Privacy Policy

1. About PileLogix

Pilelogix ("PileLogix", "we", "us" or "our") provides a website and software service for managing piling jobs, installation records, site information, crew accounts and related business activities.

This Privacy Policy explains how we collect, use, store and disclose personal information in connection with our website and services.

Our services are offered to business customers, including customers in Australia, New Zealand, Canada, the United Kingdom and the United States. The privacy laws that apply may depend on your location, our activities and the information involved.

For privacy enquiries or requests, contact:
Pilelogix
Email: info@pilelogix.com
Country: Australia

2. Scope of this policy

This policy applies to personal information handled through:

• the PileLogix website and associated services;
• organisation, office and crew accounts;
• job management, installation reporting and workforce features;
• uploaded plans, photographs, documents and signatures;
• subscription and billing administration; and
• communications with PileLogix.

Personal information is information that identifies an individual or can reasonably be used to identify them.

Business and job records may contain personal information, even when they are primarily used for commercial purposes.

This policy does not replace your employer's or organisation's own privacy policies, workplace notices or legal obligations.

3. Our role and your organisation's role

We handle account, subscription, security and business correspondence information to operate PileLogix and manage our relationship with customers.

When an organisation enters job records, worker details, customer information or other content into PileLogix, that organisation generally determines why the information is collected and how it is used for its business.

Depending on applicable law and the particular activity, we may handle that information as a service provider or processor on the organisation's behalf.

Your organisation is responsible for ensuring that information it provides to PileLogix is collected and used lawfully. This includes providing appropriate notices and obtaining consent where required.

If your request concerns information managed by your organisation, we may need to work with its authorised administrator to respond. This does not limit any rights you have under applicable law.

4. Personal information we collect

The information we collect depends on how you and your organisation use PileLogix.

4.1 Account information

We may collect:

• usernames and display names;
• organisation membership;
• account roles and permissions;
• account creation information;
• sign-in and session information; and
• account administration records.

Passwords are stored as password hashes rather than readable passwords.

4.2 Business and customer information

We may collect:

• business and trading names;
• business contact details;
• ABNs, company numbers or other business identifiers;
• installer details;
• business logos;
• customer names; and
• customer or site addresses.

Some business details may also be personal information, particularly where a business is operated by an individual.

4.3 Job and installation information

Information entered into job records may include:

• job names and references;
• site addresses;
• plans and drawings;
• scheduled dates;
• crew assignments;
• pile locations within uploaded plans;
• installation measurements and specifications;
• equipment or drill selections;
• progress and completion records;
• installer details;
• internal and site notes; and
• installation reports.

Pile markers on an uploaded plan represent positions within that plan. They do not, by themselves, represent live GPS tracking of a device.

4.4 Photographs, documents and signatures

We may collect content that users upload or submit, including:

• site photographs;
• plans and supporting documents;
• signatures;
• pre-start checklist responses;
• inspection or safety information; and
• reports.

Photographs and documents may identify workers, customers or other individuals.

Users should avoid including personal information that is unnecessary for the relevant job or business purpose.

4.5 Workforce information

Where workforce features are used, records may include:

• worker names and contact details;
• positions and employment-related information;
• qualifications, certifications and licences;
• emergency contact details;
• hourly rates;
• timesheets;
• leave records;
• job allocations;
• vehicle-related records; and
• associated notes.

Free-text fields and uploaded documents may contain sensitive information. Organisations must have any consent or other legal authority required to collect and use that information.

4.6 Billing information

We may collect:

• subscription plans and status;
• billing contact information;
• customer and subscription identifiers;
• payment status;
• invoices and related correspondence; and
• records needed to administer additional crew access or other subscription features.

Where payments are processed through Stripe, payment details submitted through its checkout are handled by Stripe. PileLogix does not store full payment card numbers in its application database.

4.7 Technical and support information

We may collect or receive:

• information about requests made to the service;
• sign-in attempts and security events;
• application errors;
• support enquiries and correspondence; and
• connection information processed by our hosting providers, such as IP addresses.

5. How we collect information

We collect information when you:

• create or use an account;
• enter or update records;
• upload content;
• complete forms or checklists;
• provide a signature;
• use subscription or billing features; or
• communicate with us.

Some technical information is collected automatically when you access or use the service.

We may also receive information from:

• your employer or organisation;
• an office administrator;
• another authorised user;
• a customer or contractor involved in a job; or
• a payment or infrastructure provider.

For example, an office administrator may create a crew account or record a worker's contact details without the worker entering that information directly.

If you provide information about another person, you must be authorised to do so and provide any notices or obtain any permissions required by law.

6. Why we use personal information

We use personal information to:

• provide, operate and maintain PileLogix;
• authenticate users and manage permissions;
• administer organisations and crew accounts;
• coordinate jobs and site activities;
• record installation work;
• support workforce administration;
• generate and make reports available;
• manage subscriptions, invoices and billing;
• communicate about accounts and software updates;
• respond to support requests and privacy enquiries;
• diagnose faults and improve service reliability;
• prevent misuse and protect the service;
• enforce applicable service terms; and
• meet legal obligations or resolve disputes.

You may make a general enquiry without identifying yourself where practical. However, certain information is necessary to provide an account, administer billing or maintain reliable job records. If that information is not provided, some services may be unavailable.

7. Email communications

We use Google Workspace to handle business email, including:

• support enquiries and responses;
• account administration messages;
• invoice and payment correspondence; and
• software update information.

These are service-related communications. We do not currently use this email channel for promotional newsletters.

If we introduce promotional communications, we will provide any notices, consent mechanisms and opt-out options required by applicable law.

Messages about optional promotions would be separate from essential account, security or billing communications.

8. Legal grounds for processing

We collect and use information where permitted by applicable law.

Where UK data protection law applies, the relevant legal basis may include:

• Contract: where processing is necessary to perform a contract with an individual who is personally a party to that contract.
• Legitimate interests: where processing is necessary to operate, administer or secure the service, subject to the individual's rights and interests.
• Legal obligations: where processing is necessary to meet a legal requirement.
• Consent: where consent is required for the particular activity.

An organisation's contract with PileLogix does not automatically make contract performance the legal basis for processing its workers' personal information.

Where processing relies on consent, you may withdraw that consent, subject to applicable law. Withdrawal does not affect the lawfulness of processing carried out before withdrawal.

Sensitive or special-category information may require additional legal grounds or protections. Organisations should not enter such information unless it is necessary and they are authorised to do so.

9. Who can access information

9.1 Users within your organisation

Information is available to authorised users according to their permissions.

Office users may manage business, crew and job records. Crew users may access records made available to them.

Organisation administrators may view work entered through crew accounts.

9.2 Platform administration

Platform administrators may access information where needed to:

• administer the service;
• respond to support requests;
• investigate errors or security issues;
• manage subscriptions; or
• meet legal obligations.

9.3 Service providers and other recipients

We may disclose relevant information to:

• hosting, database, storage and infrastructure providers;
• Stripe for payment processing and subscription management;
• Google Workspace for business correspondence;
• professional advisers where reasonably necessary;
• authorities or other recipients where disclosure is required or authorised by law; and
• recipients you or your organisation authorise.

Third-party providers may handle information under their own terms and privacy notices, as well as any applicable arrangements with PileLogix.

Relevant provider privacy information includes:

• Stripe: stripe.com/privacy
• Google: policies.google.com/privacy
• Replit: replit.com/privacy-policy

10. Reports, exports and downloaded files

Authorised users may export reports or download files containing personal information.

Those copies may be stored or shared outside PileLogix. Once information is held by your organisation or another recipient outside the service, their handling of those copies is outside our direct control.

Users should share reports and downloaded files only with authorised recipients and use appropriate security measures.

Deleting information from PileLogix does not delete copies previously exported or downloaded by other people.

11. International storage and processing

Our technology providers may store or process information outside Australia or outside your country of residence.

Information may also be accessed across borders where your organisation or its authorised users operate in different countries.

Overseas privacy laws may differ from those in your country.

Where applicable, international disclosures or transfers are subject to the requirements of relevant privacy law. The protections required depend on the destination, recipient and nature of the processing.

You can contact info@pilelogix.com to request information about relevant overseas processing arrangements and applicable safeguards.

12. Cookies and browser storage

PileLogix uses session cookies to keep users signed in and browser storage to support preferences and service functionality.

Cookies and storage used for authentication are important to the operation of the service. Blocking them may prevent sign-in or affect functionality.

You can manage cookies and local storage through your browser settings.

Offline features

Offline features may store information in your browser, including:

• cached job information;
• pending changes; and
• photographs awaiting upload.

Pending work is sent to the service when connectivity is available.

The website is designed to clear its offline account cache when you log out. Downloaded files and information stored elsewhere on your device may remain.

Clearing browser data before pending work synchronises may remove that work.

When using a shared device, log out after use and manage downloaded files carefully.

13. Security

We use measures designed to protect personal information, including:

• password hashing;
• authenticated access; and
• role-based permissions.

No online service or storage system can be guaranteed completely secure.

You are responsible for protecting your login details, using appropriate device security and reporting suspected unauthorised access.

If a data breach triggers notification obligations under applicable law, we will notify the relevant authority and affected individuals as required.

14. Retention and cancellation

We retain information for as long as reasonably necessary to provide the service, support legitimate business needs and meet applicable legal obligations.

Our intended standard retention period after an organisation cancels is up to 12 months, to support possible reactivation. Deletion following that period requires a separate process and should not be understood as an automatic deletion guarantee.

Some records may need to be retained longer because of:

• legal or accounting requirements;
• unresolved disputes;
• security investigations; or
• other lawful retention obligations.

Deletion of operational records and removal of residual backup copies may occur at different times.

Deleting a crew login does not necessarily delete historical job records or reports. Disabling a feature does not necessarily delete its information.

You may contact info@pilelogix.com to ask about earlier deletion, the handling of a cancelled organisation's records or the status of a deletion request. Requests remain subject to applicable legal requirements and the authority of the person making them.

15. Access, correction and deletion requests

You may contact us to:

• request access to personal information we hold about you;
• ask us to correct inaccurate or incomplete information;
• request deletion; or
• ask how your information is being handled.

We may need to verify your identity and clarify the scope of your request.

If your organisation manages the information, we may work with its administrator or direct you to the appropriate contact. This does not limit your legal rights.

Some requests may be restricted where permitted or required by law, including where:

• records must be retained;
• disclosure would affect another person's privacy;
• the information is needed for legal proceedings; or
• another lawful exception applies.

Where appropriate, we will explain why a request cannot be met and how you can raise a complaint.

We will handle requests within the timeframes required by applicable law.

16. Rights in different countries

Your rights depend on the laws that apply and the circumstances of the processing.

Australia

Where Australian privacy law applies, you may have rights to access your personal information, request correction and complain about its handling.

Relevant authority:
Office of the Australian Information Commissioner
oaic.gov.au

New Zealand

Where New Zealand privacy law applies, you may have rights to access your personal information, request correction and complain about its handling.

Relevant authority:
Office of the Privacy Commissioner
privacy.org.nz

Canada

Applicable federal or provincial privacy laws may provide rights relating to access, correction and withdrawal of consent, subject to lawful limitations.

The appropriate regulator depends on the circumstances and the law that applies.

Relevant authority:
Office of the Privacy Commissioner of Canada, or the applicable provincial authority
priv.gc.ca

United Kingdom

Where UK data protection law applies, rights may include:

• access;
• rectification;
• erasure;
• restriction of processing;
• data portability;
• objection to certain processing; and
• withdrawal of consent where processing relies on consent.

These rights are subject to applicable conditions and exceptions.

Relevant authority:
Information Commissioner's Office
ico.org.uk

United States

Residents of some US states may have privacy rights under applicable state laws. Depending on the law's scope and exceptions, these may include access, correction, deletion, portability or rights to opt out of certain processing.

The availability of a particular right depends on whether the relevant law applies to PileLogix and the information concerned.

Contact info@pilelogix.com to submit a request or ask about your rights.

17. Privacy complaints

If you have a concern, email info@pilelogix.com with:

• a description of the issue;
• relevant dates or details; and
• the outcome you are seeking.

We will review the complaint, request further information if needed and respond within a reasonable period, subject to applicable legal timeframes.

If you are not satisfied with our response, you may be entitled to contact the relevant privacy regulator.

18. Children and young workers

PileLogix is a business and workplace service. It is not directed at children.

Organisations using PileLogix must ensure that any information about young workers is collected and handled lawfully.

If you believe information about a child has been provided inappropriately, contact info@pilelogix.com.

19. External websites and services

Our website or communications may contain links to third-party websites or services.

Their information-handling practices are governed by their own privacy policies. You should review those policies before providing personal information to them.

20. Changes to this policy

We may update this policy to reflect changes to:

• the service;
• our information-handling practices;
• our providers; or
• applicable legal requirements.

The current version will be published on our website with its effective date. We will provide additional notice where appropriate or required by law.

21. Contact

For privacy enquiries, access requests, corrections, deletion requests or complaints, contact:

Pilelogix
Email: info@pilelogix.com
Country: Australia