Privacy Policy

In brief

Mingvo helps users preparing for consultation about Australian family law, visas and immigration, and related combined matters organise their own account and materials, create a case brief they can review and edit, read general legal information, and, if they choose, send a confirmed version to one matched lawyer for a conflict check and preliminary contact.

This use may involve highly private information about relationships, children, finances, health, family violence, safety risks, visa or immigration status, application history and legal disputes. We process only information reasonably necessary for the purposes below and use layered notices, access controls, encryption, malicious-file scanning, restricted AI calls, version records and deletion workflows to reduce risk. No online service can guarantee absolute security.

Important points:

• Mingvo is not a law practice, does not provide legal advice, and does not make decisions for a court, lawyer or emergency service.
• Your case content is not automatically sent to a lawyer or distributed to multiple law practices.
• AI only helps extract and organise candidate information. You should check generated content. AI cannot approve a legal conclusion, deadline, conflict result, retainer, fee or significant decision.
• The start page separately explains acceptance of the current Terms of Use and consent to necessary sensitive-information and AI processing. One express action records those decisions separately. Sensitive-information consent applies only to the case-brief processing stated on that page and is not blanket consent to every use of personal information.
• You may ask to access, correct, export or delete information held by Mingvo. Legal preservation, dispute handling, information security and copies already held by an independent lawyer may limit deletion.

Who we are

In this policy, “Mingvo”, “we”, “us” and “the platform” mean MINGVO PTY LTD (ACN 701 213 032, ABN 92 701 213 032), an Australian company based in New South Wales.

We use the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs) as our privacy-governance baseline and comply with them where they apply to us. Even if a small-business exemption may apply to a particular activity, we will handle personal information collected through Mingvo in accordance with this policy.

Send privacy questions, requests, complaints and general support requests to mingvo.info@gmail.com.

Scope

This policy applies to Mingvo's Web/PWA, WeChat Mini Program, related APIs, case-brief workflow, client-to-lawyer handover functions, and our processing of personal information to operate those services.

It does not govern an independent lawyer's or law practice's handling of information after receipt. A lawyer or practice handles that information under its own privacy policy, professional duties, conflict rules, file-retention duties and arrangements with you.

Links to third-party sites or services are governed by their own policies.

Information we may collect

We collect only information reasonably necessary to provide, secure and improve the service. Depending on the functions you use, this may include the following.

3.1 Account, identity and session information

• email address, one-time-code verification status, user identifier and account settings;
• guest-session identifiers, login sessions, security tokens and account-claim records;
• selected language, contact details and contact preferences;
• IP address, time, broad device/browser type and security events used to prevent abuse and protect accounts.

We do not ask you for your myGov, ImmiAccount, banking or law-practice password. Unless a clearly identified function genuinely requires it and provides a separate notice, do not upload complete identity-document numbers, payment-card details or unrelated identifiers.

Where reasonably practicable, you may begin with a guest workspace and use descriptions or pseudonyms in your account. The system still handles limited technical information to protect the session. Guests may download their own case brief while the temporary session remains valid. Long-term saving, account management and lawyer handover require the relevant identity and authority checks.

3.2 Case account and questionnaire information

This may include relationship and family background, important events and dates, children's arrangements, assets and liabilities, income and expenses, existing legal processes, goals, contact details and other explanations. Visa and immigration matters may also involve nationality, country or region of residence, current visa or immigration status, application and travel history, study and work, sponsorship or nomination, dependants, official notices, and health, character or protection background the user chooses to provide.

3.3 Sensitive information

Family-law or immigration material can contain sensitive information within the meaning of the Privacy Act, such as health or disability information, racial or ethnic origin, religious beliefs, sexual orientation or practices and criminal records. It may also contain information about family violence, abuse, mental health, self-harm risks or children's safety.

We do not seek this information to build advertising profiles. We process it only where it is relevant to the matter you ask us to organise and reasonably necessary to provide the service. Where consent is required, we obtain express, informed, current and specific consent before collection.

3.4 Uploaded materials and derived information

• PDFs, images, descriptions and file metadata that you upload, including visa/VEVO, school, employer, sponsorship, application or review correspondence; where originals contain passport or application reference numbers, the same private-storage and de-identification controls apply, and complete numbers are not required to begin;
• file versions, integrity checks, safety-scan results and processing status;
• text extracted or recognised from materials, page images, evidence excerpts, proposed timelines, amounts and source locations;
• material summaries, case-brief content and uncertainty markers produced by preset rules or AI for review.

3.5 Information about other people

Your content may concern a partner, former partner, child, family member, witness, applicant, sponsor, employer, former adviser, professional or another person. Provide only what is reasonably relevant to organising the matter and remove unrelated information where appropriate. You must have a lawful reason to provide it. A person does not become a Mingvo user merely because they appear in your material.

3.6 Lawyer matching and handover information

• service need, location, language and matching preferences;
• relevant names and a case reference used for conflict checking;
• the one lawyer or practice you select, handover status, confirmation time and version;
• contact details, a frozen case brief, original material files you separately choose to share, and delivery records that you expressly authorise us to send;
• limited status returned by the lawyer, such as conflict found, willing to contact, contacted or unable to act.

3.7 Communications, support and operational records

We may collect support content you send to us, together with security and operational records that do not contain the body of your case, delivery outcomes, error codes, performance measures and complaint records.

How we collect information

We collect information mainly when:

• you answer a questionnaire, enter a narrative, upload materials, edit a brief or contact us;
• the system generates session, security, audit and technical records as you use the service;
• the system recognises text in material you provide, removes or replaces direct identifiers under preset rules, and performs controlled AI processing after you consent;
• after you initiate a handover, we receive limited workflow status from the selected lawyer or practice;
• infrastructure and service providers give us information reasonably necessary for security, fraud prevention or system maintenance, where permitted by law.

If you do not provide necessary information, we may be unable to create a case brief, process particular material, save account content or complete a lawyer handover. You may still use parts of the service that do not need that information where the functions permit it.

Why we use information

We may use personal information to:

1. create and protect a guest session or account;
2. run an interview, organise materials and generate a reviewable case brief at your request;
3. display general public legal information and safety resources;
4. save versions and let you edit, export, archive or delete information;
5. match one lawyer and conduct a conflict-first handover after a separate choice and consent from you;
6. send necessary transactional messages about login, delivery and status;
7. detect malicious files, unauthorised access, fraud, abuse and technical failures;
8. conduct security audits, reliability testing, cost control and service-quality analysis without using the body of your case;
9. handle access, correction, deletion, complaints, legal requests and data incidents;
10. comply with applicable law and establish, exercise or defend legal rights.

We do not sell personal information, use case content for targeted advertising, or use case content to train Mingvo's or a third party's foundation model.

Collection notices and consent

This policy explains our overall practices. It does not replace a short notice at the point of collection.

• Starting a case brief: the page links to the current Terms of Use and this policy and separately explains Terms acceptance and necessary sensitive-information/AI processing on the same screen. One express button separately records the applicable versions, language, time and two evidence decisions. Merely viewing, expanding the explanation or opening a link is not acceptance or consent.
• First real case account or material: before you provide information, the same start page explains what is collected, why it is needed, AI and overseas processing, the main consequence of not providing it and your choices. The button expressly states that you accept the Terms and specifically consent to the sensitive-information processing described on that page. If you do not consent, no information is sent to AI and AI-assisted organisation that depends on it cannot continue.
• Lawyer handover: every handover separately identifies the receiving lawyer/practice, the fields sent during conflict checking and what would be sent after conflict clearance. It requires express consent and defaults to no disclosure. If a lawyer notification is to include the client's name and matter category, the send page explains this first and asks you to expressly confirm it. Earlier consent and earlier handovers do not automatically authorise this additional email content.
• Optional functions: before introducing marketing, non-essential analytics, recordings, biometrics or a materially different purpose, we give a separate notice and obtain consent where required.

You may withdraw consent to future optional processing by contacting mingvo.info@gmail.com. Withdrawal does not affect processing that was lawful before withdrawal and may prevent functions that require the information from continuing.

AI and automated processing

7.1 What AI does

Mingvo uses narrowly scoped AI to help:

• understand the parts of material needed to organise your matter;
• propose structured information from materials and an interview;
• draft a case brief for your review;
• flag conflicting, unsourced or uncertain content.

We check whether AI output follows the required format, is supported by available material and is suitable to show you. Content that does not pass these checks is not used, or is replaced by a result organised under preset rules.

7.2 What AI does not do

AI does not, for Mingvo or a lawyer:

• give legal advice or predict a court outcome;
• determine a legal deadline, conflict result, acceptance of a retainer or fee;
• file with a court, serve another party, contact police or monitor an emergency risk;
• make a fully automated decision that significantly affects your rights or interests.

No person reads every input in real time. Safety prompts cannot guarantee detection of every danger. If there is immediate danger, call 000 or seek appropriate professional help.

7.3 How we use OpenAI

• Current AI service: Mingvo currently uses OpenAI's artificial-intelligence services to help organise real matters. We send only the parts of materials and questionnaire information needed to organise a case brief, after safety and de-identification checks. If processing fails, we do not automatically transfer the content to another AI provider.
• Storage and retention: original files remain in Mingvo-managed Australian infrastructure. Necessary content sent to OpenAI may be processed overseas. We do not ask OpenAI to save generated results for later retrieval. Its abuse-prevention records may still include that content, normally for up to 30 days. Longer retention may be required by law or reasonably necessary to protect services or others from harm. Images or files flagged as suspected child sexual abuse material may be retained for human review.
• Decisions and review: AI only helps organise information and can be wrong. The system checks information sent and content generated, and you still need to review the case brief. AI does not control account access, legal deadlines, lawyer conflict checks or engagement decisions.
• Model training: Mingvo does not opt in to supplier training and does not authorise use of Mingvo inputs or outputs to train a foundation model. We use the OpenAI API, not a public chat product.

Before using another AI model or provider for real matters, we assess the privacy, security and overseas-processing impact, update this policy and relevant collection notices, and obtain fresh consent where required.

Mingvo may also use preset criteria such as service type, language, location and lawyer availability to help shortlist one lawyer. This only assists a service connection. It does not decide a conflict, whether a lawyer accepts a matter, fees, legal advice or any matter that significantly affects your rights or interests. You and the independent lawyer make your own final decisions.

Who receives information

We disclose information only where reasonably necessary, at your direction, or as permitted or required by law.

8.1 Technology service providers

• Amazon Web Services (AWS): Sydney-region hosting, private object storage, key management, malicious-file scanning and recovery infrastructure;
• OpenAI: assistance with the parts of materials and questionnaire information needed to organise a case brief, after safety and de-identification checks;
• Resend / Plus Five Five, Inc.: minimal transactional email, processing recipient addresses, subjects, message bodies, delivery status and related technical records. Only after the send page informs you and you expressly confirm may a notification to your selected lawyer include your name, or the name of the person you represent, and the matter category in its body; the subject does not contain a client's name. Other transactional emails do not contain party names. Email bodies do not include case facts, client phone numbers or contact email addresses, materials, a case brief or a PDF. Open and link tracking remain disabled;
• other reviewed suppliers reasonably necessary for authentication, security, maintenance, legal or professional support.

Suppliers may process information on our behalf only for the agreed purpose and must be subject to appropriate confidentiality, security and data-processing conditions.

8.2 Lawyers and law practices

Only after you choose to proceed:

1. necessary conflict names and a limited reference are sent during conflict checking;
2. only after conflict clearance is the frozen case brief and your contact details sent within the scope you confirm at that time.

The client's name in a lawyer notification comes from the name you confirm for yourself or the person you represent when sending; immigration matters use the applicant's name. The other party's, sponsor's or employer's name is not added to the email. An email may appear in the recipient's notification preview and may be saved or forwarded. You may choose not to send and can still keep or download your brief. The full brief and contact details remain accessible only in the platform after login, matter-authority checks and conflict clearance.

You may separately select original material files already included in the confirmed version for your chosen lawyer to view or download after conflict clearance. Leaving this unchecked does not prevent sending the brief. Later additions are not shared automatically.

After receipt, a lawyer may hold a separate copy as an independent handler of personal information. Deleting Mingvo's platform copy cannot recall an email already delivered or delete a copy that a lawyer must retain under law or professional obligations.

8.3 Other permitted disclosures

We may also disclose necessary information to professional advisers, auditors or insurers under duties of confidence; where authorised for legal process, a regulatory requirement or to lessen a serious threat to life, health or safety; or to a recipient in a corporate restructure under equivalent confidentiality and purpose limits. We do not contact police, another party or a family member merely because the system detects a risk-related word.

Overseas processing

Mingvo stores original case information and files in the AWS Sydney Region. Necessary content sent to OpenAI to organise a case brief may be processed in the United States or other locations outside Australia. Australian storage of the originals does not mean AI processing also takes place in Australia.

Transactional email uses Resend and is routed through its Tokyo sending region. Resend states that the email addresses and minimal message content we send, together with related metadata, logs and API records, are stored in the United States. Sending may be processed in Japan. We therefore reasonably expect information may currently be processed in or disclosed to:

• Australia;
• the United States; and
• Japan.

A supplier and its published subprocessors may also process limited information in other locations disclosed in their policies. We take reasonable steps to assess suppliers, minimise content, use available regional settings and contractual protections, and review material changes. Laws applying to an overseas recipient may differ from Australian law.

Information security

We use controls proportionate to the sensitivity of the information, including:

• access controls tied to accounts, roles and particular matters, with unauthorised access denied by default;
• encryption in transit and at rest, and private file storage that retains version records;
• upload quarantine and malicious-file scanning before automatic text recognition or AI can read a file;
• limited information sent to AI after de-identification and residual checks, with no sending when checks fail;
• version records, safeguards against conflicting changes, and security audit and deletion records that do not contain the body of a case;
• least-privilege access, protected system credentials, service monitoring, recovery testing and incident response.

Internet transmission, automated tools and storage systems always involve risk. Protect your email account and device, and report suspected unauthorised access immediately to mingvo.info@gmail.com.

Retention, archiving and deletion

We keep information for the shortest reasonable period needed for its purpose and apply the following usual maximums. Deletion may be completed through an automated or controlled operational process, subject to the exceptions below.

Permanent deletion removes content from active systems controlled by Mingvo and uses a tracked deletion process to remove file copies we hold. A minimal audit record without the body of your case may remain to prove the request and deletion outcome. Deletion can take a reasonable processing period for technical reasons.

We may pause deletion or extend retention for the minimum necessary period where required by law, court order, a reasonable legal hold for an existing or anticipated dispute, a security investigation, fraud prevention, or the establishment, exercise or defence of legal rights. Use is restricted during the hold, and the information is deleted or de-identified when the reason ends.

Mingvo cannot delete a copy already sent to a lawyer, downloaded or exported by you, stored on your device, delivered by email or held by another independent recipient. Contact that recipient directly.

Access, correction, export and deletion

Using available product controls or by contacting mingvo.info@gmail.com, you may:

• ask whether we hold your personal information and request access;
• correct inaccurate, out-of-date, incomplete, irrelevant or misleading information;
• request an available-format copy or export a case brief;
• archive or permanently delete eligible Mingvo content;
• withdraw consent to future optional processing;
• ask about AI, suppliers and overseas data flows.

We verify the requester's identity and authority to protect the information. We respond within a reasonable period, ordinarily aiming for 30 days, and explain progress for a complex request. If the law allows us to refuse or limit a request, we explain the reason and available complaint route. Access is ordinarily free; if the law permits a reasonable cost, we tell you first.

System-generated candidate information may be wrong. You may edit it in the interface or ask us to associate a dispute statement with the record. Correcting a candidate summary does not rewrite the underlying source material.

Cookies, local storage and analytics

Mingvo uses cookies or local storage necessary for login, sessions, security, abuse prevention, language and essential operation. We do not use case content to create advertising profiles and do not enable open or link tracking in transactional emails.

If we later introduce non-essential analytics, marketing cookies or cross-site tracking, we will update the notice first and offer a choice or obtain consent where required.

Children's information

Mingvo's account service is for people aged 18 or over who can accept the Terms of Use. Children must not create their own account or use the case-preparation workflow. An adult user's family-law or immigration matter may reasonably include information about children. A parent or guardian with lawful authority may also organise consultation information for a minor applicant.

Provide children's information only where reasonably relevant and lawfully provided. Avoid unrelated school, health, identity or location information. We apply the same or stricter controls to children's information as to other sensitive case information. Contact mingvo.info@gmail.com if you believe a child has independently provided information without appropriate authority.

Data incidents

We investigate suspected and actual data incidents, take containment and remediation steps, and assess the likelihood of serious harm. Where required by the Notifiable Data Breaches scheme or another applicable law, we notify affected people and the Office of the Australian Information Commissioner (OAIC).

If you believe information was disclosed incorrectly, an account was compromised or an email is suspicious, contact mingvo.info@gmail.com immediately.

Complaints

Send a privacy complaint to mingvo.info@gmail.com, explaining what happened, the information concerned and your preferred outcome where possible. We acknowledge, investigate and ordinarily aim to provide a substantive response within 30 days. If more time is needed, we explain why.

If you are not satisfied with our response, you may contact the OAIC: https://www.oaic.gov.au/privacy/privacy-complaints. Whether the OAIC can deal with a complaint depends on how the Privacy Act applies to the circumstances.

Changes to this policy

We update this policy when the product, suppliers, data uses or law changes and identify the new version and effective date at the top. We give suitable advance notice of a change that materially affects handling and obtain fresh consent where required. Unless permitted by law, we will not retrospectively apply a new purpose to sensitive information already collected.

Language

We provide Chinese and Australian English versions so users can understand the policy in practice. Both should convey the same information. If you identify an inconsistency, contact mingvo.info@gmail.com; we will interpret it in the way that is more transparent to the user and consistent with applicable law, and correct it promptly.

Contact us

The responsible entity is MINGVO PTY LTD (ACN 701 213 032, ABN 92 701 213 032), based in New South Wales, Australia. Send privacy requests, complaints, security reports and general support requests to mingvo.info@gmail.com. Mingvo actively monitors this address. We do not currently publish a postal address or telephone number.