Privacy Policy

2.Who we are

This policy is provided by Nicholas Roditis trading as Ordana (ABN [ABN]) ("Ordana", "we", "us"), the provider of the Ordana application. It applies to the personal information we handle about you, the lawyer using Ordana.

PART ONE — YOUR INFORMATION: WHAT WE HOLD

3.What we collect about you

We keep what we need to give you an account, bill you, and support you — and no more:

• Your account details: your name, your login (email), and your billing details (handled by Stripe — see §8).
• A record that you accepted our Terms: just that you accepted, the date, and which version. Not the document itself.
• Usage counts, for billing: how many matters you've opened and how much processing you've used, tied to your login. These are counts only — no matter names, no client names, no content.
• App-health data: a short technical record, set out in full at §6.
• Optionally, if you choose to answer: how you heard about Ordana. One tap to skip; entirely up to you.

When you ask about a founding seat: we collect the name, email address and (if you choose to give it) phone number you enter. Our server also records the time of your request, the IP address it came from, and the browser you used — to contact you and to prevent abuse. Nothing else is collected through that form.

When you contact us: if you use our contact form, we collect what your message is about (you choose from a short list), your name, your email address, and whatever you write in your message. Our server also records the time, the IP address, and the browser, for the same reasons. Nothing else is collected through that form.

You can ask us to delete either at any time (§12).

Cookies and tracking: our website uses no tracking cookies, no analytics, and no advertising pixels — consistent with everything else here.

PART TWO — YOUR CLIENTS' INFORMATION: WHAT WE NEVER HOLD

4.What we never collect

Ordana never sends your client material to us. Your matter files, matter names, client names, chronology content and private notes are held on your computer. None of it is stored on our servers, and none of it passes through them. When material is sent for processing it goes from your computer straight to our AI provider (§5), not to us. Because of how Ordana is built, we cannot see it — there is nothing on our side for it to be seen in.

And we don't want it. We don't ask for your client material, and nothing in Ordana invites you to send it to us. If you choose to send it to us anyway — for example attached to a support request — we treat it as confidential, use it only to resolve that request, and delete it once that's done.

Please remove client names and identifying details before sending us anything.

5.How your matter material is processed (the AI step)

To build a chronology, Ordana sends the material you're working on straight from your computer to our AI provider for processing, and the result comes back to your computer. No Ordana server is in that path — the material does not pass through us, and it is not stored by us at any point.

Because the app talks to the AI provider directly from your computer, your firm's own IT team can confirm on the network that your material goes there and never to us. This promise is checkable, not just stated.

What our AI provider may and may not do with it.

Our AI provider is Anthropic, and Ordana uses Anthropic's Claude models. Three things are worth knowing, and you can check all three.

Your material is never used to train AI models. That isn't a setting we ticked. It is a term of the commercial contract we are on, which states that Anthropic may not train its models on customer content. (Anthropic Commercial Terms of Service)

Anthropic's published policy is to delete material sent through its API within 30 days. That is their standard published policy rather than a promise written into our contract, and we would rather tell you the difference than blur it. (Anthropic's data-retention documentation)

Two exceptions, which we do not control. If Anthropic's automated safety systems flag a piece of content, they may keep it for up to two years, and keep their safety scoring about it for up to seven years. They may also keep material where the law requires it. We would rather you heard that from us than found it yourself.

We never store any of it, at any point. That part is ours alone, and it does not depend on anybody else.

6.App-health data — exactly what the app sends us

To keep Ordana working, the app automatically sends us a short technical record. Here is everything it sends automatically — seven things, and nothing else:

• what happened
• when
• where in the app it happened
• which account
• the app version
• your operating system
• the IP address you connect from

We record the IP address so we can spot a sign-in that isn't you.

What it never sends:

• the content of your documents, or any part of it
• your file names, or where files sit on your computer
• your clients' names, or anyone named in your material
• anything you type into Ordana
• images of your screen
• what we send to our AI provider, or what comes back
• a record of what you do minute to minute

In short: nothing from inside your matters.

Separately, and only if you agree: if a harder problem needs a fuller report, we ask you first. You can read that report before it goes, and you choose whether to send it. You can see everything the app has sent, inside the app.

7.Your activity log stays with you

Ordana keeps a private record of your actions in the app to help you show your work. This log lives on your computer only — it is never sent to us, and it stays on your computer even if you uninstall Ordana. It's built so that any change to it can be detected.

PART THREE — SHARING, OVERSEAS, AND YOUR RIGHTS

8.Who we share your information with

We don't sell, rent, or mine your information, and we never use it for advertising. We share the limited account information we hold only with:

• Our AI provider (Anthropic) — to process the material you send to build a chronology (§5). This is material passing through, not stored client data, which never reaches us.
• Our payment provider (Stripe) — to take payment and manage your billing securely.
• Our IT and email providers — who host our website and handle our email, and who therefore see the enquiries and messages you send us.
• Where the law requires it — for example, a valid legal request. Because we don't hold your client material, we have none to give.

9.Sending information overseas

(a) Where your material goes.

To produce a chronology, material you submit is sent from your computer to our AI provider, Anthropic, which processes it in the United States and may process it in other countries in which it operates.

Our website and email are hosted by a third-party hosting provider on servers located in the United States. Information you send us through this website, including your name, email address and any phone number you provide, is stored and received there.

Our payment provider, Stripe, may also process billing information outside Australia.

Overseas processing is common in legal practice. Most mainstream email and cloud services process or store information outside Australia.

(b) Reasonable steps. We take reasonable steps to ensure these providers handle information appropriately, including our data-handling arrangements with them.

(c) Your consent. You are expressly informed that, if you consent to these overseas disclosures, Australian Privacy Principle 8.1 will not apply to them, and we will not be accountable under that Principle for the acts or practices of the overseas recipients. Having been so informed, you consent to this overseas processing.

(d) Your clients' information remains your responsibility. You acknowledge and agree that material you submit may include your clients' personal and confidential information, and that you are solely responsible for meeting your own privacy, confidentiality, and professional obligations in relation to it.

You warrant that, for all material you submit, you have the consent, authority, or legal basis required to disclose that information to an overseas recipient.

10.Your clients' privacy is your responsibility

A note that matters: you hold and control your clients' personal information — Ordana is a tool you operate on your own machine. Your obligations to your clients (confidentiality, privilege, privacy) remain yours. Ordana is built to help you keep that material private, but the professional responsibility for it stays with you.

11.How we keep it, and how long

We hold your account information securely and keep it while your account is active. When you close your account, we delete your account information, except anything we must keep by law (for example, tax and billing records). Your matter material isn't part of this — we never received or held a copy of it, so there's nothing on our side to delete.

12.Accessing and correcting your information

You can ask us for a copy of the account information we hold about you, ask us to correct it if it's wrong, and ask us to delete it. We'll delete what we can, and tell you if there's anything we're required to keep by law. Just get in touch through the contact form on ordana.com.au.

13.Children

Ordana is a professional tool for lawyers. It isn't intended for, or directed at, children, and we don't knowingly collect children's personal information.

14.Questions or complaints

If you have a question about your privacy, or you think we've mishandled your information, get in touch through the contact form on ordana.com.au and we'll work to put it right. If you're not satisfied with our response, you can contact the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au.

15.Changes to this policy

We may update this policy from time to time. If we make a material change, we'll let you know, and we'll always show the "last updated" date at the top.

Last updated: [effective date].