SonaMinds Privacy Policy
This Privacy Policy explains how SonaMinds handles personal information across sonaminds.com, the SonaMinds web application at app.sonaminds.com, expert workspaces, AI Assistants, client access links, and support channels. SonaMinds is operated by Smallsoft Pty Ltd.
1. Overview
SonaMinds provides tools for experts, creators, educators, consultants, and organisations to create AI Assistants based on their own knowledge. To provide this service, SonaMinds processes account information, uploaded knowledge, questions, answers, access records, and technical information.
We do not sell personal information.
2. Information we collect
SonaMinds may collect and process the following categories of information:
- account information, such as name, email address, login details, organisation, role, plan, and settings;
- uploaded knowledge and Assistant settings, such as documents, course notes, FAQs, templates, transcripts, prompts, instructions, boundaries, and source metadata;
- questions, AI answers, citations, access link or pass activity, quotas, expiry settings, timestamps, and usage records;
- billing and subscription information where paid plans are enabled; and
- technical and support information, such as device, browser, IP address, logs, diagnostics, cookies or similar technologies, and support messages.
3. How we collect information
We collect information directly from users when they create an account, configure a workspace, upload materials, ask questions, share access, or contact support.
We may also collect information from clients, students, members, or visitors who use an access link or pass provided by a SonaMinds user, and from automatic service activity such as logs, security checks, and usage records.
4. How we use information
SonaMinds uses information to:
- create and operate accounts, organisations, and workspaces;
- process uploaded knowledge, retrieve relevant sources, generate AI answers, and show citations;
- manage access links, passes, quotas, seats, expiry settings, and usage records;
- provide support, billing, notices, and account administration;
- monitor performance, prevent abuse, protect accounts, and maintain service reliability; and
- comply with legal obligations and enforce applicable terms.
5. Uploaded knowledge and AI processing
SonaMinds uses uploaded knowledge to provide the Assistants, retrieval, citations, access controls, and AI answers configured by the workspace owner or administrator.
Private workspace materials are not published on the public website unless you choose to publish or share them through the service.
6. Client access records
Clients, students, members, or visitors may use a shared Assistant without registering a SonaMinds account. Their questions, answers, timestamps, access link or pass activity, and related usage information may still be recorded to provide access control, safety, support, and usage management.
The expert, educator, organisation, or workspace owner who shares access is responsible for giving any required notices and obtaining any required consents from their audience.
7. Disclosure and service providers
We may disclose information to service providers and partners who help host, secure, operate, support, analyse, or bill for SonaMinds. We may also disclose information to workspace administrators, where required by law, to protect rights and security, or with your consent or instructions.
We do not disclose personal information for sale.
8. Overseas processing
SonaMinds and its service providers may process information in Australia, the United States, and other regions where relevant providers operate. We take reasonable steps to protect information handled by those providers.
9. Security
We use technical and organisational safeguards designed to protect accounts, uploaded materials, access records, and service data. No online service can guarantee absolute security.
10. Retention and deletion
We keep information while needed to provide SonaMinds, comply with legal obligations, resolve disputes, maintain security, and support business records.
When knowledge is deleted from a workspace, SonaMinds is designed so that deleted documents stop being used for active retrieval, subject to backups, logs, legal obligations, and reasonable technical limits.
Experts may request deletion of their account or workspace data, including uploaded knowledge sources, Assistant settings, client access records, questions, answers, citations, source metadata, and related workspace content. We will delete or de-identify personal information and remove uploaded knowledge from active retrieval systems, unless limited retention is required for legal obligations, billing, tax, security, fraud prevention, backup integrity, audit, or dispute-resolution purposes.
Deleted information may remain in backups or security logs for a limited period, but it will be protected from ordinary use and removed, overwritten, or de-identified according to our backup and retention processes.
12. Your choices and requests
You may request access to, correction of, export of, or deletion of personal information associated with your account, subject to legal, security, and operational limits.
Workspace administrators may also control information held in their organisation's workspace, including deleting knowledge sources, revoking client access passes, exporting workspace data where available, and requesting workspace deletion.
13. Children and students
SonaMinds is not intended for children to use independently. Educators and organisations are responsible for obtaining any required consents before giving students access.
14. Changes and contact
We may update this Privacy Policy when our information handling practices change. The latest version will be published on this page.
For privacy requests or questions, contact SonaMinds at: