At LabNext70, we prioritise the security and privacy of your data through a comprehensive and transparent approach to data protection.

UNE Madgwick Privacy & Security Information

1. Introduction

LabNext 70, within UNE, has engaged Simtheory Pty Ltd to provide the Simtheory AI platform which, at UNE, is called Madgwick.

UNE is an enterprise customer of Simtheory and has implemented various security safeguards. Enterprise customers can access: - Custom data protection agreements - Privacy attestation documentation - Detailed data processing documentation - Regular privacy compliance reporting

The purpose of this information is to provide users with transparency about those security safeguards. These apply only when using Madgwick. If you access an AI tool directly you will not have the benefit of these safeguards

2. Personal Information Collected

Simtheory will collect:
- Your UNE Staff (or student) email address
- Your first and last name

3. Purpose of Information Collection

Simtheory collects and uses your UNE staff (or student) email address and your name solely for the following purposes:
- To create and manage your user account
- To facilitate login and authentication processes

Simtheory explicitly guarantees that your email address, along with any data or intellectual property you provide or generate through our services, will never be used for training by the artificial intelligence (AI) models provided through Madgwick.

4. Data Storage and Sovereignty

Location: All user data, including your email address, is stored on secure Azure cloud infrastructure physically located within New South Wales (NSW), Australia. Simtheory configures these services to ensure data residency within NSW.

Compliance: Simtheory is required to adhere strictly to relevant Australian state and federal data protection and privacy legislation.

5. Data Security Measures

Simtheory is required to implement robust security measures to protect your information:

Encryption: Data is encrypted both during transmission over networks ("in transit") and while stored on our systems ("at rest").

Secure Connections: Simtheory utilises secure API connections with privacy-preserving configurations for internal system communications.

Intellectual Property Protection: Your data and intellectual property remain confidential and are safeguarded against unauthorised use, particularly concerning AI model training, which never occurs on your data.

Access Controls:
- Role-based access management
- Granular permission settings
- Administrative oversight of all system users
- Authentication security with optional SSO integration

Conversation content is private to the individual user. UNE administrators do not have visibility into conversation content.

6. Your Privacy Controls

Madgwick is designed to give you direct control over your data and interactions.

Conversation Privacy:
- Your conversations within Madgwick are private to you. UNE staff, including LabNext70 administrators, do not have visibility into the content of your individual conversations.
- Simtheory's platform architecture ensures that Workspace administrators can manage accounts and access settings, but conversation content is not accessible to or monitored by UNE

Deleting Your Data:
- You can delete individual conversations at any time from within Madgwick. Deletion initiates permanent removal from Simtheory's live production systems and is irreversible.
- You can delete assistants you have created at any time
- You can delete your entire conversation history at any time
- For full account deletion, contact LN70@une.edu.au.

Memory and Personalisation:
- Madgwick includes an optional memory feature (knowledge graph) that allows the platform to remember context across your conversations for a more personalised experience.
- You can turn memory on or off at any time within your settings. When memory is off, the platform will not retain context between conversations
- If you delete your account, all memory data is permanently removed.

No AI Training on Your Data:
- Simtheory will never use your conversations, documents, or any other inputs to train AI models. All AI models available through Madgwick are pre-trained and do not learn or adapt from your interactions (Simtheory No AI Training Policy).

7. Data Retention

Simtheory retains your data only for as long as necessary to provide the Madgwick service to you, or to comply with legal obligations.

• When you delete a conversation, assistant, or memory: Simtheory initiates permanent deletion from its live production systems. This action is irreversible.
• When your account is deleted: All associated data is permanently removed, including chat sessions, assistants, knowledge graph memory, and uploaded files.
• Account eligibility: Access to Madgwick is limited to active UNE account holders. If your UNE account changes (e.g., a change of email address) or you are no longer employed by or enrolled at UNE, you will no longer have access to Madgwick and your associated data may be deleted.
• Legal obligations: In limited circumstances, data may be retained for longer where required by Australian law (e.g., to comply with a lawful request from a regulatory authority, or to meet obligations under the Privacy Act 1988 (Cth) or the NSW Privacy and Personal Information Protection Act 1998).

8. Handling Sensitive Information

Simtheory understands educational institutions work with:
- Student PII
- Intellectual property
- Research data
- Assessment materials

The Simtheory platform is specifically designed to maintain the confidentiality and integrity of these sensitive information types.

Account deletion requests should be directed to LN70@une.edu.au.

Incident response procedures align with UNE's Data Breach Policy and contractual agreements with Simtheory.

If you have questions about your specific use case, please contact ln70@une.edu.au

9. Commitment to Efficiency and Environmental Responsibility

While prioritising security and performance, Madgwick also considers environmental impact:
- You can select the most energy efficient model for your individual tasks
- There is strategic deployment of smaller, energy-efficient AI models where appropriate for the task
- LabNext70 actively optimise resource allocation to minimise energy consumption
- AI models are selected based on a balance of performance requirements and energy efficiency

10. Accessibility Considerations

Simtheory is committed to ensuring the Madgwick service interface is accessible, aligning with UNE's Digital Accessibility Framework Policy:

• Web Interface Compliance: Designed to meet WCAG 2.1 AA standards for compatibility with assistive technologies.
• Alternative Formats: Key information and outputs can potentially be provided in alternative formats upon request via LN70@une.edu.au.
• Keyboard Navigation: Platform functions are designed to be accessible via keyboard.
• Plain Language: AI responses can be configured to prioritise clear, concise language.
• Voice Functionality: Voice input/output functionality exists within the platform and can be enabled/disabled by the user.

Accessibility is an ongoing commitment, and features will be progressively enhanced.

11. Compliance Framework

• Designed to support educational institutions' compliance requirements
• Alignment with privacy regulations including GDPR principles
• Regular compliance reviews and updates

12. Related UNE Policies

The use of the Madgwick service is subject to the following UNE policies. Users are expected to comply with these policies

· Privacy Management Rule: https://policies.une.edu.au/document/view-current.php?id=130

· Information Security Policy: https://policies.une.edu.au/document/view-current.php?id=54

· Information Security Rule: https://policies.une.edu.au/document/view-current.php?id=491

· Data Breach Policy: https://policies.une.edu.au/document/view-current.php?id=470

· Code of Conduct: https://policies.une.edu.au/document/view-current.php?id=140

· Digital Accessibility Framework Policy: https://policies.une.edu.au/document/view-current.php?id=520

In case of any conflict between this Privacy & Security Information and UNE policies, the UNE policies will prevail.

13. Our Commitment to Trust and Transparency

LabNext70 understands that trust is paramount. We are committed to maintaining high standards of data security and privacy. We strive for continuous improvement in our security practices and maintain transparency with our users regarding data handling.

14. Updates

We may update this Privacy & Security Information from time to time. We will notify users of any significant changes through appropriate channels. We encourage you to review this information periodically.

15. Contact Information

If you have any questions or concerns regarding this Privacy & Security Information or our data handling practices, please contact us directly via email: ln70@une.edu.au