Privacy Policy

Last updated: 30 April 2026

1. Overview

ReportBrain helps clients and professional firms explore AI-assisted report drafting workflows. This Privacy Policy explains how we collect, use, store and protect information provided through our website, report discussion process, report request forms and related communications.

By using ReportBrain or submitting information to us, you agree to the handling of your information as described in this policy.

2. Information we may collect

We may collect information you provide directly, including:

• your name, business name, role, email address and phone number;
• details about your organisation, report workflow, report types and drafting requirements;
• project information, addresses, planning context, deadlines and instructions;
• uploaded documents, including sample reports, templates, plans, briefs, approvals, correspondence, photos and supporting reports;
• information shared during calls, emails, forms or report discussions.

3. How we use information

We use information to:

• respond to enquiries and organise report discussions;
• assess whether ReportBrain is suitable for your report workflow;
• review sample reports, templates and uploaded documents;
• prepare first-pass drafts, workflow analysis, recommendations or related services requested by you;
• improve ReportBrain’s internal workflows, prompts, quality checks and service design;
• communicate with you about your enquiry, draft request or firm setup.

4. Uploaded reports, templates and project documents

Uploaded materials may be reviewed to understand structure, tone, drafting conventions, recurring clauses, report logic, quality expectations and workflow suitability.

We use these materials only to support the requested report discussion, drafting service, Business Brain setup or related ReportBrain engagement. We do not publish, sell or externally distribute your uploaded materials.

5. Use of AI-assisted systems

ReportBrain uses AI-assisted systems, machine learning tools and automation as part of its document analysis, drafting, report discussion and report preparation processes.

These systems may be used to analyse uploaded materials, classify files, extract drafting patterns, identify missing information, assess workflow fit, generate draft structures, improve report consistency and support service delivery.

AI-assisted processing forms part of ReportBrain’s operating model. Clients remain responsible for reviewing all outputs before professional reliance, lodgement, external submission or use as advice.

6. Confidentiality

We treat uploaded reports, project materials and workflow information as confidential business information. Access is limited to people or systems reasonably required to provide the requested service, review suitability, prepare drafts or improve the workflow directly associated with your engagement.

7. Sharing of information

We do not sell your personal information or uploaded documents. We may share information only where reasonably necessary with:

• technology providers used to operate forms, file storage, email, scheduling, AI-assisted processing or website hosting;
• professional advisers where required for business, legal, accounting or compliance purposes;
• authorities if required by law.

8. Data storage and security

We take reasonable steps to protect information from misuse, interference, loss, unauthorised access, modification or disclosure. No online service can guarantee absolute security, but we aim to use reputable tools and sensible access controls appropriate to the stage and nature of the service.

9. Retention

We retain information for as long as reasonably needed to provide services, maintain records, improve workflows, respond to enquiries and meet legal or operational requirements. You may request deletion of your information, subject to any legal or legitimate business retention requirements.

10. Your rights and choices

You may contact us to request access to, correction of, or deletion of personal information we hold about you. We may need to verify your identity before actioning certain requests.

11. Professional review and responsibility

ReportBrain outputs are intended to support drafting and workflow acceleration. Clients remain responsible for reviewing all outputs and obtaining appropriate professional advice before relying on, submitting or lodging any document.

12. Changes to this policy

We may update this Privacy Policy from time to time. The updated version will be posted on this page with a revised date.

13. Contact

For privacy questions or requests, contact ReportBrain at hello@reportbrain.ai.