1. Who we are
Mentology (ABN 24 378 442 355) is based in Noosa Heads, Queensland, Australia. Our website is https://mentology.com.au.
This policy covers our website and our apps: AI-Mentor, AI-Companion, Study-Mentor, Mentology PA and the Mentor Learning Program. We handle personal information in line with the Australian Privacy Principles in the Privacy Act 1988 (Cth).
2. Privacy & Discretion
At Mentology, we handle all inquiries and professional engagements with the highest level of confidentiality. We do not sell personal information, and we never use what you share inside our apps for advertising. Our commitment to “Human Foresight” begins with the respect and protection of your professional privacy.
3. Our website
Cookies
If you leave a comment on our site, you may choose to save your name, email address and website in cookies so you do not have to enter them again. These cookies last for one year.
If you visit our login page, we set a temporary cookie to check whether your browser accepts cookies. It contains no personal data and is discarded when you close your browser. When you log in, we set cookies to save your login and screen display choices. Login cookies last for two days and screen option cookies last for one year. If you select “Remember Me”, your login lasts for two weeks. Logging out removes the login cookies.
If you edit or publish an article, a cookie is saved that holds only the ID of that article. It expires after one day.
Contact Forms
Information you send through our inquiry forms is used only to reply to you and is not shared with third parties. Website emails are sent through our Google Workspace account, and a log of sent emails is kept for 30 days, then deleted.
Analytics and Advertising
We use Google Analytics to understand how visitors use our website, such as pages viewed, approximate location and device type. It uses cookies and does not identify you by name.
We advertise through Google Ads. Google may use cookies to show our ads to people who have visited our site and to measure whether an ad led to a visit or sign-up. When someone subscribes to Mentology PA, we record that a subscription occurred so we can measure sign-ups. That record does not include your name, email or any content.
You can manage ad personalisation at adssettings.google.com and opt out of Google Analytics with Google’s Analytics opt-out browser add-on. Information you give us inside our apps, and any Google account data you connect, is never used for advertising.
4. What our apps collect
| Information | Examples | Why we need it |
|---|---|---|
| Account details | Name, email, phone, address, postcode, country | To set up and support your account, and to bill you. |
| Payments | Handled by Stripe. We never see or store your card number. | To process your subscription. |
| Conversations | What you say or type to the app, and its replies | So the app can respond and keep the thread of your conversation. |
| Voice | Spoken questions and the app’s spoken replies | To let you talk with the app instead of typing. |
| Phone and SMS log (Mentology PA) | Caller number, caller name, messages as text. Never audio recordings. | To show you who called or texted and what they said. |
| Your files | Kept in your own Google Drive. We store only the file name, its Drive ID and a short text extract. | So the app can find and use the right document. |
| Support requests | Your message and any screenshot or PDF you attach | To help you. |
Note: Our apps are for adults aged 18 and over only.
5. Your Google data
Our apps connect to your Google account only when you choose to connect it, and only to provide the features you can see. You can disconnect at any time in your Google Account under “Third-party apps and services”.
What we access and why
| App | Google data | How it is used |
|---|---|---|
| Mentology PA | Gmail: read messages, create drafts | To summarise your email, discuss it with you, and prepare draft replies. The PA never sends email. Only you do. |
| Mentology PA | Google Calendar | To check your schedule, flag conflicts and add events you approve. |
| Mentology PA | Google Contacts (read only) | To match an incoming caller’s number to your contacts, so the PA can greet existing clients by name and show you who called, even if they leave no message. |
| Mentology PA | Google Sheets | To add rows to your Income & Expense sheet, only after you confirm each one. |
| Mentology PA | Google Drive: files you upload through the app | To ground the PA’s answers in your own business documents. |
| AI-Mentor, AI-Companion, Study-Mentor | Google Drive: only the folder and files the app creates for you | To keep your working files in your own Drive rather than on our servers. |
How we use Google data
- Only to provide the features above, at your request.
- We do not sell Google data, use it for advertising, or use it to build profiles unrelated to our service.
- We do not use Google data, raw or derived, to train or improve any AI or machine learning model, ours or anyone else’s.
- Our people do not read your Google data unless you ask us to for support, it is needed for security, or the law requires it.
Limited Use
Mentology’s use and transfer of information received from Google APIs, including raw or derived user data from Google Workspace APIs, will adhere to the Google API Services User Data Policy, including the Limited Use requirements. Mentology does not use Google user data to develop, improve or train generalised AI or machine learning models.
6. Artificial intelligence and training
Our apps use AI models to understand you and reply. To do that, the relevant part of your conversation, and any Google data needed to answer, is sent to the AI model for that request only.
- Requests go through OpenRouter, which routes them to OpenAI models (hosted on Microsoft Azure) and Google Gemini models (hosted on Google Vertex AI).
- Our OpenRouter account is set so that no provider may train on our requests, and OpenAI and Google requests use zero data retention routes. Google may keep a short-lived copy solely to detect abuse and does not use it for training.
- Spoken replies are produced by ElevenLabs. Our ElevenLabs account has model training switched off.
- Your conversations are never used to train any AI model.
7. Who we share information with
We share personal information only with the service providers needed to run the features you use, and only the part needed for each task:
| Provider | What they do | Location |
|---|---|---|
| VentraIP | Hosts our servers and app data | Australia |
| OpenRouter, OpenAI (via Microsoft Azure), Google | AI models that generate replies | United States and other countries |
| ElevenLabs | Turns replies into speech | United States and other countries |
| Stripe | Processes payments | United States and other countries |
| Twilio | Carries calls and texts for Mentology PA (account owned by you) and safety text messages for AI-Companion | United States and other countries |
| Sign-in, the Google services you connect, website email (Google Workspace), and website analytics and advertising | United States and other countries | |
| SerpApi, Google Places, Open-Meteo | Flight, hotel and weather searches in Mentology PA. These receive search details such as destinations and dates, not your Google data. | Overseas |
Because some providers are overseas, your information may be processed outside Australia. We choose providers with strong security and privacy terms, and we limit what each receives.
AI-Companion, AI-Mentor and Study-Mentor include duty-of-care steps for situations where a conversation indicates someone may be at risk of harm:
- Private clients choose whether to add an emergency contact and enter those details themselves during setup. If needed, the app may send a text message or email to that contact.
- Organisation and university accounts: the organisation or university decides whether to set up an emergency protocol, such as Study-Mentor’s RED Email protocol, and whether to add emergency contacts. If it does, the app may alert the person the organisation has nominated. Study-Mentor alerts are sent by email only.
These alerts are used only for safety, and only to the contacts set up by you or your organisation.
We do not share personal information with anyone else unless you ask us to or the law requir
8. How we protect your information
- All connections use encrypted HTTPS.
- Google sign-in tokens and sensitive stored fields are encrypted with AES-256-GCM.
- Each client workspace is kept separate on our servers. One client cannot reach another client’s data.
- Mentology PA only drafts email. Calendar entries and Income & Expense rows need your confirmation.
- Access to admin tools is restricted to Mentology’s founder.
9. How long we keep information
- Conversations are kept until you clear them. Cleared conversations are permanently deleted. Routine hosting backups may hold a copy for up to about six weeks, after which it is gone.
- When you disconnect Google or close your account, we ask Google to revoke our access and delete our stored copy of your Google sign-in tokens. You can also remove our access at any time in your Google Account under Third-party access. Your files stay in your own Google Drive.
- Account and billing records are kept as long as the law requires.
10. Your rights
You can ask us to give you a copy of the personal information we hold about you, correct it, or delete it. We may need to keep some records for legal, administrative or security reasons.
To make a request or raise a privacy concern, email support@mentology.com.au. We aim to reply within 30 days. If you are not satisfied with our response, you can contact the Office of the Australian Information Commissioner at www.oaic.gov.au.
11. Changes to this policy
We will update this page if our practices change and show the new date at the top.