Complibuild Privacy Policy (Australia)

1) About this Privacy Policy

Complibuild Pty Ltd (“Complibuild”, “we”, “us” or “our”) is committed to protecting the privacy of individuals and handling personal information in accordance with the Privacy Act 1988 and the Australian Privacy Principles (APPs).

This Privacy Policy explains how we collect, use, disclose, store and protect personal information when you:

• visit our website;
• create an account or use our software-as-a-service (SaaS) products and services (including our mobile application);
• contact us (including by email); and
• register for and attend webinars, masterclasses or events we host.

“Personal information” has the meaning given in the Privacy Act.

2) What personal information we collect

The types of personal information we collect depend on how you interact with us.

(a) Information you provide to us

We may collect:

• Identity and contact details: name, email address and other contact details collected during sign-up or enquiries.
• Event registration details: name, email address, organisation and attendance status.
• Communications: information you provide when you contact us or request support.
• Project-related information: information you and your organisation create, upload, or submit when using the services, which may include inspections, checklists, comments, and signatures.

(b) Payment information

If you purchase from us, payment details are collected and processed securely by our third-party payment processor. We do not store full payment or card details on our systems.

(c) Information collected automatically (website/app)

When you visit our website or use our mobile application, we may collect certain information automatically, including:

• Device and app information: device type, operating system, app version, and language settings.
• Identifiers and tokens: device identifiers and push notification tokens (where notifications are enabled on your device).
• Log and usage information: IP address, timestamps, crash reports, diagnostic logs, and information about how you use our services (such as feature usage).

We collect this information to help operate the services, maintain security, troubleshoot issues, and improve performance and user experience.

To improve performance and support offline or low-connectivity operation, the application may temporarily store certain information, including cached images, files and configuration data, on your device. Cached information is used solely to support application functionality and is automatically updated or removed over time.

(d) Photos, videos, documents and other file uploads

If you choose to upload content through the mobile application or web interface, we may collect and store:

• Media content: photos and videos you take within the app or select from your device (subject to your device permissions).
• Documents and files: PDFs and other files you upload.
• Associated metadata: file name, file type, size, upload time, and the project record the file is attached to.

We collect this content to provide the services, including attaching evidence and documentation to project records and generating reports.

Camera, photo library and file access permissions are used only to enable users to capture, select and upload evidence and project documentation. These permissions are optional, however certain platform features may be unavailable without them.

Uploaded files are stored securely and are accessible only to authorised users within the relevant project and authorised Complibuild personnel who require access for support or operational purposes.

Complibuild only accesses photos and videos that users intentionally capture or select for upload as part of project inspections, compliance records, defect management and evidence collection activities. The application does not scan, collect or access photos or videos unrelated to user-selected uploads.

3) How we collect personal information

We collect personal information:

• directly from you when you sign up, contact us, register for events, upload information, or use our services; and
• from service providers who help us provide our services (for example, payment processors confirming payment).

4) Why we collect, hold, use and disclose personal information

We collect, hold, use and disclose personal information to:

• provide and manage access to Complibuild’s SaaS services (including authentication and account administration);
• enable core service functionality, including managing projects and project records (including inspections, checklists, comments, signatures, and uploads);
• communicate important service messages, updates and respond to enquiries (including notifications where enabled);
• process payments securely via our third-party payment processor;
• improve our services and user experience; and
• run webinars, masterclasses and events, including managing registrations and attendance.

5) When we disclose personal information

We may disclose personal information to third parties only as needed to operate our business and provide our services, including:

(a) Webinar sponsors and partners

When you register for a webinar, masterclass, or event hosted by Complibuild, your registration information (including name, email address, organisation and attendance status) may be shared with event sponsors or partners. Sponsors or partners may use this information for event-related communications and marketing purposes in accordance with their own privacy policies.

You may choose not to participate in sponsored events if you do not want your information shared with sponsors or partners.

(b) Payment processors

We disclose information required to process payments to our third-party payment processor (noting we do not store full card details).

(c) Service providers

We may disclose personal information to service providers who support our operations (for example, cloud hosting providers, authentication providers, payment processors, email delivery services and notification delivery services) where necessary for them to perform services for us.

(d) Legal and regulatory disclosures

We may disclose personal information where required or authorised by law, including to comply with legal obligations or respond to lawful requests from regulators or law enforcement.

6) Marketing

We may contact you with service updates and information about our products, services and events. You can opt out of marketing communications at any time by using the unsubscribe function (if available) or by contacting us using the details in section 11.

7) Access and correction

You may request access to personal information we hold about you and request correction of that information if it is inaccurate, out-of-date, incomplete, irrelevant or misleading.

To make a request, contact us at customersupport@complibuild.com.au.

8) Data security

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

Measures we use include:

• secure systems and access controls;
• use of reputable, PCI DSS-compliant payment processors; and
• personal information is transmitted using encrypted network communications where supported by industry-standard security protocols. Access to personal information is restricted to authorised personnel and service providers who require access to perform their duties.

No system is completely secure, and we cannot guarantee the security of information transmitted over the internet.

9) Data retention and account deletion

We retain personal information only for as long as necessary to:

• provide our services; and
• maintain business records.

When no longer required, we take reasonable steps to delete or de-identify personal information.

Account deletion requests

Users may delete their account directly from within the application settings or by contacting customer support. The feature is implemented and accessible from within the app.

You may request deletion by contacting us at customersupport@complibuild.com.au. We will action deletion requests within 7 days.

Scope of deletion (project records)

When an account deletion request is completed, personal information associated with the account is permanently deleted or de-identified unless retention is required by law.

Data included: User account information, Project records, Support requests, Audit logs.

Backups

Deleted project records may remain in our backups for up to 30 days before being removed through normal backup rotation.

10) Data breaches

If a data breach occurs that is likely to result in serious harm, we have procedures in place to contain and assess the breach and notify affected individuals and the regulator where required by law.

11) Complaints

If you have a complaint about how we have handled your personal information, please contact us using the details below. We will investigate and respond within a reasonable time.

If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC) via oaic.gov.au.

12) Changes to this Privacy Policy

We may update this Privacy Policy from time to time. Changes will be published and the effective date updated. Where appropriate, we may notify users directly.

13) Contact us