Privacy Policy
This policy explains how WeGuide handles personal information in Posterbuilder: the research poster maker at www.weguide.health/tools/research-poster-maker, its web app, and its connector for ChatGPT and Claude. The rest of weguide.health is covered by WeGuide's general privacy policy.
1. Who we are
Posterbuilder is provided by WeGuide Pty Ltd, Suite 3.9, Level 3, The Royal Children's Hospital, 48 Flemington Road, Parkville, Victoria 3052, Australia ("WeGuide", "we", "us"). WeGuide decides how and why your personal information is processed in Posterbuilder. In GDPR terms we are the controller.
Questions or requests about privacy: hello@weguide.com.au.
We handle personal information under the Australian Privacy Act 1988 and the Australian Privacy Principles. If you use Posterbuilder from the European Union, the European Economic Area or the United Kingdom, the General Data Protection Regulation (GDPR, or the UK GDPR) also applies.
2. What we collect
Without an account
You can make posters without an account. Your posters then stay in your own browser and we do not receive them. We only receive what a feature needs at the moment you use it, for example a PDF export. AI features need an account.
Account
- Email address, the language of the app, and the basis of your access (for example your type of organisation or an approved request).
- Login data: one-time login codes and links, and a session cookie.
- Usage and credit: which AI features you used, when, and how much credit they took. Not the content of your poster.
- Requests: for an access request your name, organisation, role and motivation. For a credit request your reason.
Posters
When you are logged in we keep your posters in your account: text, images, figures, charts, your paper's source text and the settings. That lets you open them on all your devices. Posters can contain unpublished research results; we treat them as confidential and only process them to run Posterbuilder for you.
Security
We use your IP address and basic browser information to protect Posterbuilder against abuse.
Connected apps (ChatGPT, Claude)
When you connect Posterbuilder to your own ChatGPT or Claude, we keep which app you gave access, when, and until when that access is valid.
3. Why we use it, and on what legal basis
| Purpose | GDPR legal basis |
|---|---|
| Logging you in, keeping your posters and showing them on your devices | Performance of our agreement with you (Art. 6(1)(b)) |
| Running the AI features you start, within your credit | Performance of our agreement with you (Art. 6(1)(b)) |
| Giving an app you choose (ChatGPT, Claude) access to your posters, and ending that access | Performance of our agreement with you (Art. 6(1)(b)) |
| Reviewing access and credit requests, and emailing you codes and decisions | Performance of our agreement, or steps you asked for before one (Art. 6(1)(b)) |
| Keeping Posterbuilder secure and preventing abuse | Our legitimate interest in a secure, affordable service (Art. 6(1)(f)) |
| Accounting for the monthly cost of AI services, with usage rows that are anonymised once you delete your account | Our legitimate interest in managing costs (Art. 6(1)(f)) |
We do not use your data for marketing, we do not sell it, and we do not use your posters to train AI models.
4. AI features
AI features run only when you start one. We then send the text or image that feature needs to the AI provider that runs it (section 7): for example your paper's text to draft a poster, or an image description to make an illustration. What the AI provider sends back is stored only in your poster. We use these providers' paid API services, under business terms, and only for the feature you started.
AI output can be wrong or incomplete. Always check it against your own research before you present a poster.
5. Connected apps (ChatGPT and Claude)
Through the connection, the app you connect can read, create and change the posters in your account, add images and make PDFs. It cannot delete posters, see your email address or use your AI credit. We make no AI calls for the connection.
What you do in ChatGPT or Claude, and what that app reads from your posters, falls under your own agreement with OpenAI or Anthropic. For that part they are not acting for us. You can end the connection at any time in that app, or by deleting your Posterbuilder account.
6. Cookies and local storage
Posterbuilder uses only what it needs to work: a session cookie that keeps you logged in, cookies from Cloudflare for security, and your browser's own storage for posters you make without an account. Posterbuilder has no analytics or advertising cookies.
7. Who we share it with
We use these service providers (processors). They process personal information only on our instructions.
| Provider | What for |
|---|---|
| Cloudflare | Hosting, storage and security of Posterbuilder |
| Resend | Sending email |
| Anthropic | AI text features |
| Replicate | AI illustrations |
Each provider receives only the data needed for its task. Your account data and the posters in your account are stored in the European Union.
When you add a DOI or article link, we look it up in public article databases. They receive only that link.
We may also disclose personal information when the law requires it, or to protect the rights and safety of our users or WeGuide.
8. Overseas transfers
WeGuide is in Australia, and some providers above are in the United States or run on a global network. Your personal information may therefore be processed outside your own country, including in Australia, the European Union and the United States. We take reasonable steps so that these providers protect it in line with the Australian Privacy Principles. For personal information from the EU, EEA or UK, we rely on an adequacy decision where one exists, on the EU-US Data Privacy Framework where the provider is certified under it, or on the European Commission's standard contractual clauses.
9. How long we keep it
- Account and posters: until you delete them, or automatically after 12 months without activity.
- Posters in your browser: as long as you keep them there. Logging out removes your account's posters from that device.
- Login and connected apps: only as long as needed to keep you logged in or keep a connection working. A connection ends when you disconnect it or delete your account.
- Access and credit requests: up to 12 months after a decision.
- Usage records: kept for our accounts, without any link to you once your account is deleted. For a limited time after deletion we keep a record that cannot identify you, so that signing up again does not reset your credit.
10. Security
We use encrypted connections and appropriate technical and organisational measures to protect your data. No method of transmission or storage is completely secure, so we cannot guarantee absolute security.
11. Your rights
- Delete your account in Posterbuilder with "Delete account". This removes your account, the posters in it and your connected apps. You can delete a single poster under "My posters".
- Access and correction: you can ask what personal information we hold about you and ask us to correct it.
- If the GDPR applies to you, you can also ask us to erase or restrict your data, to receive it in a portable format, and you can object to processing based on our legitimate interests.
Email hello@weguide.com.au. We reply within 30 days. We may need to confirm your identity first, usually by a reply from the email address of your account.
12. Complaints
Please contact us first at hello@weguide.com.au; we will respond within 30 days. If you are not satisfied, you can complain to the Office of the Australian Information Commissioner (oaic.gov.au). If the GDPR applies to you, you can also complain to the data protection authority in your country, for example the Dutch Autoriteit Persoonsgegevens.
13. Children
Posterbuilder is meant for researchers and professionals. It is not directed at children under 16, and we do not knowingly collect their personal information.
14. Changes to this policy
We will update this policy when Posterbuilder changes how it handles personal information. The date at the top shows the latest version. For a significant change we will tell account holders by email or in the app before it takes effect.