Service terms
Stereon is operated by Kavan Mehta, a sole trader trading as Stereon (ABN 23 329 101 017) ("Stereon", "we", "us").
This policy explains how the Stereon service is operated, supported and maintained. It applies to organisations and authorised users of Stereon. Where a customer agreement or order form contains different terms, that agreement prevails.
1. The service
Stereon is freight planning and dispatch-evidence software for business users.
The service can be used to maintain freight asset information, prepare and assess load plans, record revisions and approvals, capture load-out and dispatch evidence, and provide read-only information to authorised recipients.
Stereon is a decision-support and evidence system. It does not replace the responsibility of the carrier, consignor, loader, driver, supervisor or other competent person to ensure that a freight movement is lawful, safe and suitable for the actual vehicle, route, load and conditions.
Users must not rely on Stereon where the information entered into the service is incomplete, inaccurate or no longer current.
2. Customer information
The customer remains responsible for the business information it enters into Stereon, including asset measurements, weights, dangerous-goods information, drawings, route information, vehicle information and operational instructions.
Stereon does not acquire ownership of customer information by storing or processing it.
Customers should only upload information that they are authorised to use and should avoid including unnecessary personal, confidential or sensitive information.
Our handling of personal information is described separately in the Stereon Privacy Policy.
3. Accounts and access
Access to Stereon is personal to the authorised user.
Users must not share accounts, authentication credentials or access tokens. Each organisation is responsible for promptly removing or changing access when a person changes role or no longer requires the service.
Stereon uses permissions to restrict actions within an organisation. Customer administrators are responsible for granting users permissions appropriate to their role.
Users must notify Stereon promptly if they reasonably suspect that an account, credential or share link has been compromised.
4. Accuracy and operational decisions
Stereon evaluates information supplied to it. The quality of an output therefore depends on the quality and completeness of that information.
Measurements, weights and other operational facts should come from authoritative sources wherever practicable. Users should review warnings, assumptions, provisional values and exceptions before relying on a plan.
A system-generated PASS, FAIL, warning, dispatch assessment or similar result applies only to the inputs and rules used for that evaluation. It is not a general warranty that a freight movement is lawful or safe in every circumstance.
Where an authorised user approves an exception, the service records the person, reason and affected decision so that the exception remains attributable.
5. Evidence and audit history
Stereon is designed to preserve an attributable record of operational decisions.
Completed evidence records and approved revisions are designed to be append-only. Where a correction is required, Stereon may record the correction or a later revision rather than silently rewriting the historical record.
Draft and incomplete operational records may be edited or removed where the service permits this.
Audit information may include the user, organisation, time, action, request identifier and information necessary to explain the decision or change.
6. Share links
An authorised user may create a read-only share link for a decided freight plan.
A recipient does not need a Stereon account to open such a link. The link itself therefore acts as the access credential and should be treated as confidential.
A share link presents a frozen snapshot of the relevant plan and evaluation rather than giving the recipient access to the customer's Stereon workspace.
Customers are responsible for sending share links only to intended recipients and for revoking them when access is no longer required.
7. AI-assisted drawing analysis
Where enabled, Stereon may provide an optional AI-assisted feature for reading an uploaded engineering drawing or specification sheet.
When a user chooses this feature, the document is sent to Anthropic's Claude API for analysis.
The output is a proposal only. Stereon does not automatically replace an asset's dimensions or weight with an AI-generated result. The user must review the proposed information and decide whether to accept, correct or reject it.
Users should confirm critical dimensions and weights from an authoritative source before using them operationally.
Further information about personal information processed through this feature is set out in the Privacy Policy.
8. Availability and maintenance
Stereon is operated with the aim of providing reliable access during normal business operations.
We may carry out maintenance, security updates, infrastructure changes or emergency work where required. Where a material planned interruption is reasonably foreseeable, we will endeavour to give affected customers notice.
Unless a separate customer agreement contains a service-level commitment, Stereon does not promise a particular percentage uptime, recovery time or service credit.
Third-party infrastructure, telecommunications, browsers, devices and internet services may affect availability and are not fully within Stereon's control.
9. Backups and recovery
Stereon uses persistent infrastructure and operational recovery measures appropriate to the service.
Backups and snapshots are maintained for disaster recovery and are not intended to act as a customer's permanent document archive.
Customers should retain original engineering drawings, commercial documents and other source records where those documents are independently important to their business.
If a service incident affects stored customer information, Stereon will use available recovery mechanisms to restore the service and will communicate material data loss to affected customers.
10. Security
Stereon uses authentication, permission controls, organisation-level data isolation, server-side validation and audit records to protect the service.
No internet-connected system can be guaranteed to be completely secure. Users must use reasonable security practices and must not attempt to bypass authentication, access another organisation's information, interfere with the service or test its security without permission.
Suspected security issues should be reported promptly to stereon.invites@gmail.com.
11. Support
Support is available at stereon.invites@gmail.com.
Our normal support hours are business days in Sydney, Australia.
Issues preventing a customer from accessing the service or performing a core operational workflow will be prioritised over general questions, minor defects and feature requests.
Any response times communicated by Stereon are service targets unless a separate customer agreement expressly makes them contractual service levels.
When reporting a problem, users should provide the relevant request or record identifier, what they were attempting to do, what occurred and any error shown. Passwords, access tokens and other credentials should never be sent by email.
12. Security and privacy incidents
Stereon investigates suspected unauthorised access, disclosure, loss or compromise of customer information.
We will take reasonable steps to contain and assess an incident and will communicate with affected customers where the incident materially affects their information or use of the service.
Where applicable, Stereon will comply with legal notification obligations, including the Notifiable Data Breaches scheme.
13. Data retention and termination
Customer information is retained while it is required to provide the service, maintain agreed evidence records, meet contractual obligations or comply with applicable law.
A customer may contact Stereon to request access to, export of, correction of or deletion of information. Some completed evidence records may need to be retained or corrected by subsequent record rather than rewritten where preserving the historical record is part of the purpose for which the information is held.
When information is no longer reasonably required, Stereon will take reasonable steps to delete or de-identify it, subject to legitimate record-keeping and backup requirements.
Termination of a customer relationship does not necessarily cause immediate deletion of every backup or evidentiary record.
14. Third-party services
Stereon depends on third-party infrastructure and service providers for functions including hosting, database and authentication services and, where selected by the user, AI-assisted document analysis.
Changes, outages or security incidents affecting those providers may affect Stereon.
Stereon selects and operates third-party services with regard to the nature of the information processed and updates its Privacy Policy when material information-handling arrangements change.
15. Changes to the service
Stereon may update the service to improve functionality, security, reliability or compliance.
We will avoid knowingly making changes that materially undermine an existing completed evidence record.
Where a change materially affects how customers use the service, we will take reasonable steps to communicate that change.
This policy may also be updated from time to time. The current version and date will be published with the policy.
16. Contact
Questions about this policy or the operation of Stereon can be sent to:
Stereon
Kavan Mehta trading as Stereon
ABN 23 329 101 017
Email: stereon.invites@gmail.com