Privacy policy

1.1CivicPilot Pty Ltd (ABN 30 850 761 612) ("CivicPilot", "we", "us") is responsible for the personal information described in this policy.

1.2This policy covers the CivicPilot website, the CivicPilot desktop application, the Reports we produce, our emails, and our dealings with customers, prospective customers and suppliers.

1.3Whether or not the Privacy Act applies to us as a small business, we have chosen to comply with the Australian Privacy Principles as if it does.

2.1Identity and contact details: your name, business name, role, email address and phone number.

2.2Account details: your login, the seats on your Account, your Plan and your preferences.

2.3Billing details: your billing address, what you bought and when. Card payments are handled by our payment provider; we receive a confirmation and the last four digits, never your full card number.

2.4Service activity: the addresses and parcels you ask us to assess and the Reports we generate for you. An address on its own is usually not personal information, but we treat it as your confidential information either way.

2.5Communications: messages you send us, support requests and any feedback.

2.6Technical information: when you visit our website or download the application, the information your browser or device sends, such as IP address, browser type and pages requested, which our hosting provider logs for security and reliability.

2.7We do not ask for sensitive information (such as health information or political opinions), and we ask you not to send it to us.

3.1Mostly directly from you: when you register, buy, contact us or use the Service.

3.2From our service providers: for example, a payment confirmation from our payment provider.

3.3From your organisation: if your employer adds you to its Account.

3.4If we receive personal information we did not ask for and could not have collected under this policy, we will destroy or de-identify it where it is lawful and reasonable to do so.

4.1To provide the Service: to create and manage your Account, run the assessments you request, produce and deliver Reports, and let you download them again.

4.2To take payment, keep financial records and meet our tax and legal obligations.

4.3To support you, respond to enquiries and tell you about changes to the Service or these terms.

4.4To keep the Service secure, to prevent fraud and misuse, and to enforce our terms.

4.5To improve the Service, using information that has been de-identified or aggregated wherever possible.

4.6To send you product news and offers, if you have agreed to receive them or where the Spam Act 2003 (Cth) otherwise permits. Every marketing email has an unsubscribe link, and we act on it within five business days.

4.7We do not use your personal information for any other purpose unless you consent, you would reasonably expect it and it is related to one of these purposes, or the law requires or authorises it.

5.1The desktop application is built so that as little as possible leaves your computer.

5.2Your saved sites (your portfolio) are stored on your own device. They leave it only if you export or share a Report.

5.3To assess a site, the application sends the site’s coordinates to the relevant state or territory planning service, and sends address searches to Mapbox to find the address. Those organisations receive the request and your device’s IP address, and handle them under their own privacy policies. They do not receive your name or Account details from us.

5.4The application contains no analytics, no telemetry and no third-party tracking.

6.1We share personal information only with: (a) service providers who host, secure, email, process payments or otherwise help us run the Service, under contracts that require them to protect it and use it only for us; (b) Mapbox and government planning services, to the limited extent described in section 5; (c) our professional advisers, such as lawyers and accountants; (d) a buyer or successor of all or part of our business, who must continue to protect it under this policy; and (e) courts, regulators, law enforcement or others where the law requires or authorises it.

6.2We do not sell, rent or trade personal information, and we never share the sites you assess with anyone for their own use.

7.1Some of our service providers store or process information outside Australia. At the date of this policy that includes Mapbox (United States) and may include our payment and email providers (United States and the European Union). We take reasonable steps to ensure each provider handles personal information consistently with the Australian Privacy Principles. We will update this section if the countries change.

8.1We take reasonable steps to protect personal information from misuse, interference, loss, and unauthorised access, modification or disclosure. These include encrypting data in transit, restricting access to people who need it, requiring multi-factor authentication on our administrative systems, and hardening the desktop application so that it can reach only the services it needs.

8.2No system is perfectly secure. If you think your Account has been compromised, email security@civicpilot.com.au straight away.

9.1We keep Account information for as long as your Account is open, and for up to 12 months after it closes so you can reactivate it or retrieve Reports.

9.2We keep billing and financial records for seven years, as the law requires.

9.3We keep a copy of each Report and the inputs that produced it for seven years, so that we can verify or reissue it if it is questioned. You can ask us to delete a Report earlier, and we will unless the law requires us to keep it.

9.4When we no longer need personal information, we securely destroy or de-identify it.

10.1If a data breach is likely to result in serious harm to anyone, we will notify the people affected and the Office of the Australian Information Commissioner as the Notifiable Data Breaches scheme requires, and tell them what we are doing about it.

11.1You may ask for access to the personal information we hold about you, and ask us to correct it if it is inaccurate, out of date, incomplete, irrelevant or misleading. Email privacy@civicpilot.com.au. We will respond within 30 days and will not charge you for making a request.

11.2If we refuse a request, we will tell you why in writing and how to complain, unless the law makes that unreasonable.

11.3You may browse our website without telling us who you are. We need your name and contact details to sell you a Report or a Plan.

11.4You may opt out of marketing at any time using the unsubscribe link or by emailing us.

12.1Our website uses only the cookies and local storage it needs to work, such as keeping you signed in and remembering your checkout. It does not use advertising or cross-site tracking cookies. If we add analytics, we will update this policy first and tell you how to opt out.

13.1The Service scores land, not people. It does not use personal information to make decisions that significantly affect any individual’s rights or interests. If that changes, we will explain it here as the Privacy Act requires.

14.1If you are concerned about how we have handled your personal information, email privacy@civicpilot.com.au. We will acknowledge your complaint within five business days and aim to resolve it within 30 days.

14.2If you are not satisfied with our response, you may complain to the Office of the Australian Information Commissioner at oaic.gov.au or on 1300 363 992.

15.1We may update this policy. We will post the new version here with the date it takes effect and, if a change materially affects how we use your information, we will tell customers by email before it applies.

16.1Privacy officer, CivicPilot Pty Ltd, ABN 30 850 761 612, Sydney NSW. Email privacy@civicpilot.com.au.