Privacy Policy

1. Introduction

Teknas Solutions Pty Ltd ("we", "us", "our") operates the Matter Point platform ("Platform"), a business-to-business SaaS solution for migration agents, immigration lawyers, and related professional services firms ("Clients"). This Privacy Policy explains how we collect, use, store, and disclose personal information in connection with the Platform.

We are bound by the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

2. Information We Collect

2.1 Account and Organisation Information

When a Client organisation subscribes to Matter Point, we collect organisation name, ABN, contact details, administrator name and email address, and billing information (processed by our payment provider; we do not store card numbers).

2.2 End User Information

Client staff who access the Platform provide their name, work email address, and role within the organisation.

2.3 Matter and Contact Data

Clients upload and manage data relating to their own clients (applicants, sponsors, contacts). This data is processed on behalf of the Client and remains the Client's responsibility under their own privacy obligations.

2.4 Google Account Integration

If a user connects their Google Account, we access and store:

• Google Calendar events — to create, view, and manage matter-related appointments and deadlines
• Google Drive files — to store, retrieve, and edit matter documents
• Google Contacts (read-only) — to pre-fill contact details when creating matter records
• OAuth tokens — to maintain the authorised connection to Google services

We access only the data necessary to provide the features described above. We do not sell, share, or use Google user data for advertising or any purpose unrelated to the Platform's core functionality.

2.4a Microsoft 365 Calendar Integration

If a user connects Microsoft 365, we access and store Outlook calendar events for matter-related appointments, Teams join links when minted for video bookings, and OAuth tokens to maintain the authorised connection. Only one personal calendar provider (Google or Microsoft) is connected at a time.

2.4b Zoom Integration

If a user connects their Zoom account, we access and store:

• Zoom user ID and account email — to identify the connected Zoom account
• OAuth access and refresh tokens — encrypted with AES-256-GCM, to maintain the authorised connection
• Meeting ID and join link — for each Video appointment, so the link can be included in calendar invitations and appointment emails

We use Zoom data only to create, update, and delete scheduled Zoom meetings for the user's Matter Point appointments. We do not access, store, or process meeting audio, video, chat, recordings, transcripts, or participant information. We do not sell Zoom data, use it for advertising, or use it to train artificial intelligence models.

Users can disconnect Zoom at any time in Settings > Calendar, which revokes our access and deletes the stored tokens. Removing the Matter Point app from the Zoom App Marketplace has the same effect: Zoom notifies us and we delete the tokens immediately. See our Zoom integration guide for details.

2.5 Usage and Technical Data

We automatically collect log data (IP address, browser type, pages visited, timestamps), device and session information, and error and performance data.

3. How We Use Your Information

We use collected information to provide, operate, and improve the Platform; authenticate users and maintain security; sync calendar events, documents, and contacts via connected Google or Microsoft 365 accounts; create video meetings via connected Zoom accounts; send transactional emails; respond to support requests; and comply with legal obligations.

We do not use personal information for direct marketing without consent.

4. Google API Services — Limited Use Disclosure

Matter Point's use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. Specifically:

• We only request Google data scopes necessary for the features described in this policy
• We do not transfer Google user data to third parties except as necessary to provide the Platform
• We do not use Google user data for serving advertisements
• We do not allow humans to read Google user data unless the user has explicitly consented, it is necessary for security purposes, or required by law

5. Disclosure of Information

We may disclose personal information to cloud infrastructure providers (under data processing agreements), payment processors, Google LLC, Microsoft Corporation, and Zoom Video Communications, Inc. as part of the integrations a user chooses to connect, and law enforcement or regulators where required by law. We do not sell personal information to third parties.

6. Data Storage and Security

Data is stored on servers located in Australia or other jurisdictions with adequate privacy protections. We implement industry-standard security measures including encryption in transit (TLS), encryption at rest, access controls, and regular security reviews.

7. Data Retention

We retain personal information for as long as a Client account is active and for a reasonable period thereafter to comply with legal obligations. Clients may request deletion of their data by contacting us.

8. Your Rights

Under the Australian Privacy Principles, you have the right to access the personal information we hold about you, request correction of inaccurate information, and complain about a breach of your privacy. To exercise these rights, contact us at info@matterpoint.com.au.

9. Cookies

We use session cookies for authentication and functional cookies to maintain user preferences. We do not use third-party advertising cookies.

10. Changes to This Policy

We may update this policy from time to time. We will notify Clients of material changes by email or in-platform notice. Continued use of the Platform after changes constitutes acceptance.

11. Contact Us

Teknas Solutions Pty Ltd
ABN: 64 654 175 952
Email: info@matterpoint.com.au
Website: www.matterpoint.com.au

For privacy complaints unresolved by us, you may contact the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au.