1. Introduction

Doki Co Pty Ltd ("Doki," "we," "us," or "our") is committed to protecting the privacy and security of personal information. This Privacy Policy explains how we collect, use, disclose, and protect information when you use our services, including the dōki Extension (browser extension) and dōki Application (web application).

2. Definitions

"Customer" means a business that purchases services from Doki

"User" means any individual who uses any of Doki's applications

"Admin" means a User with administrative permissions to set up and manage a Business Account

"Business Account" means a set of records associated with a Customer, created to set up and manage that Customer's use of Doki products and services

3. Information We Collect

3.1 dōki Extension Data Collection

When you use the dōki Extension, we may collect:

• Browsing History: Limited browsing data to establish application usage patterns

• Identification Details: Information necessary to link your usage to your Business Account

• User Activity: Application usage data to support software adoption and productivity optimization

• Device Information: Technical information about your device and browser to support troubleshooting and service optimization

• Active Tab Information: Data from your currently active browser tab to monitor software usage patterns

3.2 dōki Application Data Collection

When you use the dōki Application, we may collect:

• Account Information: Name, email address, company details, and other information provided during account creation

• Usage Data: How you interact with dōki Applications, including features used and time spent

• Technical Data: IP address, browser type, operating system, business software usage, and other technical identifiers

3.3 Automatically Collected Information

• Log Data: Server logs, error reports, and performance metrics

• Cookies and Similar Technologies: To enhance user experience and maintain session information

4. How We Use Your Information

We use the collected information for the following purposes:

4.1 Primary Business Purposes

• Supporting software selection and cost optimisation for Customer organisations

• Measuring and improving productivity within Customer organisations

• Providing training insights and usage optimisation recommendations

• Troubleshooting technical issues and providing customer support

4.2 Service Improvement

• Analysing usage patterns to improve our products and services

• Developing new features and functionality

• Ensuring security and preventing fraud or misuse
  
  

4.3 Legal and Compliance

• Complying with applicable laws and regulations

• Protecting our rights and the rights of our users

• Responding to legal requests or court orders

5. Information Sharing and Disclosure

5.1 Within Business Accounts

Limited top-line browsing data collected by the dōki Extension is shared exclusively with the User's employer Business Account

This data is provided solely for business purposes including software selection, cost management, productivity analysis, training, and optimisation.

5.2 Third-Party Sharing

• We do not sell or share sensitive usage information with third parties

• We maintain strict confidentiality of user data to the best of our ability

• We may share non-personal, aggregated data that cannot identify individual users

5.3 Service Providers

We may share information with trusted service providers who assist in:

• Cloud hosting and data storage (AWS)

• Technical support and maintenance

• Security and fraud prevention

5.4 Legal Requirements

We may disclose information when required by law, regulation, legal process, or governmental request.

6. Data Storage and Security

6.1 Data Sovereignty

• We maintain data sovereignty to the best of our ability

• Data is hosted on Amazon Web Services (AWS) in the nearest available data center

• Australian users' data is currently hosted in AWS Sydney

6.2 Security Measures

We implement appropriate technical and organisational measures to protect personal information against:

• Unauthorised access, use, or disclosure

• Accidental loss or destruction

• Alteration or corruption
  
  

6.3 Data Retention

We retain personal information only as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required by law.

7. Your Rights and Choices

7.1 Australian Privacy Rights

Under the Australian Privacy Principles (APPs), you have the right to:

• Access your personal information

• Request correction of inaccurate or incomplete information

• Make a complaint about our handling of your personal information

• Request deletion of your personal information in certain circumstances
  
  

7.2 Browser Extension Controls

You can disable or uninstall the dōki Extension at any time through your browser settings.

Disabling the extension will stop data collection but may affect your access to Business Account features.

7.3 Account Management

• Admins can manage Business Account settings and user permissions through the dōki Application.

• Users can request access to their personal information through their Admin or by contacting us directly.

8. International Transfers

If we transfer personal information outside of Australia, we will ensure appropriate safeguards are in place to protect your information in accordance with Australian privacy laws.

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. When we make changes:

• We will post the updated policy on our website

• We will update the "Last Updated" date

• For material changes, we may provide additional notice through email or our services

10. Children's Privacy

Our services are not intended for individuals under the age of 18. We do not knowingly collect personal information from children under 18.

11. Contact Information

If you have questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us:

Doki Co Pty Ltd

Email: help@doki.so
Address: FORUM Level 2, 65 Dover Street, Cremorne VIC 3121, Australia

Privacy Complaints

If you believe we have breached the Australian Privacy Principles, you can:

• Contact us using the details above.

• Lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au

12. Governing Law

This Privacy Policy is governed by Australian law, and you agree that any disputes will be resolved in accordance with Australian law and in Australian courts.

This Privacy Policy complies with the Australian Privacy Principles under the Privacy Act 1988 (Cth). For international users, additional protections may apply under local privacy laws.

Effective Date: May 6th 2025
Last Updated: 03 September 2025