Privacy Policy

Last updated: 13th August, 2025

The Fact Pilot (“we”, “us”, “our”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

1. What Information We Collect

Account & Contact Information: Name, organisation, email address, phone number, job title, and login credentials.
Investigation Data: Audio files, transcripts, statements, case notes, and any files you upload.
Usage Data: Device information, log data, browser type, IP address, usage patterns, and cookies.
Communications: Records of your communications with us (support requests, feedback, etc.).

2. How We Collect Information

Directly from you when you create an account, use the platform, upload files, or communicate with us.
Automatically when you interact with our website or platform (via cookies, analytics tools, etc.).
From third parties, if you authorise integration with other services (e.g., your organisation’s software).

3. How We Use Your Information

Provide, maintain, and improve our platform and services.
Transcribe, process, and analyse investigation data using AI.
Create user accounts and manage subscriptions.
Respond to support requests and feedback.
Monitor usage and ensure the security of our platform.
Comply with legal, regulatory, and contractual obligations.
Communicate with you about updates, new features, or relevant information (you may opt out of non-essential communications).

4. Disclosure of Personal Information

To your organisation or authorised users within your organisation.
To service providers who assist us in operating our platform (cloud hosting, IT support, analytics), subject to confidentiality obligations.
If required by law, regulation, court order, or in response to lawful requests by public authorities.
In connection with a business transfer, merger, or acquisition, where your information may be transferred to a successor entity (with notification to you).
We do not sell or rent your personal information to third parties.

5. Data Security and Storage

Your data is encrypted in transit and at rest using industry-standard protocols.
Investigation data and files are stored on secure servers located in Australia.
We implement role-based access controls, regular security reviews, and monitoring to prevent unauthorised access.
Where data is processed by third-party providers, we ensure they comply with Australian privacy and security requirements.

6. Data Retention

We retain your information only as long as necessary to provide our services, fulfil legal and contractual obligations, or as required by law.
You may request deletion of your data at any time, subject to legal or regulatory retention requirements.

7. Access, Correction & Your Rights

You may access and correct your personal information at any time via your account or by contacting us.
You have the right to request access to the personal information we hold about you, and to request correction if it is inaccurate, out-of-date, or incomplete.
Requests will be handled in accordance with the Privacy Act 1988 (Cth).

8. Overseas Disclosure

By default, all data is stored in Australia. If we need to store or process data overseas, we will inform you and take reasonable steps to ensure your data remains protected and is handled in accordance with the APPs.

9. Cookies & Analytics

We use cookies and similar technologies to provide essential platform functions and collect aggregate analytics.
You can control cookies through your browser settings, but disabling cookies may affect platform functionality.

10. Changes to This Policy

We may update this Privacy Policy from time to time. Significant changes will be communicated via email or platform notice. The latest version will always be available on our website.