Draft for legal review. Not in effect. Details shown in a dashed box still need to be filled in.

Privacy policy

Version version · Effective effective date

This policy explains how legal entity name (ABN ABN), which runs Monty (“we”, “us”), handles personal information under the Privacy Act 1988 (Cth) and the Australian Privacy Principles.

The short version

We collect what we need to run Monty: your account details, the workforce information your organisation puts in, and a little technical information to keep it secure.
Information about an organisation’s people belongs to that organisation. We handle it on its behalf and for no other purpose.
We don’t sell personal information, show advertising or use tracking or analytics cookies.
Some of our service providers are overseas. They’re listed in section 7.
You can ask to see or correct your information, or complain, by emailing privacy email.

1. Who this policy covers

This policy applies to:

people who use Monty: anyone with a Monty account;
people whose details are in Monty: the employees, contractors and planned hires an organisation adds to its workforce plan;
people an organisation deals with through Monty: job applicants, referees and new starters (section 4A);
people who contact us or visit our website.

If you’re an employee of an organisation that uses Monty, your employer decides what information about you goes into Monty and why. We handle it on their instructions (section 4). For questions about that information, it’s usually best to ask your employer first, though you can also contact us.

2. What we collect

Account information. Your name, email address, password (stored only as a one-way hash, never in a form we can read), the organisations you belong to and your user type in each.

Workforce information an organisation adds. This can include people’s names, job titles, positions, employment type, hours and FTE, location, cost centre, start and end dates, the teams they belong to, and pay and employment costs. Organisations decide what to add. This can include sensitive information, such as medical documents, police checks and visa evidence. These sit in restricted document categories that only permitted people can open.

Billing information. Your organisation’s plan and billing contact. Card details are collected and held by our payment provider, Stripe. We never see or store full card numbers.

Messages to us. When you use “Talk to us” or email us: your name, email, organisation, its size and what you’ve asked.

Technical information. When you sign in we record your IP address and browser type against your session, to keep your account secure. We record changes made in Monty (who made them, when, and the before and after) in each organisation’s change history.

If you don’t give us the information we ask for, we may not be able to create your account or provide Monty.

3. How we collect it

We collect information from you directly, from your organisation (for example when someone imports a spreadsheet of people), and automatically when you use Monty. We may collect information from our payment provider about the status of your payments.

4. Information we hold for organisations

When an organisation puts information about its people into Monty, we hold and use it only to provide Monty to that organisation, to support it, and to meet our legal obligations. Specifically:

Each organisation’s information is kept separate from every other organisation’s, enforced by the database itself.
Within an organisation, who can see what is set by that organisation’s user types. Seeing a person doesn’t mean seeing their pay. That’s a separate permission, and pay is left out of what Monty sends to anyone without it.
Our team doesn’t look at an organisation’s information unless the organisation gives us access, for a limited time it chooses (1, 3 or 7 days), with or without pay. That access is read-only, and every page we open is listed for the organisation to see.
The organisation is responsible for having the right to put the information into Monty and for telling its people about it.

4A. If you’ve applied for a job, given a reference or are about to start

Draft: lawyer to confirm this section

You may never have heard of Monty. You’re here because an organisation that uses Monty sent you a link, or you used its careers page. That organisation (the employer) decides what it asks you for and what it does with it, and is responsible for your information. We hold it for the employer, as section 4 describes, and use it only to provide Monty to them.

If you apply for a job. Your name, email, phone number if you give it, and CV if you send one, so the people hiring can consider you. We send you an email to say your application arrived. If the employer has switched on CV reading, the text of your CV, with contact details removed, goes to Anthropic (section 7). People make the decisions. If you’re not successful, your details are deleted within 12 months of the decision. The careers page tells you this before you apply.

If you’re a referee. Your name and how you know the applicant, and your email and phone number if the employer adds them. These usually come from the employer or the applicant, not from you. Your answers go to the people hiring for the role, through a link that works once. Your details and answers are deleted along with the applicant’s.

If you’re about to start a job. Your personal email and phone, home address, emergency contact and their phone, your bank account and super fund, and any forms the employer adds. The employer uses them to set you up and pay you. Bank and super details are encrypted before they’re stored, and only people the employer allows can open them. We don’t ask for your tax file number. The link comes by email, and by text if the employer has your mobile, and it works once. How long the employer keeps your details is up to them, as with any other workforce information (section 9).

Who to ask. To see, correct or delete your details, ask the employer first: they decide what’s kept, and we can’t always identify you without them. The careers page gives the employer’s address. You can also email us at privacy email, and we may refer your request to them.

5. How we use personal information

to provide, secure and support Monty;
to manage accounts, plans and billing;
to send you emails you need, such as sign-up confirmation, invitations, password resets and replies to your requests;
to respond to enquiries and complaints;
to improve Monty and fix problems;
to meet our legal obligations and protect our rights.

We use information for the purpose we collected it, a related purpose you’d reasonably expect, with your consent, or where the law requires or allows it. We don’t use workforce information an organisation adds for our own marketing, and we don’t use it to train AI models.

Monty doesn’t make decisions about individuals. It calculates figures and, where an organisation asks, suggests options or reads a CV to help the hiring team. People in the organisation make the decisions.

We share personal information only with:

service providers who help us run Monty: hosting, email, text messages, payments, electronic signing, payroll connections and, if your organisation switches it on, the Ask Monty assistant (section 7);
professional advisers, such as our accountants, lawyers and insurers;
government bodies and regulators, where the law requires or allows it;
a buyer of our business, if Monty is sold, under a duty of confidentiality.

People with a share link to a scenario see a read-only copy with no names. We require our service providers to protect personal information and use it only to provide their services to us. We don’t sell personal information.

7. Overseas providers

Monty is hosted by hosting provider in hosting location. These service providers handle personal information for us, and some are overseas:

Provider	What for	What it receives	Where
Stripe What for Payments and invoices What it receives Billing contact, organisation name, payment details Where countries	Payments and invoices	Billing contact, organisation name, payment details	countries
Resend What for Sending Monty’s emails What it receives Recipient’s name and email, and the email’s content Where countries	Sending Monty’s emails	Recipient’s name and email, and the email’s content	countries
Anthropic What for Monty’s AI features, each only when switched on: Talk to Monty, the legal assistant and reading CVs What it receives Your questions, and the information Monty finds to answer them. This can include people’s details and, if you may see it, pay. For reading CVs, the text of a CV with contact details removed Where countries	Monty’s AI features, each only when switched on: Talk to Monty, the legal assistant and reading CVs	Your questions, and the information Monty finds to answer them. This can include people’s details and, if you may see it, pay. For reading CVs, the text of a CV with contact details removed	countries
Mobile Message What for Sending text messages: a new starter’s details link, and signing links and reminders What it receives The person’s mobile number and the message. That holds the organisation’s name and a link, and the starter’s first name or the document’s title Where countries	Sending text messages: a new starter’s details link, and signing links and reminders	The person’s mobile number and the message. That holds the organisation’s name and a link, and the starter’s first name or the document’s title	countries
Annature What for Electronic signing, when an organisation connects its own Annature account What it receives The document to be signed, and each signer’s name, email and mobile number if there is one Where countries	Electronic signing, when an organisation connects its own Annature account	The document to be signed, and each signer’s name, email and mobile number if there is one	countries
Documenso, run by us What for Monty’s built-in electronic signing. This is a copy of the Documenso software on our own systems, not a service of another company What it receives The document to be signed, and each signer’s name and email. It emails them their link Where countries	Monty’s built-in electronic signing. This is a copy of the Documenso software on our own systems, not a service of another company	The document to be signed, and each signer’s name and email. It emails them their link	countries
Employment Hero What for Bringing people in from payroll, when an organisation connects its own Employment Hero account What it receives The organisation’s key and business ID. Monty reads from it each person’s name, email, start and end dates and pay rate. Monty doesn’t send it people’s details Where countries	Bringing people in from payroll, when an organisation connects its own Employment Hero account	The organisation’s key and business ID. Monty reads from it each person’s name, email, start and end dates and pay rate. Monty doesn’t send it people’s details	countries
Cloudflare What for Drawing pictures for courses What it receives Only a description of the picture to make. We ask people to keep names out of it Where countries	Drawing pictures for courses	Only a description of the picture to make. We ask people to keep names out of it	countries

Before we disclose personal information overseas, we take reasonable steps to make sure the recipient handles it consistently with the Australian Privacy Principles, usually through contract terms. Monty doesn’t keep your conversations with Ask Monty. Changes it drafts for you to apply are kept in your organisation and lapse after a day.

8. How we protect it

each organisation’s information is isolated from others’ by row-level security in our database, which we test automatically;
access within an organisation follows its user types and permissions, and pay is a separate permission;
passwords are stored only as one-way hashes;
information is encrypted in transit and at rest (confirm with host)
every change is recorded, and anything that looks like a secret is masked in that record;
our team’s access is limited, logged and read-only.

No system is perfectly secure. If a data breach is likely to cause serious harm, we’ll assess it promptly (within 30 days at most) and notify the people affected and the Office of the Australian Information Commissioner where the law requires. If it affects an organisation’s information, we’ll tell that organisation without unreasonable delay.

9. How long we keep it

Workforce information: while the organisation uses Monty. If it stops paying, everything stays readable and exportable. If an owner closes the organisation, it becomes read-only, and we delete its information 30 days later unless it’s reopened, except where the law requires us to keep it. Backups are overwritten within number days.
Accounts: until you ask us to delete yours. You’re signed out after 7 days without using Monty.
Messages to us: retention period.
Billing records: as long as tax law requires.

10. Cookies

Monty uses only what it needs to work:

a cookie that keeps you signed in;
a short-lived cookie when an administrator previews Monty as a user type;
a setting saved in your browser that remembers light or dark mode.

We don’t use analytics, advertising or tracking cookies, and we don’t share information with advertising platforms. If that changes, we’ll update this policy first.

11. Emails from us

We send emails you need to use Monty. We’ll only send marketing emails if you’ve agreed to receive them, and every one will include a way to unsubscribe, which we act on within 5 working days.

12. Seeing and correcting your information

You can see and update your account details in Monty. To ask for a copy of the personal information we hold about you, or to correct it, email privacy email. We’ll confirm who you are, and respond within 30 days. If the information was added by your employer, we may refer your request to them. If we refuse a request, we’ll tell you why in writing and how to complain.

13. Complaints

If you think we’ve mishandled your personal information, email our privacy officer at privacy email or write to postal address. We’ll acknowledge your complaint within 5 business days and aim to respond within 30 days.

If you’re not satisfied, you can complain to the Office of the Australian Information Commissioner at oaic.gov.au or on 1300 363 992.

14. Changes to this policy

We’ll update this policy when what we do changes, and show the date it took effect at the top. If a change matters to how we handle your information, we’ll tell account holders by email before it takes effect. Our terms explain how we provide Monty.