Privacy Policy

This Privacy Policy applies to personal information we collect when:

• you visit our website;
• you create or use an account;
• your organisation subscribes to or uses the Platform;
• you upload or interact with data through the Platform;
• you contact us;
• you request support, demos, or information;
• you receive communications from us; or
• we otherwise interact with you in connection with the Platform.

The personal information we collect depends on how you interact with us and the Platform, but may include:

We do not intend to collect sensitive information unless it is reasonably necessary for our functions or activities and permitted by law.

If you upload content containing sensitive information, you are responsible for ensuring you are authorised to do so and that your use of the Platform complies with applicable law.

We may collect personal information:

• directly from you when you create an account, update your profile, contact us, or use the Platform;
• from your organisation or administrator where they create or manage your access;
• from documents, content, or data uploaded into the Platform;
• automatically through your use of the Platform;
• from cookies and similar technologies on our website or Platform;
• from integrations or third-party services you or your organisation connect;
• from public or third-party sources, such as council or government data sources, where relevant to the Platform; and
• from service providers who help us operate the Platform.

We may collect, hold, use, and disclose personal information for purposes including to:

• provide, operate, maintain, and improve the Platform;
• create and manage accounts;
• authenticate users and manage permissions;
• enable project collaboration and workflow management;
• store, display, index, process, and retrieve documents and records;
• provide customer support and technical assistance;
• communicate with you about the Platform, updates, billing, or service matters;
• process subscriptions, invoices, and payments;
• monitor service usage, performance, security, and reliability;
• detect, prevent, investigate, and respond to fraud, misuse, incidents, or breaches;
• generate analytics, product insights, and internal reporting;
• comply with legal obligations;
• enforce our legal rights and Terms of Service; and
• develop new features and improve system quality.

We may also use de-identified or aggregated information for analytics, service improvement, benchmarking, and business operations.

The Platform may use automated processes to analyse, extract, organise, classify, link, or present data and documents.

These processes may involve personal information contained in uploaded documents, platform data, project content, or system usage records.

We use these processes to operate and improve the Platform, but automated outputs may not always be accurate or complete.

We may use cookies, local storage, pixels, session storage, and similar technologies to:

• keep users signed in;
• remember preferences;
• support security and authentication;
• understand usage and performance;
• improve user experience; and
• support analytics and service functionality.

You may be able to control some cookies through your browser settings, but disabling them may affect Platform functionality.

We may disclose personal information to:

• our employees, contractors, and related entities;
• cloud hosting, storage, infrastructure, and platform providers;
• authentication, identity, and security providers;
• communications, email, analytics, monitoring, logging, and support providers;
• payment processors and billing providers;
• professional advisers, such as lawyers, accountants, insurers, and auditors;
• your organisation and its authorised administrators;
• third-party integration providers you or your organisation use with the Platform;
• courts, regulators, law enforcement agencies, or government bodies where required or authorised by law; and
• other parties where you direct us to do so or consent.

We do not sell personal information as a standalone data asset.

Some of our service providers or infrastructure providers may store or process personal information outside Australia.

By using the Platform, you acknowledge that personal information may be disclosed to overseas recipients where reasonably necessary for us to operate the Platform.

We take reasonable steps to ensure such providers are subject to appropriate protections, but overseas privacy laws may differ from Australian laws.

We take reasonable technical and organisational measures to protect personal information from misuse, interference, loss, unauthorised access, modification, or disclosure.

These measures may include:

• access controls;
• authentication controls;
• role-based permissions;
• encryption in transit and, where applicable, at rest;
• monitoring and logging;
• backup and recovery processes; and
• provider-level security controls.

However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

We retain personal information for as long as reasonably necessary for:

• the purposes described in this Privacy Policy;
• providing the Platform and related services;
• maintaining business and audit records;
• dispute resolution;
• enforcement of agreements;
• backup and recovery;
• legal and regulatory compliance; and
• internal operational needs.

When personal information is no longer required, we will take reasonable steps to destroy or de-identify it unless we are required or permitted by law to retain it.

Backup archives and system logs may persist for a period after deletion requests or account closure.

You are responsible for:

• ensuring personal information you provide is accurate and up to date;
• ensuring you have the right to upload or submit personal information about others;
• obtaining any necessary notices, consents, or authorisations from individuals whose personal information is included in data you submit to the Platform; and
• using the Platform lawfully and appropriately.

If you upload third-party personal information, you remain responsible for your handling of that information.

Subject to applicable law, you may request access to personal information we hold about you and request correction of inaccurate, incomplete, or out-of-date information.

We may refuse a request where permitted by law, but if we do, we will explain why where required.

We may need to verify your identity before processing a request.

We may send you service-related communications, such as notices about your account, billing, security, terms, service changes, or operational updates.

We may also send marketing communications where permitted by law. You can opt out of marketing communications using the unsubscribe mechanism in the message or by contacting us.

You may still receive non-marketing service communications even if you opt out of marketing.

The Platform may contain links to or integrations with third-party websites, applications, systems, or services.

We are not responsible for the privacy practices of those third parties. You should review their privacy policies separately.

The Platform is not intended for children under 18 years of age, and we do not knowingly collect personal information directly from children through the Platform.

If we undergo or consider a business sale, merger, acquisition, restructure, insolvency event, financing, or transfer of assets, personal information may be disclosed to relevant advisers, counterparties, or successors as part of that process, subject to confidentiality and lawful handling requirements.

If you have a complaint about how we have handled your personal information, please contact us using the details below.

Please provide enough detail for us to investigate. We will consider your complaint and respond within a reasonable time.

If you are not satisfied with our response, you may have the right to complain to the Office of the Australian Information Commissioner.

We may update this Privacy Policy from time to time.

We will publish the updated version on our website or Platform and may notify users by other reasonable means if the changes are material.

Your continued use of the Platform after the updated Privacy Policy takes effect constitutes acknowledgement of the updated Privacy Policy.

If you have questions, requests, or complaints regarding this Privacy Policy or our handling of personal information, please contact:

PlanEase Pty Ltd
Email: support@planease.net