whenWe Privacy Policy

whenWe is built around trust. The memories shared through the platform are often personal reflections drawn from real relationships and shared experiences. These contributions are typically written with care and goodwill by the people who were part of those moments, whether they relate to a person, place or meaningful event.

Because these stories can be deeply personal, protecting the privacy and dignity of everyone involved is extremely important to us. whenWe aims to provide a respectful space where memories and perspectives can be gathered, preserved and shared in a thoughtful and positive way.

Our intention is to help people reconnect with the moments and relationships that shape their lives, while ensuring personal information is handled carefully, transparently and with respect for those who choose to contribute their memories.

This policy explains, in simple terms, what information we collect, how it is used, how it may be shared, and how we protect it. It also explains how individuals may access their personal information, request corrections, or raise concerns about how their information has been handled.

Smith and Davies Pty Ltd manages personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

This Privacy Policy is freely available on the whenWe website.

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1. Information We Collect

To operate the platform and create memory books, we collect a limited amount of information from event creators and contributors.

This may include:

Basic contact information
• Name
• Email address

Content provided by users
• Written memories submitted by contributors
• Messages or communications related to an event

Event details
• The name of the person, place or organisation the event relates to
• Contributor invitation lists and participation information

Technical information
• Basic website usage data such as device type, browser type and general location data collected through standard website analytics tools

We collect this information directly from users, for example when registering, submitting content, or sending invitations, and automatically through tools such as website analytics.

We only collect information that is reasonably necessary to operate the platform and deliver the whenWe service.

Memories may occasionally refer to other individuals as part of shared experiences. Contributors are encouraged to ensure that any personal information they include about others is shared respectfully and appropriately.

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2. How We Use Information

Information collected through whenWe is used to support the collection, storage, organisation and responsible use of memories and event information within the platform.

This may include:

• Creating and managing events
• Inviting contributors to participate
• Storing and organising submitted content
• Producing the final memory book
• Communicating with event creators and contributors
• Maintaining and improving the reliability and functionality of the platform

AI-assisted writing support

We provide AI tools to assist contributors in drafting and refining their memories more smoothly. This may include suggesting improvements to wording, grammar, structure or flow based on the content and memories they provide.

These tools are supportive only. The contributor always reviews, edits and decides the final version of their memories before submission.

No automated system makes or substantially contributes to any decision that could reasonably be expected to significantly affect an individual's rights or interests, such as approving, rejecting or prioritising content for inclusion in an event or memory book.

The contributor retains full control and ownership over what is ultimately shared.

We do not sell personal information to third parties.

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3. Learning from Human Memories

One of the broader purposes of whenWe is to help highlight the positive impact that relationships, shared experiences and meaningful memories have on people's lives.

With appropriate care and respect for privacy, memories shared on the platform may also be analysed in aggregated or de-identified form to help identify themes around positive human behaviour, relationships, connection and the experiences people value most.

Where memories are used for learning or research purposes, they will reviewed in aggregated or de-identified form so that individual contributors cannot reasonably be identified.

This type of analysis may support academic research, platform development and broader learning about the kinds of human interactions that contribute to wellbeing, memory formation and positive mental health.

The intention of this work is to better understand and celebrate the behaviours, relationships and experiences that enrich people's lives.

Individual memories will not be publicly shared, published or used for research purposes in a way that identifies a contributor without their permission, and any such use will occur only in accordance with the applicable provisions contained within the whenWe Terms and Conditions.

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4. Ownership of Memories

Contributors retain ownership of the memories they write.

By submitting a memory through the platform, contributors grant whenWe permission to store, process and reproduce the memory as required to create the memory book and operate the service.

Memories are only used for the purpose of the specific events unless additional permission is provided.

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5. Sharing of Information

Information may be shared with trusted service providers where this is reasonably necessary to deliver the whenWe service.

This may include:

• Secure cloud storage providers used to host project data
• Printing partners involved in producing memory books
• Technical providers that support the operation of the platform

Some service providers used by whenWe may store or process data in overseas jurisdictions, including countries such as the United States.

When this occurs, we take reasonable steps to ensure that these providers handle personal information in a manner consistent with Australian privacy obligations.

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6. Storage and Security

We take reasonable steps to protect personal information and submitted content.

These measures may include:

• Secure hosting and data storage systems
• Access controls limiting who can view event information
• Standard industry security practices used by website platforms

While no digital system can guarantee absolute security, protecting the memories entrusted to us is a responsibility we take seriously.

Personal information is retained only for as long as reasonably necessary to operate events, comply with legal obligations or maintain platform functionality. Where appropriate, information may be deleted or de-identified.

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7. Access and Correction of Personal Information

You may request access to the personal information we hold about you, or request that we correct information that is inaccurate, incomplete or out of date, by contacting us using the details provided in this policy.

Where practical, contributors may also request changes or removal of their submitted memories before a memory book is finalised.

Once a book has been printed or delivered, removal of previously published content may no longer be possible.

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8. Privacy Complaints

If you have a concern or complaint about how we have handled your personal information, you may contact us using the details below.

We will review and investigate the matter and aim to respond within a reasonable timeframe.

If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC).

Further information is available at www.oaic.gov.au

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9. Children's Privacy

whenWe events may include memories about people of any age. However, contributors submitting memories should be over the age of 18 or have appropriate permission from a parent or guardian.

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10. Changes to This Policy

We may update this Privacy Policy from time to time as the whenWe platform evolves.

Any updates will be published on the whenWe website.

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11. Contact

If you have any questions, requests or privacy concerns, please contact us.

Email: info@whenwe.com.au

Postal Address:
PO Box 900
Mooloolaba QLD 4557
Australia