Privacy Policy

GDATA PTY LTD is committed to protecting the privacy of individuals and organisations we work with. This Privacy Policy explains how we collect, use, store, and manage personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles.

We may collect the following types of information in the course of providing our services or operating our websites and applications:

• Contact details (e.g. name, email, phone number)
• Organisational details (e.g. job title, council or company name)
• User authentication data (e.g. Single Sign-On identifiers)
• System and usage data (e.g. IP address, browser type, access logs)
• Information provided via support requests, demos, or onboarding processes

Where a service request is submitted through the MyCity CRM mobile app, it may include:

• Request description and category
• Photos uploaded by the user
• Address or free-text location
• GPS coordinates, when the user chooses to use location
• Email address or phone number, if the user chooses to receive updates
• Ticket/reference number

Camera, photo-library, and location permissions are requested only when needed for the relevant feature (e.g. attaching a photo or location to a service request). Users can decline these permissions and continue to use the app, using available alternatives where supported (e.g. entering an address instead of sharing GPS location).

The MyCity CRM mobile app allows users to create a customer account using information such as:

• Name
• Email address
• Username
• Optional phone number
• Notification preferences
• Authentication/session information

This account is used to access the citizen portal, submit service requests, track the status of requests, and access other council-related services within the app.

We use personal information strictly for business purposes including:

• Delivering and maintaining our data and analytics services
• Supporting platform users and responding to enquiries
• Monitoring platform performance and improving functionality
• Meeting legal, contractual, and regulatory obligations

All personal information collected is stored securely within Australian-based infrastructure. We implement technical and organisational measures to prevent unauthorised access, including encryption, access controls, and secure development practices. We do not store credit card data or unnecessary identifiers.

We retain personal information only for as long as required to fulfil our contractual and legal obligations. Upon project completion or contract termination, data is securely deleted or returned to the client. Retention practices are aligned with the commitments made in our client agreements.

Users can delete their MyCity CRM mobile-app account from inside the app by going to:

Account → Account Settings → Delete My Account

Users who cannot access the app can request deletion through this public web page: www.mycitycrm.com.au/account-deletion

When an account deletion request is completed, the app account and associated profile information is deleted. This includes the login, username, name, email address, phone number, notification preferences, authentication/session information, and other data associated solely with the app account.

GDATA may need to verify the requester’s identity before completing a deletion request. We will never ask users to send passwords by email or through the deletion request form.

We do not sell or trade personal information. Information may be shared with trusted service providers under strict confidentiality obligations, solely to support our services. Where legally required, we may disclose personal information to regulatory or law enforcement bodies.

You may request access to personal information we hold about you. If any information is inaccurate or outdated, we will take reasonable steps to correct it. Requests should be directed to: support@gdata.com.au

All customer data is hosted within Australia. We do not transfer personal information internationally unless specifically authorised and contractually required by the client.

This Privacy Policy may be updated from time to time to reflect changes in legislation or our operations. The latest version will always be available at www.gdata.com.au/privacy.