Sensitive information

"Sensitive information" may include information about health, injury, medical treatment, biometrics, union membership, racial or ethnic origin, criminal records, or other categories protected under privacy law.

We only collect or process sensitive information where it is provided by you or by a customer using our services; it is reasonably necessary for the relevant service; the customer or individual has provided the required consent or authority; or collection or processing is otherwise permitted or required by law.

MineGuard AI does not require customers to upload unnecessary personal or sensitive information. Customers should minimise, redact, de-identify, or restrict access to sensitive information where appropriate.

4. How we collect personal information

We may collect personal information directly from you through forms, demo requests, and product use; from your employer or the organisation that provides you access; through uploaded files, evidence, and product activity; automatically through website cookies and analytics; from integrated systems configured by a customer; from authorised partners or implementation providers; and from public or professional sources.

5. Why we collect, use, and process personal information

We collect, use, and process personal information for purposes including providing and improving our software and services; creating and managing user accounts; delivering product demonstrations, pilots, subscriptions, and support; processing customer-uploaded documents and generating AI-assisted outputs; maintaining audit logging and governance records; communicating with customers about services; monitoring and improving security; and meeting legal, regulatory, and compliance obligations.

6. AI-assisted processing and client data

MineGuard AI uses artificial intelligence to assist with structured safety and risk workflows. AI is used to support users by organising evidence, generating drafts, identifying gaps, improving consistency, and producing evidence-anchored outputs.

MineGuard AI is designed around human accountability. AI-generated outputs are draft or assistive outputs and must be reviewed, validated, edited, approved, or rejected by authorised human users.

6.1 No training on client data

MineGuard AI does not use customer-uploaded documents, investigation evidence, prompts, outputs, or other client data to train public AI models or third-party foundation models.

6.2 Evidence traceability and audit trails

Depending on the product and customer configuration, MineGuard AI may retain prompts, uploaded files, generated outputs, user edits, review decisions, approvals, timestamps, and audit logs to support traceability, governance, and defensibility.

6.3 Customer control

Customers determine what information is uploaded, who has access, what outputs are approved, and how long information is retained, subject to the applicable customer agreement and legal obligations.

7. When we disclose personal information

We may disclose personal information to the customer organisation that manages your access; authorised users within that customer environment; MineGuard AI personnel and support providers; approved technology, hosting, and infrastructure providers; implementation partners or resellers; regulators, law enforcement, or courts where required or permitted by law; and prospective purchasers or advisors in connection with a business transaction.

We do not sell personal information.

8. Overseas disclosure and data residency

MineGuard AI is based in Australia and may use service providers or infrastructure located in Australia or overseas, including jurisdictions such as Australia, Singapore, the United States, or the European Union. Where personal information is disclosed to overseas recipients, MineGuard AI takes reasonable steps to ensure it is handled consistently with applicable privacy obligations.

Some customers may require specific data residency or restricted subprocessor arrangements. These requirements should be addressed in the relevant customer agreement or security schedule.

9. Security

MineGuard AI uses technical, organisational, and operational safeguards designed to protect information from misuse, interference, loss, and unauthorised access. Depending on the product and deployment model, safeguards may include encryption in transit and at rest; role-based access controls; tenant-level data separation; audit logging and activity monitoring; least-privilege access practices; and secure development practices.

No system is completely secure. Customers and users must also take reasonable steps to protect their accounts, credentials, and devices.

10. Retention and deletion

We retain personal information only for as long as reasonably necessary for the purposes described in this policy, unless a longer retention period is required or permitted by law, contract, audit, or regulatory obligations. Customers may request deletion or return of client data in accordance with their agreement with MineGuard AI.

11. Cookies and website analytics

Our website may use cookies, pixels, analytics tools, and similar technologies to operate the website, understand website traffic, improve content and user experience, and protect the website from misuse. You can manage cookies through your browser settings. Blocking cookies may affect website functionality.

12. Marketing communications

We may use business contact information to send updates about MineGuard AI products, webinars, events, and insights. You can opt out of marketing communications at any time by using the unsubscribe link in the communication or contacting us.

13. Access, correction, and privacy rights

You may request access to, or correction of, personal information we hold about you, subject to legal and security limitations. Depending on your location, you may also have rights to request deletion, restriction, portability, objection to processing, or complaint to a privacy regulator. We may need to verify your identity before responding to a request.

14. Customer responsibilities

Customers using MineGuard AI are responsible for ensuring they have a lawful basis to upload and process personal information; informing workers and individuals where their information may be processed; configuring appropriate user access and retention settings; reviewing and validating AI-generated outputs before use; and complying with workplace, privacy, employment, health and safety, and regulatory obligations.

15. Children and minors

MineGuard AI products and services are intended for business and professional use and are not directed to children or minors. We do not knowingly collect personal information from children through our website for marketing or account creation purposes.

16. Data breaches

If we become aware of a suspected or actual data breach involving personal information, we will assess the matter and take appropriate steps to contain, investigate, remediate, and notify affected parties where required by law or contract. Customers must promptly notify MineGuard AI if they become aware of unauthorised access or any security or privacy issue involving their MineGuard AI environment.

17. Links to third-party websites

Our website or services may contain links to third-party websites or services. We are not responsible for the privacy practices, security, or content of third parties. You should review the relevant third-party privacy policy before providing information to them.

18. Changes to this policy

We may update this Privacy Policy from time to time. The updated version will be posted on our website with a revised "Last updated" date. Where required by law or contract, we will provide additional notice of material changes.

19. Contact us

Privacy Officer
MineGuard Solutions Pty Ltd trading as MineGuard AI
Email: contact@mineguard-ai.com
Location: Brisbane, Queensland, Australia

If you make a privacy complaint, we will acknowledge and respond within a reasonable period. If you are not satisfied with our response, you may have the right to contact the Office of the Australian Information Commissioner or another applicable privacy regulator.