1. About this policy
This Privacy Policy describes how TracValv ("TracValv", "we", "us" or "our") collects, uses, stores, and discloses personal information when you use our TMV asset management platform and associated websites (the "Service").
TracValv is operated by an Australian-registered business (ABN 78 680 544 032). We are bound by the Australian Privacy Principles ("APPs") set out in the Privacy Act 1988 (Cth) and applicable state-based health information legislation.
2. What information we collect
Information you provide directly
- Account information: name, email address, role (e.g. technician, manager, super admin), assigned facilities, and a hashed password.
- Profile information: licence numbers (e.g. QBCC plumbing licence), employer, contact details for service correspondence.
- Service data you create or upload: valve asset records, location data, temperature readings, service notes, photographs, commissioning certificates, and other TMV compliance records.
- Recipient details for transactional emails: when you choose to email a report to a facility manager, parts supplier, or other recipient, you provide their name, email address and an optional message.
Information we collect automatically
- Usage and audit logs: when you sign in or perform actions in the Service, we record the date and time, your user account, the action taken, and (where relevant) the affected record. These logs support security, troubleshooting and AS4032.3 audit requirements.
- Technical information: IP address, browser type and version, operating system, and similar diagnostic information necessary to operate the Service securely.
- Cookies: a strictly necessary authentication cookie that keeps you signed in. We do not use third-party advertising or behavioural tracking cookies.
3. How we use your information
We use the information described above to:
- Provide, maintain and improve the Service.
- Authenticate users and protect the Service from unauthorised access.
- Generate compliance reports, certificates and audit records you request.
- Send transactional emails that you initiate — for example, when you click "Send Report" inside the Service, the recipient details you supplied are used by our email provider (Amazon SES, hosted in the Sydney region) to deliver that single email. We do not run marketing campaigns or bulk mailing lists.
- Respond to support requests and communicate with you about the Service.
- Comply with legal obligations and protect our legal rights.
4. How we store and protect your information
- Australian data residency: all customer data — including database contents, uploaded files and backups — is stored within Australia.
- Encryption in transit: all connections to the Service use TLS 1.2 or higher.
- Encryption at rest: the application database and backups are stored on encrypted volumes.
- Access control: role-based access within the Service; administrative access to infrastructure is restricted, logged, and protected with strong authentication.
- Backups: automated backups taken on a regular schedule and retained for disaster recovery purposes; backups are stored within Australia.
Further detail is available in our Security & Data Sovereignty page.
5. When we share information
We share information only in the following limited circumstances:
- Within your organisation: facility administrators may view records associated with their facility; technicians can view records assigned to them. Role-based permissions enforce this.
- Service providers we rely on: we use a small set of trusted infrastructure providers — including Amazon Web Services (Sydney region) for hosting and Amazon SES (Sydney region) for transactional email delivery. These providers process data on our behalf under contractual confidentiality and security obligations, and exclusively within Australia.
- Recipients you direct us to email: when you click "Send Report", the recipient receives the report you chose to send and the optional message you wrote. We log the send for audit purposes.
- Legal requirements: we may disclose information when compelled by Australian law (e.g. court order, valid lawful authority).
We do not transfer personal information overseas.
6. Your rights under the Australian Privacy Principles
You have the right to:
- Access the personal information we hold about you.
- Correct personal information that is inaccurate, out of date or incomplete.
- Make a complaint if you believe we have breached the APPs.
- Withdraw consent for any optional processing — although this may affect your ability to use parts of the Service.
To exercise any of these rights, contact us at hello@tracvalv.com.au. We will respond within 30 days.
If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au.
7. Retention
We retain personal information for as long as your account is active, and afterwards only as long as necessary to comply with our legal obligations, resolve disputes and enforce our agreements. Compliance records (such as service histories and temperature logs) may be retained longer where doing so is required by health, safety, or audit legislation applicable to our customers.
On request, we will export your facility data and provide it to you in a portable format before deletion.
8. Children's privacy
The Service is intended for use by adult professionals (technicians, facility managers, administrators). We do not knowingly collect personal information from children under 16.
9. Changes to this policy
We may update this Privacy Policy from time to time. The "Last updated" date at the top of this page reflects the most recent revision. Material changes will be communicated to active users by email or in-app notice.
10. Contact us
For privacy enquiries, requests for access or correction, or complaints, contact:
TracValv
ABN 78 680 544 032
Email: hello@tracvalv.com.au
Web: tracvalv.com.au