Privacy Policy

1. Who we are

Principal Approval Desk ("we", "us") operates Principal Approval Desk, a decision and approval workspace for private offices, available at principalapprovaldesk.com. This policy explains what personal information we collect, why, and the choices available to you.

2. Information we collect

  • Account information — your name, email address and password (stored only as a cryptographic hash).
  • Workspace content — decision requests, comments, documents and settings created by your organisation. Your organisation controls this content; we process it to provide the service.
  • Usage information — privacy-conscious product analytics such as feature usage counts. We do not record the contents of your decisions in analytics.
  • Technical information — IP address and browser type in security and audit logs.

We deliberately do not ask for passport numbers, bank credentials, full payment-card details, health records, precise location or biometric information.

3. How we use information

  • To provide, secure and improve the service.
  • To send transactional email (verification, notifications, briefings) according to your preferences.
  • To respond to support requests.
  • To meet legal obligations.

We do not sell personal information, and we do not use your workspace content for advertising.

4. AI assistance

AI features are optional and disabled by default. Content is only sent to an AI provider when a user explicitly requests AI assistance and the organisation has enabled it. We retain metadata about AI processing (feature used, time) but not the content processed.

5. Sharing

We share information only with the service providers needed to run the product, each bound by contractual confidentiality, and where required by law. Our current sub-processors are: Render (application and database hosting, United States), Cloudflare (file storage, when configured), Resend (transactional email delivery), Stripe (payment processing) and Anthropic (AI assistance — only when your organisation explicitly enables AI features). Workspace data is hosted in the United States.

6. Retention and deletion

Workspace content is retained while your organisation's account is active. Organisations can export their data and request deletion; personal accounts can be deleted from settings. Audit records of deletions are retained for integrity.

7. Your rights

The Service is operated from New South Wales, Australia, and we handle personal information in accordance with the Australian Privacy Act 1988 (Cth) and the Australian Privacy Principles. You may request access to, correction of, export of, or deletion of your personal information by contacting support@principalapprovaldesk.com. If we experience a data breach likely to result in serious harm, we will notify affected users and the OAIC in line with the Notifiable Data Breaches scheme. If you are in the UK or EEA, you may additionally have rights under UK GDPR / GDPR (including lodging a complaint with your supervisory authority); we honour those requests through the same contact.

8. Contact

Questions about this policy: support@principalapprovaldesk.com.

Last updated 6 August 2026.