PlanRadar Privacy Statement

Last Update: 14/04/2025

This Privacy Statement applies to PlanRadar Pty Ltd (ACN 656 108 575) and all its Australian businesses (collectively ‘we’, ‘us’ or ‘our’ in this Privacy Statement). It explains how we collect, store, use and share your personal information. It also incorporates our credit reporting policy which lets you know how we use any credit-related information that we may collect. This Privacy Statement came into effect on insert date. We may need to update it over time but if we do, we will post the updated version on this page.

1. What personal information do we collect?

As a provider of cloud-based software provider for construction documentation, task, and defect management, we primarily act as a processor for users of our products and services. We securely and sensitively handle your personal information in accordance with all applicable data protection provisions. We collect your personal information as necessary to provide you with our products and services. The types of personal information that we collect about you depends on which of our products and services you use, how you use those products and services, and our relationship with you. Generally, we may collect the following types of personal information about you and in the following circumstances:

Information we need to verify your identity, provide you with products and services, and communicate to you about those services such as your name, date of birth, contact details, occupation, proof of identity and payment information.
Financial and credit information such as your payment history, credit history and service history.
Sensitive personal information. If so, we will seek your consent before we collect and use sensitive personal information about you unless we are permitted or required to do so by law.
Information for the purpose of helping to protect either you or a third party against fraud, crime or misconduct. This may include cross-referencing the time and date of a transaction with a bank or other third party against our account activity for the purpose of identifying and assisting to prevent identity theft, unauthorised transactions, or fraudulent activities.

Information about how you use our website, systems, and applications.
By visiting our website or using our products (e.g., installing our apps), without registering or providing other information, we process only the personal data that your device transfers to our servers. This includes IP addresses, technical information on the browser and operating system, the approximate place of residence and possible error messages (e.g., crash notifications). This data is not transferred to third parties. Providing the listed information is not a statutory requirement but is required for the operation of our website or use of our products.
We use our own cookies and the cookies of selected partners during website visits. In addition, we also use various tools for analysis and optimisation (e.g., web and app tracking, performance tracking) when our websites are visited, and our products are used. Cookies and these optimisation/analysis tools are used only if and to the extent that your consent has been obtained unless they are required for the functionality or guaranteed safe operation of our websites or our products. If you have granted us your consent to do so, we also use these tools to process your IP address and technical information about your browser and operating system, the approximate place of your residence, demographic information, the source of our website visitors and activity data such as clicks and page views to improve the user experience and our range of information, and to analyse and optimise the operation of our websites and our products, including the optimisation of our marketing activities. You can partially withdraw (limit) or fully withdraw your consent to the use of cookies and the mentioned analysis tools at any time via this link. We may disclose your personal information to other parties to achieve the purposes listed above. Providing the listed personal information is not a statutory requirement but is, in some cases, required to provide functionalities of our websites or products. If this personal information is not provided or is partially provided, you may be unable to use or have restricted use of certain functions of our websites or our products or we may not be able to contact you. There are no negative consequences to refraining from providing data for optimisation and analysis purposes.
If you do not only use our websites for information purposes but make use of additional functions and services that our websites and products offer (e.g., the contact form, chat, webinar) or would like to participate in information campaigns, as a rule you must provide us with additional personal information for us to process your enquiries and make the provided functions available. This typically includes information that we require to contact you, for example first name, surname, email address, telephone number and company master data. We process this personal information together with the personal information collected in connection with visiting our website and using our products, in particular the IP addresses collected, and the activity data associated therewith (e.g., clicks, page call-ups, etc.). Furthermore, we process the personal information made available to us by transferring it to our CRM. We may disclose your personal information to the other recipients to achieve the purposes listed above.
If you contact us at trade fairs or exhibitions, for example, and provide your personal information to us, by handing us business cards or completing a form for example, we process the personal information made available to us by transferring it to our CRM system. This typically includes information that we require to contact you, for example first name, surname, email address, telephone number and company master data. The basis for this processing is to take steps prior to entering a contract and for the purposes of our legitimate interests, specifically establishing a business relationship and maintaining our business contacts. In some cases, we also supplement the personal information by collecting personal information from third parties. Providing the listed personal information is not legally stipulated but is required to contact you. If this personal information is not provided or partially provided, we may not be able to contact you and enter a business relationship with you.
If you subscribe to our newsletter, we process your contact details, in particular your email address, first name, surname, title and IP address to send our marketing newsletter. We also process information on which newsletter we have sent you, whether and when you have opened this, whether it could be delivered, whether you have subscribed or unsubscribed to the newsletter and if you have clicked on links in the newsletters, which and how many. We process the data made available to us by transferring it to our CRM system. You can withdraw your consent to receiving the marketing newsletter at any time. To do this, you can unsubscribe from the marketing newsletter at any time by using the link within the newsletter or by emailing [email protected]. Providing the listed personal information is not a statutory requirement but is required for our marketing newsletter to be sent. If this personal information is not provided or is partially provided, we may not be able to send you our marketing newsletter.
In general, we collect personal information directly from you, so that as a rule you can decide on making your personal information available to us. However, in some cases we may obtain personal information from other sources. These other sources are primarily the internet, from which we obtain publicly available information. In addition, we also obtain information from data enrichment providers. In individual cases, we also obtain information from third parties (e.g., credit agencies). This personal information is typically limited to contact information (first name, surname, email address, telephone number, postal address) as well as information on your work for a specific company, the company headquarters, the company industry, and your role in this company. If you apply to work with us, we may also process information from publicly available sources on your educational and professional background. The legal basis for this processing is our legitimate interest in a complete data set about you, which is required for professional communication and the establishment of a business relationship or the application process. In general, the recipients and storage duration of this personal information comply with the respective processing for which the personal information was collected. We may disclose your personal information to other recipients to achieve the purposes listed above.
If you create a (test) account to use our products, we process (i) information that we assign to you as a (test) Account Owner and require to contact you. This includes your first name, surname, email address, telephone number (ii), company master data (e.g. company name, postal address, email addresses, telephone numbers, contact person, role), (iii) information on the type and content of our contractual relationship (e.g. number, type and duration of activated licences and information on the requested and created offers), (iv) marketing-relevant information such as industry and target group as well as information on the origin and history of (test) accounts (e.g. responsible sales partners, date of last contact, clicked adverts). In terms of individual users of our products who are assigned to a specific (test) account, we process information that we require to contact and uniquely assign the user. This includes contact details such as first name, surname, email address, telephone numbers and company details as well as information that we require to manage the user account (e.g., the (test) account that the user is assigned to, licence number, date on which the account was created, account type, whether the account is active/inactive). In addition, we also process information on the activities of our users in our products, in particular activity data such as the number of projects created, number of tickets created, and the device used.

The basis for this processing is to take steps prior to entering a contract or to fulfil our contractual obligations and for the purposes of our legitimate interests, specifically the analysis and guaranteed operation of our websites and products, continuous improvement of our products and optimisation of our marketing activities.

If we have received the respective consent, we also process the contact details of users of our products together with their activity data to (i) interactively support new users with the use of our products and facilitate their use of our products (Onboarding) and (ii) to provide information on (new) product functions or updates/upgrades and, if applicable, the status of the account and to (iii) hold customer surveys on improving service quality. For these purposes, we may also contact you via email, phone, video conference and/or by notifications in our products (e.g., pop-up windows, push-notifications). If you have given us your consent for this, we may also list you as a reference customer on our websites. You can withdraw this consent at any time, for example by emailing [email protected] or simply deactivating this in your individual profile settings.

If you activate a paid account with us, we process payment information in addition to the above-mentioned data. Payment information includes invoice recipients, invoice addresses, invoice numbers, invoice period, due date, bank details, payment conditions, contact person for invoices, GST registration number, etc. We specifically process the listed data by transferring it to our CRM system.

If you activate the functions of PlanRadar Connect, we process the respective package information (e.g., Workato-ID, company name, task quota and term of the package) and the information from technical protocols required for operating PlanRadar Connect (e.g., workflow-logfiles, possible error messages) in addition to the above-mentioned data. PlanRadar Connect is hosted and provided by Workato, Inc (“Workato”). Workato is a provider headquartered in the USA. We have concluded a contract with Workato in which Workato is obliged to process personal information only in accordance with our instructions and to comply with legislative data protection levels. You can obtain more information on this here: https://www.workato.com/legal/privacy-policy/services-privacy-policy

We have contracted with Hubspot to use its services for contact management, email marketing (newsletters and automated mailings), providing product information such as new functions or updates/upgrades), reporting (traffic sources, access, etc.), landing pages and contact forms only in accordance with our instructions and to comply with legislative data protection levels. Hubspot is a Customer Relationship Management (CRM) subscription and marketing automation system from Hubspot Inc. of 25 First Street, 2nd Floor, Cambridge, Massachusetts 02141, USA) with subsidiaries in Ireland at Ground Floor, Two Dockland Central, Guild Street, Dublin 1 and in Germany at Am Postbahnhof 17, 10243 Berlin.

If you create a test account to use our products, activate a paid account or are invited to create an account by an account owner, or disclose to us contact information and other demographic information in another way (e.g., in a contact form on our website), we may transfer this information and any content retrieved from our website or in our products, to Hubspot. Hubspot’s services help us to subsequently contact website visitors, interested parties and users of our products and, additionally, to answer their enquiries and to determine which of our company services would be of interest to them. What’s more, Hubspot’s services also improve the efficiency when working with our products and help to generally improve user experience and service quality when one uses our products and visits our websites. You can obtain more information on this here https://legal.hubspot.com/dpa and here https://legal.hubspot.com/privacy-policy

If you have granted us consent to this, we also process your contact details such as email address, first name, surname, title, and IP address for email marketing and to provide product information such as new functions, unused functions or updates/upgrades and, if applicable, information on account status. You can withdraw your consent at any time, by emailing [email protected] or simply deactivating this in your individual profile settings.

We also use the customer relationship management system Zoho CRM from Zoho Corporation, 4141 Hacienda Drive Pleasanton, California 94588, USA to store and efficiently manage our contact details by processing user data only in accordance with our instructions and to comply with legislative requirements. You can view more information on Zoho’s website here: https://www.zoho.com/gdpr.html

We use Totango services, provided by Totango, Inc. (235 West 23rd Street, 8th FL, New York, NY 10011), to optimize customer engagement by tracking customer interactions and managing customer onboarding activities. As part of this process, we may transfer customer data, such as contact information, usage details and interaction history, to Totango. This enables us to analyze customer needs, enhance user experience, and deliver tailored customer support and communication. We have concluded a contract with Totango in accordance with standard contractual clauses, obliging Totango to process user data solely in accordance with our instructions. More information can be found here: https://www.totango.com/legal/privacy-policy

If consent has been obtained for interactive support (Digital Adoption), we process the contact details of our product users together with the activity data in our products to interactively support (new) users when using our products and to facilitate their use of our products (onboarding). For this purpose, we use the services of the following providers:

We have contracted with Pendo of 150 Fayetteville Street Suite #1400, Raleigh, North Carolina, 27601 USA for it to process user data only in accordance with our instructions and according to legislative requirements. If Pendo’s service is used, information is collected on which walk-throughs have been completed within our products and which Pendo widgets have been opened within our products. Pendo does not collect any personal data except for IP addresses and the approximate geolocation of the user (country and city in which they are located). Pendo assigns the collected metadata to anonymous random GUIDs. You can find additional information on data privacy at Pendo here: https://www.pendo.io/legal/privacy-policy/.

You can withdraw your consent at any time, by emailing [email protected] or simply deactivating this in your individual profile settings.

We may disclose your personal information to other recipients to achieve the purposes listed above.

If you are our business partner or supplier or would like to become one, we process (i) information that we require to contact you (e.g. first name, surname, email address, telephone number) (ii) company master data (e.g. company name, company register number, postal addresses, email addresses, telephone numbers, contact people, role) as well as (iii) payment information (e.g. invoice recipients, invoice addresses, invoice numbers, invoice period, bank details, contact person for invoices, GST registration details, etc.) to initiate, maintain and fulfil our goods and services contracts and to conduct the ongoing business of our company. We may disclose your personal information to other recipients to achieve the purposes listed above.

We may also disclose your personal information to other recipients to achieve the purposes listed above. Providing the listed personal information is not a statutory requirement but is required to initiate, maintain, and fulfil the business relationship and to meet our legal obligations. If this personal information is not provided or partially provided, we may not be able to conclude a contract with you or support you when you use our products.
You may also need to provide personal and/or sensitive information about other individuals to us, such as your authorised representatives. If so, we rely on you to tell those individuals that you are giving us their personal information and to tell them about this Privacy Statement.

Depending on our products and services you use, we may also collect:

Information about the products and services that you have with us including technical information about your devices such as your hardware model, operating system version, the serial number of your devices, the settings on your devices, our network performance and how you use our networks.
Information about how you use our products and services including:
- Your network usage.
- How you use our services to access the internet, such as websites you visit.
- Your location or the location of your devices when you are using our products and services.

If you submit a job application to us, we process all the personal information that you provide in your application (CV, cover letter, other documents such as school certificates and recommendation letters). These typically include personal data (name, date and place of birth, nationality), contact details (email and postal address, telephone number, social media profiles), and other information (photo, training/skills/knowledge/official assessments/certificates/experience, professional experience, hobbies and interests, family members). We ask you to refrain from communicating any special categories of personal information in your application. This includes information indicating your racial and ethnic background, political opinions, religious or philosophical beliefs or trade union membership, as well as health data or data on your sexual life or orientation. Such information is automatically saved together with your other data and is not processed separately. If you give us your consent to this, we also keep you on file as an applicant. Providing the listed data is not a statutory requirement but is required for the application procedure. If this data is not provided or partially provided, we may not be able to process your application and establish an employment relationship.

We may disclose your personal information to other recipients to achieve the purposes listed above.

2. Third-party platforms or websites

Our products, services and website may contain links to other websites or platforms operated by third parties. It is important to be aware that those third-party websites are not required to comply with this Privacy Statement.

We are not responsible for the privacy practices of these third-party platforms or websites, and you should check the privacy policy of that service or website to understand how it will handle your information.

3. How do we collect your personal information?

There are three ways that we collect your personal information.

You give it to us when you or your representative submits an order form or interacts with either us or one of our trusted partners. This might happen when you are setting up an account with us, using one of our products or services or filling out a form or contacting us with a problem or query.
We collect it when you use our networks, products, and services, including our call centres and online services. When you visit our website or use our systems and applications, we may also collect information about your use of our website, systems, and applications (including via cookies and other technologies).
We obtain it from other sources like regulators, credit reports, marketing mailing lists, public information (including public posts to social networking sites), and commercially available personal, identity, geographic and demographic information sources. We may also collect information about you from our related entities, business and commercial partners and our service providers (like identity and fraud checking services and credit reporting bodies).

We understand that you might not want to give us personal information. If so, that may mean we are not able to provide you with the products or services you need.

4. How do we use your personal information?

To provide relevant products and services to you – we may use your personal information to provide products and services to you and conduct our business.
Administration – we may use your personal information to help us manage the products and services we provide to you, deal with customer enquiries and complaints, and to maintain and update our records. For example, we need to be able to verify your identity to detect, prevent and address fraud. We also use your information for charging and billing and to identify breaches of our terms and conditions of service.
Network, security, and fraud protection – we undertake a range of network, security, and fraud protection activities. We may use your personal information to determine whether you might be impacted and take action to block malicious activity and/or notify you so that you can take action to protect yourself. We may also use your personal information for identifying and assisting to prevent identity theft, unauthorised transactions, or other fraudulent activities either on or off our networks (e.g., fraudulent bank transactions).
Communication – we need to be able to communicate with you. We may do this via phone, email, SMS, social media, search engines and web pages you visit.
Improvement, development, and analysis – we are constantly working to maintain and improve our products, services, and processes and to develop new ones. We may use your personal information in several ways to help us do this, such as by monitoring network use, quality, and performance, and when operating, maintaining, developing, testing, and upgrading our products, systems, and infrastructure. We also use analysis and business intelligence techniques to obtain high level insights into things like usage and location patterns/trends, network performance, demographic trends, and other types of behavioural data. This information is generally aggregated and de-identified when analysed and we may share these anonymised insights with select business and commercial partners. In some cases, we may create insights with your information on an identified basis but would only do so in compliance with privacy laws. We may also combine information we hold about you with information from one of our partners’ services to improve our credit assessment, debt recovery and other processes.
Direct marketing – we want to make sure that you know about our products, services and special offers that may be of potential interest to you. We may use the personal information that we collect and hold about you to market and promote products, services, and special offers directly to you.
We may also contact you with information about products, services and offers provided by our trusted partners. In some cases, this marketing activity can continue after you have stopped using our products or services, unless you opt out. Please be aware that if you unsubscribe from a mailing list, we will continue to send you important messages that are not marketing communications, such as safety or administrative messages.

Compliance – we are required and permitted by law to collect or use your personal information in certain circumstances, including those described below.

5. How do we safeguard your personal information?

We may store your personal information in hard copy or electronic format and keep it in storage facilities that we own and operate ourselves or that are owned and operated by our service providers.

We use a combination of technical solutions, security controls and internal processes to help us protect your personal information and our network from unauthorised access and disclosure.

We aim to ensure that personal information is kept as current as possible, and that irrelevant or excessive data is deleted or made anonymous as soon as reasonably possible. However, we might need to keep some personal information for a longer period to comply with our legal and regulatory obligations and for other legitimate business reasons.

6. Who do we share your personal information with?

We may share your personal information with other parties who provide services to us, including suppliers, agents, partners, and contractors that assist us with our business processes and provide our products and services. These services include:

Providing, managing, or administering your product or service including customer enquiries and support services.
Installation, maintenance, and repair services.
Mailing operations, billing, and debt-recovery functions.
Information technology and network services.
To develop our credit assessment and credit worthiness rating system.
Fraud, crime or misconduct identification, investigation, and prevention services.
Market research, marketing, and telemarketing services.
Development, analysis, and business intelligence functions.

We may also share your personal information with:

Your authorised representatives or advisers.
Credit reporting bodies for identity checking and credit-related purposes such as checking your credit worthiness, credit rating, default listing, credit provision and financing history.
Our dealers, our related entities or our business or commercial partners and other businesses we work with.
Other third parties for the purpose of helping to protect either you or the third party against fraud, crime or misconduct, including situations such as assisting to prevent identity theft, unauthorised transactions or fraudulent activities either on or off our networks (e.g., fraudulent bank transactions). This may include the provision of fraud protection services to third parties as part of our business.
Law enforcement and national security agencies, and other government and regulatory authorities as required or permitted by law.

Other parties who assist us in managing or developing our business and corporate strategies and functions, including our corporate risk or funding functions.
Financiers, investors or other participants and parties (such as service providers and ratings agencies) and advisers involved in any sale of our debts, securitisation or other financing arrangement (e.g., if we sell debts that you owe us to another party).
Other parties as required or permitted by law.
For the purposes of facilitating or implementing a transfer/ sale of all or part of our assets or business.

In some cases, the organisations that we may share your information with may be based outside the location where the information is collected. Where we do this, we require these parties to take appropriate measures to protect that information and to restrict how they can use that information. The personal information may also be transferred by us for processing, as described above, to the recipients or categories of recipients set out below:

Recipients	Processing concerning data from or in relation to	Headquartered in	Basis for transfer to a third country
App and web tracking providers (currently Google Analytics, Hotjar, Adjust (app only), Firebase)	Website visitors and interested partiesUsers of our websites and products	Germany (Adjust) USA (other providers)	Standard contract clauses
Performance tracking providers (currently LinkedIn Insights Tag, Facebook Pixel, Hubspot Pixel, MS App Center)	Website visitors and interested partiesUsers of our websites and productsSubscribing to the marketing newsletter	USA	Standard contract clauses
CRM service providers (currently Hubspot and Zoho) and tools based on these (currently Zapier, Zoho One)	Users of our websites and productsPersonal contactSubscribing to the marketing newsletterCustomersBusiness partners and suppliers	USA	Standard contract clauses
Data enrichment providers (currently Lusha and Cognism)	Users of our websites and productsPersonal contact	USAFinland (Lusha)	Standard contract clauses
Digital adoption platform provider (currently Pendo)	Customers	USA	Standard contract clauses
Integration Platform Provider (currently Workato)	Customers	USA	Standard contract clauses
Business software providers (currently BMD, Zoho One)	CustomersBusiness partners and suppliers	Partly in the USA	Standard contract clauses
IT service providers (currently Microsoft, Adobe ID, LogMeIn, Zoho One, Zoom)	CustomersBusiness partners and suppliersApplicants	USA	Standard contract clauses
Payment providers (currently Fastspring and Stripe)	CustomersBusiness partners and suppliers	USA	Standard contract clauses
Chartered public accountants and tax consultants	Customers	AT
Banks	CustomersBusiness partners and suppliers	AT
Courts and administrative authorities if required	CustomersBusiness partners and suppliersApplicants	AT
Legal representative if required	CustomersBusiness partners and suppliersApplicants	AT
Recruiting service provider (currently Greenhouse)	Applicants	USA	Standard contract clauses
Payroll accountant	Applicants	AT

7. How do we manage credit information?

We might collect credit information from you or give your information to credit reporting bodies (e.g., when we are checking your credit worthiness).

Credit information that we collect includes:

Identification information.
Details about information requests made about you to credit reporting bodies.
Current and historical details about your credit applications and credit arrangements.
Information about overdue payments, default listings and serious credit infringements, and information about payments or subsequent arrangements in relation to either of these.
Publicly available information about you, your bankruptcy history and credit-related court judgments against you.
Your credit scores or assessments of your credit worthiness.

Credit information relates primarily to your dealings with other credit providers (e.g., banks, other financial institutions, or other organisations that may provide you with credit in connection with their products or services). It may also include certain credit worthiness information that we derive from the data that we receive from a credit reporting body. We may collect this information about you from other credit providers.

We may disclose your credit information to credit reporting bodies. They in turn may include it in credit reporting information they provide to other credit providers to assist them to assess your credit worthiness.

We may use or disclose your credit information for purposes such as:

Developing our own credit assessment and credit worthiness rating system.
Processing credit-related applications and managing credit that we provide.
Helping you to avoid defaulting on credit arrangements.
Collecting amounts you may owe us in relation to such credit arrangements and dealing with serious credit infringements.
Assigning our debts or acting in connection with any securitisation or other financing arrangement (e.g., if we assign debts you owe us to another party).
Participating in the credit reporting system.
Dealing with complaints or regulatory matters relating to credit or credit reporting.
When required or permitted by another law.

You have the right to request credit reporting bodies not to:

Use your credit eligibility information to determine whether credit providers (like us) can send you direct marketing material; and

Use or disclose your credit eligibility information if you have been or are likely to be a victim of fraud.

8. Storage Duration

In general, your data is only kept for as long as required for the respective purpose:

The storage duration of log data is 3 months.
We delete data that is required for processing enquiries and making contact, within 3 years of the business relationship ending or our last contact with you.
We keep data and contracts that are relevant for our accounting in compliance with company or tax law regulations, in general, this duration is for 7 or 10 years respectively.
In general, we keep data stored based on your consent until consent is withdrawn or the contractual relationship is complete.
Data from unsuccessful job applicants is generally stored for 6 months. Beyond this, we only keep applicant data if consent has been given for this to be kept on file.

Data is then deleted unless such deletion, in some individual cases, conflicts with any of our legitimate interests (e.g., continued storage of data as evidence, or to establish or defend legal claims, taking into consideration the relevant applicable limitation periods).

9. How can you access or correct your personal information?

To ensure that we can provide you with the best products and services possible, it’s important that you make sure the personal information we hold about you is accurate, up-to-date, and complete. You also have the right to request a copy of the personal information that we hold about you. There is no charge to submit a request or to correct personal information, however we may charge you an administrative fee for providing access to your personal information on request. If you need to update your details or wish to access personal information that we hold about you, please contact us at [email protected]

You can use our contact details to notify us of any privacy complaints you have against us. We are committed to acknowledging your complaint in a prompt manner and will give you an estimated timeframe for when we will respond to your complaint.

If your complaint is in relation to a credit reporting issue, we will acknowledge your complaint in writing as soon as possible and in any event within 7 days. We will aim to investigate and resolve your complaint within 30 days of receiving it. If we need more time, we will notify you about the reasons for the delay and provide a new estimate timeframe. We may need to consult with a credit reporting body or another credit provider to investigate your complaint.

While we hope that we will be able to resolve any complaints you may have, you can also lodge a complaint with the Office of the Australian Information Commissioner whose contact details are:

GPO Box 5288

Sydney NSW 2001

Ph. 1300 363 992

https://www.oaic.gov.au/about-the-OAIC/contact-us

10. How can you contact us?

If you have any questions in relation to this Privacy Statement, our management of your personal information or you would like a copy of this Privacy Statement sent to you, please email us at [email protected]