Privacy Policy

1. Scope and who this policy applies to

Fencify is CRM and job management software built for Australian fencing contractors. In this policy, "Fencify", "we", "us", and "our" means the Fencify business that provides the Fencify website, application, subscriptions, support, and related services. "You" means a visitor, trial user, subscriber, account owner, team member, contractor, supplier, or other person who uses Fencify or whose information is handled through Fencify.

This policy applies to personal information and business information handled through the Fencify website, the Fencify application, customer support, billing, product communications, integrations, public proposal links, and any other Fencify-operated service. It is intended to align with the Privacy Act 1988 (Cth), the Australian Privacy Principles where they apply to us, the Notifiable Data Breaches scheme, and applicable New South Wales laws where relevant.

Fencify is designed for businesses and is not intended for personal, household, or child use. If you enter information about your own customers, staff, subcontractors, suppliers, or site contacts into Fencify, you must have a lawful reason to do so and must give any privacy notices or obtain any consents required for your business.

2. Our customer data commitments

We do not sell your customer data. We do not rent your customer data. We do not use your customer data to market unrelated third-party products to your clients. We do not browse, inspect, or use your customer data out of curiosity or for our own unrelated purposes.

Because Fencify is a software platform, there are limited situations where authorised Fencify personnel, systems, or service providers may need to access account information or customer data. Those situations are limited to:

• providing, maintaining, securing, backing up, and improving the Fencify platform;
• responding to a support request, bug report, account request, billing issue, or security issue;
• investigating suspected misuse, fraud, unauthorised access, service abuse, or technical incidents;
• meeting legal, tax, accounting, regulatory, dispute-resolution, insurance, or audit obligations;
• carrying out an action you request, authorise, configure, or enable, including integrations with third-party services.

Access is limited to what is reasonably necessary for the purpose. We expect anyone who handles Fencify customer data on our behalf to protect it and use it only for the authorised purpose.

3. Information we collect or handle

Account and business information

When you create or use a Fencify account, we may collect information such as your name, business name, email address, phone number, role, team membership, login details, subscription plan, account settings, billing address, Australian business details you choose to provide, and communications with us.

Customer Data inside the Fencify app

Fencify users may add or generate information inside the application, including leads, client names and contact details, property and site addresses, site notes, measurements, quote details, project details, job schedules, task records, supplier details, material records, labour and pricing inputs, proposal links, uploaded files, photos, invoice and payment records, messages, comments, and other information used to run a fencing business.

This information is controlled by the relevant Fencify account owner and authorised team members. Fencify acts as a platform provider for this information and handles it as needed to provide the service.

Payment and subscription information

We may collect and handle subscription status, plan details, invoice details, billing contact information, payment status, tax information, and payment-related metadata. Card or bank payment details may be collected and processed by our payment providers. Fencify does not need to store full card numbers to operate the service.

Support, sales, and website information

If you contact us, request support, submit a form, book a call, reply to an email, or interact with our website, we may collect your contact details, message content, attachments, company details, and any other information you choose to provide.

Technical, usage, and security information

We may collect information about how the website and application are accessed and used, such as IP address, device and browser type, operating system, pages viewed, features used, approximate location derived from technical information, log-in events, timestamps, session activity, cookie identifiers, error logs, performance data, and security logs.

Integration information

If you connect Fencify to another service, such as an accounting, payment, automation, calendar, email, or reporting service, we may receive, send, store, or synchronise information as needed to operate that integration. The information handled depends on the integration you choose, the permissions you grant, and the settings you configure.

Sensitive information

Fencify is not designed to collect sensitive information such as health information, government identifiers, biometric information, criminal records, or information about race, religion, political opinions, or union membership. You should not upload sensitive information unless it is genuinely required for your lawful business purpose. If sensitive information is provided to us, we will handle it in accordance with this policy and applicable law.

4. How we use information

We use personal information and customer data for the purposes for which it was collected, for related purposes you would reasonably expect, and for other purposes permitted by law. These purposes include:

• creating and administering Fencify accounts, subscriptions, trials, and team access;
• providing CRM, quoting, proposal, scheduling, project, invoicing, payment, reporting, and integration features;
• authenticating users, managing sessions, preventing unauthorised access, and enforcing account permissions;
• processing subscriptions, invoices, payments, tax records, refunds, and billing support;
• sending service messages, product updates, security notices, billing notices, and account communications;
• responding to enquiries, support requests, bug reports, complaints, and account-management requests;
• monitoring service health, diagnosing faults, fixing bugs, improving reliability, and developing product improvements;
• protecting Fencify, our users, and the public from fraud, spam, abuse, security threats, unlawful activity, and breaches of our terms;
• complying with legal, regulatory, accounting, taxation, insurance, audit, and dispute-resolution requirements;
• sending marketing communications about Fencify where permitted by law, with an option to unsubscribe from marketing messages.

We may use aggregated, de-identified, or anonymised information to understand usage trends, improve the product, plan capacity, measure performance, and report on the business. We do not use identifiable customer data for these purposes where aggregated or de-identified information will reasonably do the job.

We do not use your Customer Data to train public or third-party artificial intelligence models. If we introduce optional AI-powered features in the future, we will explain how those features handle data before they are used.

5. Cookies and similar technologies

Fencify may use cookies, session storage, local storage, pixels, and similar technologies to keep users signed in, protect accounts, remember preferences, measure website performance, understand product usage, and improve reliability. Some cookies are necessary for the website or application to work. Others help us understand how visitors and users interact with Fencify.

You can adjust cookie settings through your browser. Blocking some cookies may prevent the website, login, account security, or application features from working properly.

6. When we share or disclose information

We do not sell personal information or customer data. We disclose information only where reasonably necessary to provide Fencify, where you have authorised it, or where permitted or required by law. This may include disclosure to:

• authorised users within your Fencify account, including account owners, administrators, team members, and invited users according to their permissions;
• service providers that help us host, secure, monitor, back up, email, bill, support, analyse, and operate Fencify;
• payment processors, accounting services, automation services, email services, calendar services, and other integrations you enable or use;
• professional advisers, insurers, auditors, lawyers, accountants, and business advisers where needed for legitimate business, compliance, or dispute purposes;
• law enforcement, regulators, courts, tribunals, government agencies, or other parties where we are legally required or reasonably believe disclosure is necessary;
• a buyer, investor, lender, or successor if Fencify is involved in a merger, acquisition, restructure, financing, or sale of assets, subject to appropriate confidentiality arrangements.

If you use public proposal links, client-facing pages, emailed documents, exported files, or integrations, information you choose to include may be shown to your clients, suppliers, team members, connected services, or other recipients selected by you. You are responsible for checking what is included before you send, publish, share, export, or sync it.

7. Overseas storage and processing

Fencify is an Australian-focused service, but modern software relies on infrastructure and providers that may store, access, or process information in Australia and overseas. Depending on the providers and features used, information may be handled in countries such as Australia, New Zealand, Singapore, the United States, the United Kingdom, and countries in the European Union.

Before using third-party providers to handle personal information, we take reasonable steps to choose providers with appropriate privacy, security, confidentiality, and data-handling practices for the services they provide. If you connect a third-party integration, that provider's own privacy terms and data handling practices will also apply.

8. Security, access controls, and data handling

We take reasonable steps to protect information held by Fencify from misuse, interference, loss, unauthorised access, unauthorised modification, and unauthorised disclosure. These steps may include authentication controls, role-based account access, transport security, provider due diligence, backups, logging, monitoring, operational procedures, and limiting access to people and systems that need it.

No online service can guarantee absolute security. You are responsible for using strong passwords, protecting login credentials, managing team access, removing users who no longer need access, checking recipient details before sharing documents, and keeping your own devices, email accounts, browsers, and connected services secure.

If we become aware of a data breach involving personal information, we will investigate, take steps to contain and remediate the issue, assess whether it is likely to result in serious harm, and notify affected individuals and the Office of the Australian Information Commissioner where required under the Notifiable Data Breaches scheme.

9. Retention, backups, export, and deletion

We keep personal information and customer data for as long as reasonably needed to provide Fencify, maintain accounts, meet legal and business obligations, resolve disputes, enforce agreements, protect security, and keep appropriate business records. Retention periods vary depending on the type of information, account status, legal requirements, backup cycles, and operational needs.

Account owners may request export or deletion of their account data, subject to identity verification, account authority, technical limits, backup cycles, legal obligations, dispute holds, payment or tax records, fraud-prevention needs, and records we are required or permitted to retain. Deleted information may remain in backups for a limited period until those backups are overwritten or retired in the ordinary course of business.

If an account is cancelled, expires, or is suspended, we may restrict access to the account and retain information for a reasonable period to allow reactivation, export, billing resolution, legal compliance, and operational recovery. We may delete or de-identify inactive account data when it is no longer needed.

10. Access, correction, and privacy choices

You may ask us to provide access to personal information we hold about you, correct inaccurate personal information, delete information where legally and technically appropriate, or explain how your information has been handled. We may need to verify your identity and authority before acting on a request.

If your information is held inside a fencing contractor's Fencify account because you are that contractor's client, site contact, staff member, subcontractor, or supplier, the contractor is usually the account owner and primary controller of that record. You should contact that business first for access, correction, or deletion requests relating to their business records. If you contact Fencify directly, we may need to refer the request to the relevant account owner unless the law requires otherwise.

You can unsubscribe from marketing emails by using the unsubscribe link in the email or by contacting us. You cannot unsubscribe from essential service, billing, legal, or security messages while you maintain a Fencify account.

11. Children

Fencify is intended for business users and is not directed to children. We do not knowingly collect personal information from children for account creation or marketing. If you believe a child has provided personal information to Fencify without appropriate authority, contact us so we can assess and address the issue.

12. Changes to this policy

We may update this policy from time to time to reflect changes to Fencify, our providers, our practices, or legal requirements. The updated version will be posted on this page with a new "Last updated" date. If a change is material, we may also notify account owners or users through the application, email, or another reasonable method.

13. Complaints, questions, and contact

If you have a privacy question, request, complaint, or data concern, contact Fencify at hey@fencify.com.au. Please include enough detail for us to identify the relevant account, user, record, request, or incident. Do not include unnecessary sensitive information in your first message.

We will assess privacy complaints and aim to respond within a reasonable time. Complex requests may take longer, particularly where we need to verify identity, consult an account owner, investigate technical records, recover archived information, or obtain legal advice.

If you are not satisfied with our response, you may be able to contact the Office of the Australian Information Commissioner at oaic.gov.au. Nothing in this policy limits any privacy rights you may have under applicable Australian law.

This policy and your use of Fencify are governed by the laws of New South Wales, Australia, except to the extent that applicable Commonwealth privacy law applies regardless of this clause.