Privacy policy

This policy covers Entrilla: the website entrilla.com, the account service at app.entrilla.com, and each organisation's Entrilla workspace at its own address (yourcompany.entrilla.com). Entrilla is run from Australia (“we”, “us”). This policy says what personal information we collect, why, where it goes, how long we keep it and how to ask about it. It follows the Australian Privacy Principles.

The short version

• Where data goes. Each organisation runs on its own instance in Sydney, Australia. Some services are outside Australia: the AI model (Anthropic) processes requests in the United States, and our hosting provider (Fly.io) keeps application logs, which hold IP addresses, for 7 days in the United States.
• Website analytics. entrilla.com, the live demo (try.entrilla.com) and the sign-up and payment pages of app.entrilla.com use Google Analytics 4 and its cookies to see which pages are visited, how people find the site and which visits lead to a paid plan. It never includes anything you put into the Entrilla product (details in section 8).
• Signing in with Google. We receive only your name, your email address and an account identifier, and use them only to sign you in (section 3).
• We don't sell personal information, and your data never trains AI models.
• Questions: privacy@entrilla.com.

1. Who this covers

• Customer admins and billing contacts: the people who sign an organisation up and pay.
• People inside a customer's organisation: staff and guests who use Entrilla because their organisation invited them.
• Visitors to entrilla.com.

For the second group, your organisation decides what goes into Entrilla and who sees it. We hold that information on the organisation's behalf. Questions about what your organisation recorded about you go to your organisation first; we help them answer.

2. What we collect

We don't collect sensitive information (health, religion, union membership and the like) on purpose. If someone types it into a note, it is held like everything else under section 5.

3. Signing in with Google, Microsoft or Okta

If you choose to sign in with Google, Microsoft or Okta, Entrilla asks only for your basic profile and email address: we read your name, your email address and the provider's identifier for your account. We use them to find your Entrilla account (or, where your organisation lets anyone with its email domain join, to create one), to sign you in, and to show your name on the work you do in Entrilla. We never see your password for that provider. We don't ask for access to your files, calendar, contacts or mail, and we don't use what the provider sends us for advertising or for anything other than signing you in.

Entrilla's use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

4. The AI and your data

Entrilla sends the content of a workflow (its steps, times, notes and your organisation's rules) to an AI model to draft maps, suggest improvements and answer questions. That provider, Anthropic, processes the content in the United States. Under its commercial terms it processes the content only to answer the request and does not use it to train models. It may keep requests for a limited period under those terms; we have no zero-data-retention arrangement with it.

We never send pay rates or dollar figures to the model. Where masters and admins, who can see dollar figures, ask workflow chat about money, Entrilla works the figures out itself and shows them under the AI's answer; the model never receives them.

The AI never changes a live workflow on its own. It edits one only when a person in your organisation asks it to, saving a version first so the change can be put back, and its recommendations change nothing until a person accepts them. When someone runs an analysis, it also fills in times for steps that have none, marked as estimates until a person confirms them.

5. Where it lives and who can see it

• Each organisation runs on its own instance in Sydney, Australia, on infrastructure provided by the companies listed on our security page, and its backups are kept in Sydney.
• Only people your organisation has given access to can see its data. Entrilla staff see your instance only if you invite support@entrilla.com; it shows in your Users page and activity log.
• Separately, to keep the service running (deploys, backups, restarts and fixing faults), we can reach the server your instance runs on through our hosting provider's command line. That access is kept to the minimum, never used to read content beyond what the task needs, and each such access is recorded in an access log.
• We don't sell personal information, and we don't share it with anyone except the providers needed to run the service, or where the law requires.
• Some providers are outside Australia: the AI model (Anthropic), email delivery (Resend) and error reports from our account service (Sentry), in the United States; our hosting provider's application logs (Fly.io), which hold IP addresses and are kept for 7 days, also in the United States, though instances run in Sydney; payment processing (Stripe), in Australia and the United States; uptime checks and our status page (Better Stack), in the EU and the United States; Cloudflare, whose global network carries traffic to every workspace address and decrypts and re-encrypts it in transit, storing none of it; and the website's analytics (Google), in the United States and other countries. The security page lists every provider, what it sees and its region. Where personal information leaves Australia we take reasonable steps so it is handled as this policy says.

6. How long we keep it

• Account and content data: as long as the organisation's subscription runs. When a plan ends, or a trial ends without a subscription, the organisation stays read-only for 37 days so it can be exported, then is paused (its owner can still sign in and export), and is deleted within 60 days of the plan ending (within 7 days on written request). The locked, encrypted backup copies are purged by 36 days after deletion. We confirm the deletion in writing.
• Server logs: 7 days. They are held by our hosting provider, Fly.io, in the United States, and we keep no copy of our own.
• Support emails: 2 years.
• Billing records: 7 years.

7. Your rights

You can ask to see the personal information we hold about you, have it corrected, or have it deleted, by writing to privacy@entrilla.com. We answer within 30 days. If the information belongs to a customer's organisation we may need their agreement to change it, and we'll say so. If you're not happy with our answer you can complain to the Office of the Australian Information Commissioner (oaic.gov.au).

8. Website analytics

The website, entrilla.com, uses Google Analytics 4 to understand which pages are visited and how people find the site. This covers the website only: it never includes anything you put into the Entrilla product.

What is collected. The pages you view; the page or site that referred you; any campaign tags in the link you followed (for example, that you came from a LinkedIn message); your browser and device type; and an approximate location (city and country), which Google works out from your IP address. Google Analytics 4 doesn't log or store full IP addresses.

Cookies. Google Analytics sets two cookies on entrilla.com: _ga, which gives your browser a random identifier so return visits can be counted, and _ga_NETQ1VE67J, which keeps track of the current visit. Both last up to two years.

Who processes it. Google processes this information for us, in the United States and possibly other countries outside Australia. We have switched off Google signals and ad personalisation for this site, so the analytics aren't used to personalise ads.

How to opt out. Install Google's opt-out browser add-on (tools.google.com/dlpage/gaoptout), or block cookies for entrilla.com in your browser. The site works the same either way.

The live demo, try.entrilla.com. Google Analytics 4 also runs on the live demo, with the same settings: Google signals and ad personalisation are off, and ad storage is denied. It counts page views (the page's path and campaign tags only) and three events: the demo was opened, an analysis was run (with one word for how it ended), and “Email me this analysis” was used. Nothing you type into the demo, and nothing the analysis makes of it, is sent to Google, and the private link to a result is never reported.

What we count on the website. Besides page views: which of our buttons you press (for example “Start free trial”), and whether you started one of our short films and watched it to halfway and to the end.

Sign-up and payment pages (app.entrilla.com). Google Analytics 4 also runs, with the same settings, on the account service's pages for signing up, confirming your email, watching your workspace being set up, choosing a plan and coming back from payment. It never runs inside your organisation's workspace or on our own admin pages. It uses the same random identifier as entrilla.com (when you follow a link from one to the other, the identifier travels in the link), so we can see which visits led to a sign-up and a paid plan. It counts page views (the page's address without the part after the “?”, apart from campaign tags) and four events: a sign-up was accepted, an email address was confirmed, an organisation's workspace was ready, and a plan was chosen (which plan, and monthly or yearly). Your name, email address and organisation name are never sent. In a browser that sends Global Privacy Control, these pages don't load Google Analytics at all.

Campaign tags kept in your browser. If the first link that brought you to entrilla.com carried campaign tags (for example utm_source=linkedin), the website keeps those tags in your browser's local storage, under the name entrilla:utm, until you clear it. They are added to the links you follow to sign up or to try the live demo, and to the link in “Email this link to myself”, so we can tell which message brought you. They are not sent anywhere unless you follow one of those links, and they hold nothing about you beyond the tags in that first link.

The pre-launch “Notify me” list. Before launch, the website had a “Notify me” form that kept an email address, the campaign tags of that person's first visit and the time it was sent, with Cloudflare, our website host. We used the list only for the launch emails it promised, and deleted every address after the last of them was sent. Nothing from it was kept.

9. Cookies in the product

Entrilla itself uses one cookie to keep you signed in and one to remember your department. Admins who look after more than one organisation also get one that remembers which organisation they are looking at, and signing in through Google, Microsoft or Okta sets one that lasts ten minutes while the sign-in completes. Two more help with signing in:

• wm_known remembers that this browser has signed in to your account with a password before, so someone guessing passwords for your username can't lock you out of signing in from this browser. It lasts 180 days, is kept when you sign out (a signed-out browser is the case it is for), and is sent only to the sign-in address.
• wm_login_email lasts 5 minutes. When you sign in with a work account whose email isn't on your organisation's team, it holds that email so the sign-in page can tell you which account it refused.

The product's cookies are all Entrilla's own, and none tracks you across sites.

10. Security

Data is encrypted in transit and at rest. Sign-in supports Google, Microsoft and Okta so passwords can be avoided altogether. Every action in our admin console and every operator command we run against a customer's instance is written to an audit log. If a breach is likely to cause serious harm we notify the affected organisations and the Office of the Australian Information Commissioner, as the Notifiable Data Breaches scheme requires. More on the security page.

11. Changes

We update this policy when the service changes. The date at the top moves, and material changes are announced in the product.

12. Contact

Entrilla, Australia. Privacy questions and requests: privacy@entrilla.com.