Privacy Policy

1. Who We Are

Bitpool Pty Ltd (ABN to be confirmed) ("Bitpool", "we", "us", or "our") is an Australian company that provides an AI-powered building intelligence platform. We are the data controller for the personal information collected through this website (www.bitpool.com).

If you have any questions about this policy or your personal data, contact us at privacy@bitpool.com.

2. Information We Collect

We collect the following categories of personal information:

2.1 Information you provide directly

When you submit a form on our website (partner application, building management enquiry, demo booking, early access request, career interest, or AI readiness assessment), we collect:

• Name
• Email address
• Company name (where provided)
• Job role (where provided)
• Your responses to form questions (e.g., organisation type, portfolio size, assessment answers)
• Whether you have opted in to receive marketing communications

2.2 Information collected automatically

When you visit our website, we may collect the following only if you have consented to analytics via our consent banner:

• Pages visited and sections viewed
• Approximate geographic location (city, region, country) derived from your IP address
• Browser type (derived from the user agent string)
• A random session identifier (stored in your browser's session storage for the duration of your visit)

We store a cryptographic hash of your IP address for analytics and security purposes. We do not store your raw IP address.

2.3 Information we do not collect

We do not use third-party advertising trackers, social media pixels, or marketing cookies. We do not use Google Analytics. Our analytics are entirely self-hosted.

3. How We Use Your Information

We use personal information for the following purposes and legal bases:

4. Who We Share Your Data With

We do not sell your personal information. We share data with the following categories of recipients:

• Cloud hosting provider: Our website and database are hosted on cloud infrastructure. Your data is stored on servers operated by our hosting provider under a Data Processing Agreement.
• Notification services: When you submit a form, a notification containing your name, email, company, and enquiry type is sent to our team via Discord (a third-party messaging platform operated by Discord Inc., based in the United States).
• IP geolocation service: If you consent to analytics, your IP address is sent to a geolocation lookup service (ip-api.com) to determine your approximate location. Only geographic data (city, region, country) is stored; your raw IP address is not retained.

We do not share your data with advertisers, data brokers, or any other third parties for their own marketing purposes.

5. International Data Transfers

Bitpool is based in Australia. Some of our service providers (including Discord and our hosting infrastructure) may process data outside of Australia and the European Economic Area (EEA). Where personal data is transferred outside the EEA, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses (SCCs) or transfers to countries with an adequacy decision from the European Commission.

6. Data Retention

We retain personal information for no longer than necessary:

• Lead and enquiry data (name, email, company, form responses): Retained for up to 24 months from submission, then anonymised or deleted.
• Analytics data (page views, section engagement): Retained for up to 13 months, then automatically deleted.
• Blog view data: Retained for up to 13 months, then automatically deleted.

You can request deletion of your data at any time (see Section 8 below).

7. Browser Storage and Analytics

Our website does not use traditional cookies. We use the following browser storage technologies:

• Session storage (analytics): If you consent to analytics, a random session identifier is stored in your browser's session storage. This identifier is automatically deleted when you close your browser tab. It is used solely to group page views within a single visit.
• Local storage (consent preferences): Your consent choice (accept or reject analytics) is stored in your browser's local storage so that we remember your preference and do not ask again on each visit. This is strictly necessary for respecting your privacy choice.
• Local storage (admin only): If you are an authenticated administrator, an authentication token and display preferences are stored in local storage. These are strictly necessary for providing the admin service.

You can manage your analytics preferences at any time by clicking "Cookie Settings" in the footer of any page. You can also clear browser storage through your browser settings.

8. Your Rights

Under applicable data protection laws (including the EU General Data Protection Regulation and the Australian Privacy Act), you have the following rights:

• Right of access: Request a copy of the personal data we hold about you.
• Right to rectification: Request correction of inaccurate or incomplete data.
• Right to erasure: Request deletion of your personal data ("right to be forgotten").
• Right to restrict processing: Request that we limit how we use your data.
• Right to data portability: Request your data in a structured, commonly used, machine-readable format.
• Right to object: Object to processing based on legitimate interest, including for direct marketing.
• Right to withdraw consent: Where processing is based on consent (e.g., analytics, marketing communications), you may withdraw consent at any time. For analytics, click "Cookie Settings" in the footer. For marketing, use the unsubscribe link in any email or contact us directly.

To exercise any of these rights, email us at privacy@bitpool.com. We will respond within one month of receiving your verified request.

9. Data Security

We implement appropriate technical and organisational measures to protect your personal data, including:

• Encryption in transit (HTTPS/TLS) for all data transmitted to and from our website.
• Hashing of IP addresses before storage.
• Access controls and authentication for database and administrative systems.
• Rate limiting to prevent abuse of our forms and APIs.

While we strive to protect your personal information, no method of transmission over the internet or electronic storage is 100% secure.

10. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices of these external sites. We encourage you to review the privacy policies of any third-party sites you visit.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on this page and updating the "Last updated" date. If we make significant changes to how we process your data, we will seek fresh consent where required.

12. Complaints

If you are not satisfied with our response to a privacy concern, you have the right to lodge a complaint with the relevant supervisory authority:

• Australia: Office of the Australian Information Commissioner (OAIC) — www.oaic.gov.au
• European Union: Your local Data Protection Authority (DPA). A list is available at edpb.europa.eu

13. Contact Us

For any questions about this Privacy Policy, your personal data, or to exercise your rights, please contact us at: