Privacy Policy

In this Privacy Policy, 'us', 'we' and 'our' means Hey Sully Pty Ltd (ABN 33 702 380 452), an Australian company. It applies to this website, to the Sully mobile and web apps, and to everything we do with personal information in running our business.

We are committed to respecting your privacy. We handle personal information in accordance with the Australian Privacy Principles in the Privacy Act 1988 (Cth), and we hold ourselves to that standard as a matter of practice regardless of whether our size obliges us to.

Personal information means information or an opinion about an individual who is reasonably identifiable. That includes obvious things like your name and email address, and less obvious things — a face or a voice in footage from a walk can be personal information too.

This policy describes how we handle personal information. Where the law requires your consent for a particular use or disclosure, we will ask for it separately. We may update this policy by publishing the change on this page; the effective date above shows when we last did.

We may collect the following kinds of personal information:

• Contact and identity details — your name, work email address, phone number, job title and the firm you work for.
• Account details — the workspace you belong to, your role in it, your profile picture, and the tokens your identity provider issues when you sign in with a work account.
• The content of your walks — video, photos, audio, the words you say while capturing, transcripts, translations, notes, timestamps, and the location and site details attached to a capture — including, for walks recorded in the Sully app with location on, the GPS path walked while filming.
• The outputs we produce from that content — summaries, action items, subtitles and dubbed audio.
• Your chats with Sully — the questions you ask, its answers and the documents it drafts, the files you attach or bring in from a connected drive, web pages you ask it to read, a place you share (a pin you drop or your device’s current position), and the walks or projects you point a question at.
• Connection details — the Microsoft or Google account you authorise us to deliver finished walks into or bring files from, and where in it you want them to land.
• Billing details — your plan, your billing contact and your payment history. Card details go directly to our payment provider; we never hold them.
• Technical information — IP address, device and browser type, pages viewed, and standard server log data.
• Correspondence — what you write to us when you email us, request a demo, ask for support, or apply for a job.

We do not seek out sensitive information, and we ask that you do not send it to us unless it is genuinely necessary. Health information, criminal records and similar categories carry stricter obligations, and a site walk rarely needs them.

We collect most personal information directly from you: when you email us, when you create an account or are added to a workspace, when you capture or upload a walk, when you connect a destination, and when you pay us.

Some information arrives from third parties. Your workspace administrator or employer may add you to a workspace and give us your name and work email. Your identity provider — usually Microsoft — tells us who you are when you sign in. Recruiters and referees may give us information when you apply for a role with us.

We also collect some information automatically. Our servers log requests, and our websites use cookies as described below. Even before you make a choice about cookies, we count page views and errors on this website and in the web app without setting cookies or identifying your device. If you allow analytics cookies, our analytics provider also records how you move through this website and the web app, the pages you open and where you click, so we can see where the product is confusing or broken. Anything you type, your questions to Sully and its answers, the imagery from your walks and your summary text are masked out of those recordings before they leave your browser. The names of walks and chats are not masked, and a chat’s name can repeat the start of its first question. When you are signed in to the apps, including on your phone, we measure how the product is used against your account.

Sully is bought and run by firms, so much of what we hold about you may have been provided by your employer rather than by you. If you would like to know what we hold, the section on access and correction below applies either way.

We collect, hold, use and disclose personal information in order to:

• Give you access to Sully, answer the questions you ask it, and process the walks you capture — transcribing the audio, reasoning over the visuals, and drafting a summary and action items.
• Deliver finished walks to the destinations you have connected, and to the people you share them with.
• Keep your account secure, verify who is signing in, and detect and prevent misuse.
• Support you when something goes wrong, and send you service, security and administrative messages.
• Bill you, and keep the records tax and corporate law require us to keep.
• Operate, protect and improve the product, including diagnosing faults and understanding which parts of Sully are actually used.
• Send you product updates and other information you have asked for, or that we think is relevant to your work. You can opt out at any time.
• Consider your application if you apply for a job with us.
• Comply with our legal obligations, resolve disputes and enforce our agreements.

The footage, audio and notes you capture belong to your firm, not to us. We hold them to run the service for you, and we act on your instructions in doing so.

A walk often captures more than the building. Someone may pass through frame; a voice other than yours may end up on the audio. Where that happens, the firm doing the capture is the one with the relationship to those people, and is responsible for having the right to record and share what it records. If you need to remove a person from a walk, tell us and we will help. If a person recorded in a walk contacts us, we will pass the request to the firm that made the walk and may restrict access to the content while it is resolved.

We do not sell personal information, and we do not use the content of your walks to train general-purpose AI models — ours or anyone else’s. We use it to produce your outputs and to run the service.

Sully drafts; a named professional reviews and signs. Nothing we produce is a finished report. We do not use computer programs to make decisions about individuals, or to do things substantially and directly related to making such decisions, that could reasonably be expected to significantly affect their rights or interests.

Producing a summary means sending parts of a walk to AI models: the audio to a transcription model, the video and transcript to a visual reasoning model, and the result to a language model that drafts the summary. Answering a question in chat sends the question, the parts of your walks it draws on, and anything you add to it, such as a file, a web page or a place. Which providers, and what each one sees, is set out in the disclosure section below.

Those providers process content on our instructions, under commercial terms that include data processing terms, to return a result to us. Google, which runs every AI model step, transcription included, is barred by its terms from using your content to train its models without our permission. We use only models Google has released as generally available: its data processing terms do not cover preview releases, so we do not send your content to them.

If Google’s automated safety checks flag a request as possible abuse of its services, Google may keep that request for up to 90 days so its staff can review it. It does not use those requests to train its models.

Providers change as the technology does. When we add or replace one, we update the list below, and if the change is significant we will say so on this page before it takes effect.

We may disclose your personal information to:

• Our employees and contractors, on a need-to-know basis.
• The providers listed below, who help us run Sully and our business.
• Other members of your workspace, and anyone you share a walk or a summary with. What is visible inside a workspace is controlled by your firm, not by us.
• The destinations you connect — when you send a finished walk to Teams, Outlook, OneDrive, Gmail or Drive, it goes into your organisation’s account and is governed by that provider’s terms from that point on.
• Our professional advisers, such as lawyers and accountants.
• Anyone to whom our business or assets are transferred, if we are ever sold or merged.
• Government agencies, regulators and law enforcement, where required, authorised or permitted by law.

Our current providers, what each one is for, and where it operates:

• Google Cloud Platform — Hosting, file storage, our database and encryption keys — the primary home of your walks and your account. (Australia (Sydney))
• Google Cloud Vertex AI (Gemini) — Transcribing the audio from a walk, including speaker timing, analysing its visuals, cleaning up the transcript, drafting the summary and action items, translating, and answering your questions in chat, including reading the files, web pages and places you add to it. (Google’s global endpoint, not residency-guaranteed)
• Google Cloud Text-to-Speech — Generating dubbed audio in your workspace’s languages. (Google’s global endpoint)
• Vercel — Serving this website, the Sully web app and our admin console, and fetching a web page you ask Sully to read in a chat. (Sydney region, delivered over a global edge network)
• Microsoft — Signing you in with your work account, and delivering finished walks to Teams, Outlook or OneDrive, or reading and saving files there, when you connect them. (Your Microsoft tenant)
• Google — Signing you in with your Google account, and delivering finished walks to Gmail or Google Drive, or reading and saving files there, when you connect them. (Your Google account)
• Google Maps Platform — Showing maps of where a walk was captured, or of a place you share in a chat, and producing the stored map image of a walk. Interactive maps load directly from Google in your browser or the app, so Google receives your device’s IP address and the area shown. (Google’s global services)
• Stripe — Taking subscription payments when you subscribe by card. We never see or store your full card number. (Australia and United States)
• Resend — Sending account, security and service email. (United States)
• Cloudflare — DNS for our domains. (Global network)
• PostHog — Product analytics, feature flags and error diagnostics: how Sully is used and where it fails. With your consent it also records how you move through our website and web app, with anything you type, your questions to Sully and its answers, the imagery from your walks and your summary text masked out of the recording; the names of walks and chats are not masked. It receives technical telemetry about our AI processing steps (which model ran, how long it took and how many tokens it used), not the content of your walks. (United States)

Your walks, your account and our database are stored in Australia, in Google Cloud’s Sydney region. That is where the record lives, and we do not move it.

Processing is a different question, and we would rather be precise about it than round it up to "Australian". Producing a summary sends parts of a walk outside Australia: every AI step (transcription, the visual analysis, the transcript clean-up, the summary and action items, translations, and chat, including the files, web pages and places you add to it) runs on Google’s global Vertex AI endpoint, which Google states does not support data residency requirements, so those steps may run in the United States or another country where Google operates the service. Dubbed audio and maps also come from Google’s global services, and an interactive map loads from Google straight into your browser or the app. Our website hosting, email, payment and product-analytics providers are United States companies operating global infrastructure, and our service logs, which record IP addresses and the addresses of the pages and data requested, are kept in Google Cloud’s logging service, which is not limited to our Sydney region. The analytics provider receives your name and email address, the name of your workspace and your role in it, how you use the product, error reports and, with your consent, the masked session recordings described above, but not the content of your walks.

So while your walks are stored in Australia, personal information contained in them may be disclosed to recipients in the United States and, across globally distributed networks, other countries where those providers operate.

We take reasonable steps to ensure that any overseas recipient handles your personal information in a way consistent with the Australian Privacy Principles, including by contracting with them on terms that require it. We have not asked you to waive that protection.

We hold personal information in electronic form, in the cloud infrastructure described above. We take reasonable steps to protect it from misuse, interference, loss and unauthorised access, modification or disclosure.

In practice that means:

• Encryption in transit everywhere, and at rest using Google-managed keys. The credentials that connect your Microsoft or Google account are also encrypted with a dedicated key in Google Cloud KMS, rotated every 90 days.
• Every record scoped to a workspace, so one firm’s data is not reachable from another’s.
• Sign-in with your Microsoft or Google work account, so your organisation’s password and multi-factor rules apply, and a workspace can require that everyone with its email domain signs in with Microsoft. Password accounts need a verified email address and can add an authenticator app.
• Least-privilege internal access, granted to the few people who need it to operate or support the service. When our staff view your workspace to support you, they do so read-only, for a limited time, and the session is recorded against their account.
• Separate production and development environments, with no customer data in development.

Our Security page describes these measures in more detail.

No system is perfectly secure. If we ever suffer a data breach likely to result in serious harm to anyone whose information is involved, we will notify the people affected and the Office of the Australian Information Commissioner as the Notifiable Data Breaches scheme requires, and we will tell your workspace administrator so your firm can meet its own obligations.

We keep the content of your walks for as long as your workspace exists, because a site record is worth most years after it was made. If your subscription lapses, new walks are not processed and Sully stops answering questions, but what you have already captured stays viewable and findable by name, and each walk’s video can still be downloaded.

The person who uploaded a walk, or a workspace admin, can delete it in the app. That removes its video, everything we derived from it and its own chat. Answers in other chats that drew on it stay until those chats are deleted, as does a video that was first attached to a chat. The person who started a chat, or a workspace admin, can delete it, which deletes the files sent in it, and files attached to a question but never sent are deleted after a day. The records our processing system keeps of each run, which can include working copies of the transcript and summary, are deleted within 8 days of the run finishing.

A workspace’s owner can delete it in Settings, or can ask us to where the workspace is on a paid plan or under a signed agreement. For 14 days it is closed to new uploads and questions and its share links stop working, while its members can still open and download what is there and an owner or admin can keep it. After that we delete its content and the personal information in it. To delete your account, or to have a workspace deleted sooner, email us and we will do it within 30 days.

We keep the records the law requires us to keep, such as billing records, and the security records of who approved an action in a chat, of who scheduled, kept, handed over or moved a workspace and who we told when it was deleted, and of when our staff viewed an account. Deleted files and records can survive in our storage recovery window and database backups for up to 14 days, until they expire. Anything you have sent to a connected service, such as Teams or Google Drive, is in your organisation’s account and is yours to delete.

We keep account and correspondence records for as long as we need them for the purpose they were collected for, and then destroy or de-identify them.

If you ask us for product updates, or your firm is a customer, we may email you about Sully. Every marketing email says who it is from and includes a working unsubscribe link, and we act on an unsubscribe within five business days. You can also just reply and ask us to stop. If your details reached us through your employer rather than from you, each message will say how to opt out, and we will tell you where we got your details if you ask.

We do not sell or rent your details to anyone for their own marketing. If you would rather we did not use your information for marketing at all, email us at hello@heysully.ai.

We record standard information about visits to this website — pages viewed, time of visit, and the IP address assigned to your device. We do not use that browsing information to identify you personally.

This website does not require an account, and its forms do not post to us: the newsletter and demo forms open an email in your own mail client, addressed to us. Nothing you type into them reaches us unless you send that email.

We use cookies, which are small files stored on your device. The consent banner splits them into three categories: strictly necessary cookies that make the site work, including the ones that keep you signed in and remember which way you last signed in, analytics cookies that tell us how the site is used, and marketing cookies, which we do not currently set. Only the strictly necessary ones are set unless you allow the others, and your choice is itself stored in a first-party cookie, shared by this website and our web app, for twelve months so we do not have to ask again.

Allowing analytics cookies also turns on session recording on this website and in our web app, described above under how we collect information. Declining them, or withdrawing consent later, stops the recording and clears the analytics cookies from your device.

You can clear or block cookies through your browser at any time. Parts of the site may not work as intended if you block the strictly necessary ones.

This website links to sites we do not operate, including AI assistants you can ask about Sully and social platforms you can share a page to. Those links are provided for convenience. We are not responsible for the privacy practices or the content of those sites, and their policies will differ from ours. Read them before you use them.

You can ask us for the personal information we hold about you by emailing hello@heysully.ai. We may need to verify your identity first. Occasionally we may not be able to give you access to all of it — if that happens, we will tell you why.

If you think something we hold about you is wrong, tell us and we will take reasonable steps to correct it.

We will respond within 30 days. If we cannot give you access to some of it, or we do not agree that something is wrong, we will tell you why in writing and how to complain. If we correct information we have already given to someone else, we will tell them too if you ask us to.

Where the information sits inside a workspace your firm controls, your firm may be able to correct or delete it faster than we can, and we may refer you to your workspace administrator first.

If you think we have breached the Privacy Act, or you are unhappy with how we have handled your personal information, email hello@heysully.ai with your name, your contact details and a clear description of the problem. We will acknowledge it, look into it, and respond within a reasonable time.

If we cannot resolve it to your satisfaction, you can take the complaint to the Office of the Australian Information Commissioner at oaic.gov.au.

Privacy questions, requests and complaints all go to the same place:

• Hey Sully Pty Ltd (ABN 33 702 380 452)
• Attention: Privacy Officer
• hello@heysully.ai
• Suite 34, Ground Floor, 97-99 Bathurst Street, Sydney NSW 2000