Privacy Policy

Last updated 26 July 2026

This policy explains what personal information Meridian Labs collects, why we collect it, where it is held, who it goes to, and what you can do about it. It is written to describe what we actually do, not what we might do one day.

1. Who we are

Meridian Labs is a registered business name of an Australian sole trader.

• ABN 88 792 692 097
• Postal address: PO Box 64, AUBURN NSW 1835 — marked Attention: Privacy Contact
• Email: admin@meridianlabssoftware.com

2. Our position under the Privacy Act, stated plainly

Meridian Labs is a small business. On our turnover, the small business exemption in the Privacy Act 1988 (Cth) is likely to apply to us, which would mean the Australian Privacy Principles do not bind us. We have written this policy to cover what those principles ask a policy to cover anyway, because it is the right standard to hold ourselves to.

This is not a claim that the Act binds us, and this page is not a compliance badge. What we are telling you is simply that the statements below are true of how this business operates. If any of them stops being true, we will change this page.

Separately, and regardless of the exemption above, the Spam Act 2003 (Cth) applies to any commercial email we send, whatever the size of our business. Section 12 sets out what that means for you.

3. What this policy covers

This policy covers Meridian Labs as a business: this website, the emails we send and receive, the contact details we keep for venues we approach, and any demonstration page we publish.

It sits alongside the Summit Privacy Policy; it does not replace or supersede it. That policy is specific to the Summit mobile app, is the one referenced by Summit’s app store listings, and continues to govern information handled inside that app. If you are a Summit user asking about app data, the Summit policy is the one that applies to you.

4. What personal information we collect and hold

4.1 Venue and business contacts (our outreach list)

This is the main category of personal information this business is set up to hold. When we approach a venue about our seating software, we collect and hold:

• the name of a contact person at the venue;
• their role or position, such as “events manager”;
• their business email address, and a business phone number where one is publicly listed;
• the venue’s name, business address and website; and
• a record of our contact with them — when we wrote, whether they replied, what was discussed, and whether they asked not to be contacted again.

This is business contact information about people in their professional capacity. We do not seek anyone’s personal or home details.

Where this stands as at 26 July 2026: we have not yet begun contacting venues, and we do not currently hold contact details for any venue staff. We are publishing this section now, before we start, so that the rules are set out in advance rather than written to fit what we have already done.

4.2 Venue research notes

We keep research notes about venues as businesses — the venue’s name, location, room capacities, and a link to the public page we took that from. That is information about an organisation, not about a person, and most of it is not personal information at all.

Occasionally a person’s name appears in those notes because it was published on a public web page we cited — for example, a named testimonial on a company’s marketing site. We keep it as part of the citation, we do not use it to contact anyone, and we will remove it on request. These notes are held in Notion (see sections 5.2 and 7).

4.3 People who contact us

If you email us, we hold your email address, whatever name you send it under, and the contents of your message.

4.4 Visitors to this website

Nothing that identifies you. There are no accounts and nothing to log into on this site. We set no cookies and run no analytics or advertising trackers. See section 9.

4.5 Demonstration pages

Nothing. See section 8.

4.6 What we do not collect

We do not collect sensitive information as the Privacy Act defines it — health, racial or ethnic origin, political or religious views, sexual orientation, criminal record, or biometric data — and we do not ask for it. We do not collect government identifiers such as tax file numbers or driver licence numbers. We do not collect payment card details; we have no payment facility on this website.

5. How we collect it, and how we hold it

5.1 How we collect it

• From you directly, when you email us or reply to a message we sent.
• From public sources, when we build our outreach list: a venue’s own public website, including its contact, about and team pages; publicly available business and wedding-supplier directories; and public listings of venues.

We do not buy, rent or exchange contact lists, and we do not use data brokers or list vendors. We do not collect anything from behind a login, and we do not collect anything from a private profile or a private message.

5.2 How we hold it

• Email and documents are held in Google Workspace.
• Venue research notes and our internal project records are held in Notion.
• Some records are held locally on our own computer.
• We do not operate a server or database of our own for this information.
• Access is limited to the one person who operates this business. We have no employees or contractors, so nobody else in this business can see it.
• We rely on the access controls, and on the encryption in transit and at rest, that Google Workspace and Notion provide, together with password protection on our accounts and devices.

No method of storing information is completely secure, and we cannot promise absolute security. What we can tell you is that the information is not spread across services beyond those named here.

6. Why we collect it, and who we give it to

6.1 Purposes

• To contact a venue about our seating software, and to follow up if they reply.
• To answer enquiries and provide support to people who write to us.
• To keep a record of anyone who has asked not to be contacted, so that we do not contact them again.
• To meet our record-keeping obligations, including tax records.

6.2 Disclosure

We do not sell, rent, trade or licence personal information to anyone. We do not use it for advertising, and we do not share it with advertisers.

The only parties who handle it besides us are the service providers that store it for us — Google, for email and documents; Notion, for research and project records; and GitHub, which hosts this website. They hold it in order to provide their service to us; they are not permitted to use it for their own purposes.

We would also disclose personal information where we are required or authorised to by law, for example in response to a court order. We do not make any automated decisions about you, and we do not build profiles.

7. Overseas disclosure, and which countries

Yes — personal information we hold is stored and processed overseas. We would rather say so plainly than leave it out.

Specifically:

• Google Workspace holds our email and documents, including the outreach list. Google is headquartered in the United States and processes and stores data in data centres in a number of countries, and provides support from locations outside Australia.
• Notion holds our venue research notes and internal project records. Notion Labs, Inc. is based in the United States.
• GitHub Pages hosts this website. GitHub, Inc. is based in the United States, and the site is served through a global content delivery network, so requests may be answered from a server in whichever country is nearest to the visitor.
• Google Search Console, which we use for the aggregate search statistics described in section 9, is also operated from the United States.

The principal country is therefore the United States. These providers operate global infrastructure, and we are not in a position to list every country in which a copy of the information may sit at a given moment — that is determined by them, not by us. Naming their primary jurisdiction is the most accurate statement we can make, and we would rather give you that than an incomplete list presented as a complete one.

We have no overseas staff, contractors or offices, and we do not send personal information to anyone overseas other than through the services listed above.

8. Demonstration pages send us nothing, and save your edits on your own device

A demonstration page is a single, static web page that shows how a seating plan might look for a particular venue. It works entirely in your browser:

• there is no login and no account;
• there is nothing to download and nothing to pay for;
• you can change the plan — move guests between seats, add a guest name, add a tag — but nothing you enter is transmitted anywhere;
• nothing is sent to any server of ours, because we do not operate one for it; and
• nothing you do on the page is reported back to us, and we have no way to see it.

Your changes are saved, but only on your own device. So that a plan is still there if you close the tab and come back to it, the page keeps your version in your browser’s own local storage, under a name beginning meridianSeating. followed by the name of that demonstration. That copy never leaves your device: it is not sent to us, we cannot read it, and it is not shared with the venue or with anyone else. Clearing your browser’s stored site data for this site deletes it.

Every guest name shown in a demonstration is fictitious. It is invented sample data, used to show the layout working. It is not a real guest list, and it did not come from the venue.

Where this stands as at 28 July 2026: demonstration pages are published, at addresses of the form meridianlabssoftware.com/demo/ followed by the name of the demonstration. The software is written so that it cannot call out to another server, and that restriction is enforced by automated tests that fail the build if it is broken. It does save your own edits in your own browser, as described above — that copy stays on your device and reaches neither us nor the venue.

9. Cookies, analytics and web logs

This website sets no cookies of its own, and runs no analytics, advertising or tracking scripts.

Two things are worth being straight about:

• Our website host records requests to the site — typically including IP addresses — as part of serving it and keeping it running. Those are the host’s logs, kept under their own terms. We do not receive them and cannot look at them.
• This site is verified with Google Search Console, which shows us aggregate statistics such as which search terms led people here and which pages were shown. It does not tell us who any individual visitor is, and we cannot identify you from it.

10. How long we keep it

• Outreach contact details: while the venue is one we might reasonably still contact, and for up to 24 months after our last contact with them. After that we delete them.
• Emails you send us: kept in our mailbox as a business record, and deleted on request unless we need to keep them for a legal reason.
• Suppression list: kept indefinitely — see below, because this is the one case where asking us to delete your details means we deliberately keep something.

If you ask us never to contact you again, we delete what we hold about you but keep a minimal record — your email address, and the venue name — on a suppression list, for the single purpose of making sure you are not contacted again. Keeping that record is the only reliable way to honour the request; if we deleted it entirely, you could end up back on a list built later from the same public sources. It is never used for anything else.

11. Accessing and correcting your information

You can ask us for a copy of the personal information we hold about you, and you can ask us to correct anything that is wrong or out of date.

• Email admin@meridianlabssoftware.com, or write to Meridian Labs, PO Box 64, AUBURN NSW 1835, marked Attention: Privacy Contact.
• We will respond within 30 days. There is no charge.
• We may need to confirm who you are before we hand anything over, so that we are not disclosing someone’s details to the wrong person.
• If we cannot give you access or make a correction, we will tell you why in writing.

12. Opting out, and asking us to delete

• Unsubscribing. Every commercial email we send contains a way to unsubscribe. If you use it, we will stop within five working days, which is what the Spam Act 2003 (Cth) requires. Replying and asking us to stop has exactly the same effect — you do not have to find the link.
• Deletion. Email admin@meridianlabssoftware.com and ask us to delete your details. We will do it within 30 days, subject only to the suppression-list record described in section 10 and to anything we are legally required to keep.
• Taking down a demonstration page. That is covered in our Terms of Use: we remove it within 24 hours of the request.

You never have to explain why, and it will not affect how we deal with you.

13. Complaints

If you think we have mishandled your personal information, please tell us and give us the chance to fix it.

• Email admin@meridianlabssoftware.com with “Privacy complaint” in the subject line, or write to the postal address above.
• We will acknowledge your complaint within five working days.
• We will look into it and give you a written response within 30 days, setting out what we found, and what we are doing about it.

If you are not satisfied with our response, you can take it further. Being straight with you about where that goes:

• Because the small business exemption is likely to apply to us, the Office of the Australian Information Commissioner may not be able to investigate a complaint about this business. You are still free to contact the OAIC at oaic.gov.au, and we will co-operate with any enquiry they do make.
• If your complaint is about a commercial email we sent you, the Australian Communications and Media Authority does regulate that, whatever our size. You can complain to the ACMA at acma.gov.au.

14. If something goes wrong

The Notifiable Data Breaches scheme does not apply to us while the small business exemption does. Even so: if personal information we hold were lost, or disclosed to someone who should not have had it, and we thought that was likely to cause you serious harm, we would tell you what happened, what information was involved, and what you could do about it. That is a commitment we are choosing to make, not an obligation we are under, and we would rather say which it is.

15. Children

This website and our software are directed at businesses, not at children. We do not knowingly collect personal information from anyone under 18. If you believe we have, write to us and we will delete it.

16. Changes to this policy

We may update this policy. The date at the top of the page shows when it last changed, and the version published here is always the current one. If we make a change that materially affects people already on our outreach list, we will say so in our next message to them.

17. Contact

Privacy enquiries, access requests, corrections, deletions and complaints all go to the same place:

• Email: admin@meridianlabssoftware.com
• Post: Meridian Labs, PO Box 64, AUBURN NSW 1835, Australia — marked Attention: Privacy Contact