Privacy Policy
Last updated 23 February 2026.
systemHUB® is operated by Genie Enterprises (Aust) Pty Ltd (ABN 87 102 444 431), Victoria, Australia. Questions about these terms or your personal information: [email protected], or visit our support page.
We’re excited to have you a part of our systemHUB revolution of freeing business owners worldwide! In this section, we are going to explain how we collect, use and handle the information you provide us when using our website, software and services (“Services”).
1. Personal Information
In order to provide our Services to you, we have to collect some personal information from you. That information is used in association with your account (such as your name, email address, phone number, and payment details) in order to be able to provide our Services to you, contact you, and provide you with the best service.
At any time, you have the right to change or delete your personal information by logging into your systemHUB account.
2. Usage Data & Monitoring
In order to improve upon and develop new features for our Service, we collect usage data on how you use our Services (such as access, activities, and so on).
We may also obtain information about the type of device you use in order to access our Services (such as IP addresses, browser type, the device used, and so on).
Furthermore, we do monitor general engagement and usage patterns across the platform. This is done externally; we don’t need to log into your account to do it. It simply helps us identify where clients might need additional support so we can proactively reach out and help you get the most out of systemHUB.
3. Cookies and Tags
In order to promote our Services, we may use technology such as Cookies and Pixel Tags so we can remember things like your username and also better understand how you’re using our Services.
You are welcome to update the settings in your web browser to “not accept cookies” but this could possibly hinder your ability to use our Services.
4. Marketing
When you register or subscribe to our platform or Services, we may send out marketing material that we feel will benefit you or your company. You can opt-out of these marketing materials at any time, just click the “Unsubscribe” link within the material.
5. Third Parties
There may be times where we have to share information with certain trusted third parties (such as IT and customer support) in order to fulfil our Services, but please note that we never sell your information to advertisers or other third parties.
6. Sharing Links
systemHUB comes with the feature to generate an external shared link so you can share certain data with those who are not within your company account. Just remember that once you do this, the information is now ‘shared’ so be careful with who you share it with.
7. Admin Users
systemHUB comes with the feature to have some users be “Admins” with higher access levels across the company account. This means that your content and data may be visible to them, and shareable by them, so be sure you choose your Admin Users carefully.
8. Security
Our platform and Services are monitored by our team who are dedicated to keeping your information secure. The data you store with us is held within our secure servers, backed up and protected.
You’re responsible for maintaining the security of your account, including keeping login credentials private and your contact details up to date. You are solely responsible for maintaining the confidentiality of account information and passwords. You and your Authorised Users agree not to share passwords or log in information.
You are fully responsible for all usage and activity on your account or the accounts of any Authorised Users, regardless of whether the activities were undertaken by you, an Authorised User or a third party.
If you suspect unauthorised access, you agree to notify us immediately. We’re not liable for any losses due to unauthorised use of your account. systemHUB will not be liable for any loss or damage arising directly or indirectly from your failure to maintain the security of your account and password or for unauthorised access to your account.
9. Storage and Retention of Data
The data you store with us is held on our services but could be located around the globe (meaning even outside of your country).
We will keep your data for up to 60 days after you have either cancelled or we have terminated your account. Beyond this time frame, the data will no longer be accessible to restore. Please note, we will not delete information whereby we are required by law to keep it.
10. systemHUB Structure Changes
If ever a time comes where we reorganise, merge, or sell our assets, your information is likely to be transferred as part of that change. If this was to ever happen, we will advise you with at least 2 weeks’ notice via platform messaging and via email.
You agree that the systemHUB Service may be made available in free or paid versions at different levels, and that not all features and functionality of the systemHUB service may be available in each version or level, which may be changed from time to time.
We reserve the right to update or revise our Privacy Policy from time to time. If there are substantial changes to the policy, we will advise you via email.
11. When We Will Access Your Account
Your systemHUB account contains your business’s proprietary systems and processes. We respect your privacy and are committed to being transparent about when and how our team accesses your account.
We will access your account without prior approval in the following situations:
- Urgent technical issues: if something is broken or not functioning correctly and needs an immediate fix; and/or,
- Billing or payment issues: if there’s a problem that could negatively impact your account or service.
In these cases, we’ll let you know what we found and what we did to resolve it.
For everything else, we wait for you to ask for our assistance. If you need help with something in your account (troubleshooting an issue, reviewing your setup, or anything else), just let us know and we’ll jump in.
Please note that asking us to take a look at your account is all the permission we need. We treat a request from any member of your team as an invitation to access your account, unless you’ve told us otherwise.
12. AI Features & Data Handling
To support features like automated document creation, process suggestions, and digital agent training, we use artificial intelligence (AI) technologies. Here’s how we handle your data when using these features:
a) Data We Process for AI Features We may collect and process:
- Uploaded documents and content;
- AI prompt inputs and generated outputs;
- Metadata such as timestamps and user activity logs.
b) Why We Use It We use this data to:
- Generate relevant AI responses and content;
- Improve and personalise your experience;
- Ensure functionality of AI tools;
- Derive anonymised insights to improve systemHUB™️.
c) Third-Party AI Providers To deliver these features, we may share relevant data with trusted third-party AI providers such as OpenAI. These providers:
- Process data solely to provide requested outputs;
- Are contractually bound to not retain or reuse your data for unrelated purposes;
- May store or process data in overseas locations (e.g., the USA).
d) Anonymisation & Minimisation We make best efforts to anonymise or minimise personal data before sending it to AI systems. However, what you submit (e.g., full names or client data) may still contain personally identifiable information, so please take care in what you enter.
e) Your Rights & Controls You may:
- Opt out of AI features (contact [email protected]);
- Request deletion of data related to AI interactions;
- Access or update personal information;
- Review or manage your privacy preferences in your account settings
This Privacy Policy forms part of our Terms of Service.