pvDocs ("we", "us", "our") provides software that helps Australian solar installers and retailers prepare and submit DNSP (Distribution Network Service Provider) grid-connection applications. This Privacy Policy explains what information we collect, how we use it, and the choices you have. We comply with the Australian Privacy Principles set out in the Privacy Act 1988 (Cth).
1. Information We Collect
We collect the following categories of information:
- Account information - your name, email address, company name, password (stored hashed), and team member details.
- Job information - customer details you submit for DNSP applications, including names, addresses, contact details, NMI / meter numbers, electricity bills, sales contracts, and system design files.
- Site inspection data - photos, measurements, and notes captured through our Site Inspection tool.
- Stored credentials - DNSP portal usernames and passwords you choose to save (encrypted at rest) so we can lodge applications on your behalf.
- Billing information - subscription plan, credit balance, and transaction history. Card details are processed and stored by our payment processor (Stripe), not by us.
- Usage data - log files, IP address, browser type, and pages visited, used for security, debugging, and product improvement.
2. How We Use Your Information
- To provide the pvDocs service and process your DNSP applications.
- To send transactional emails such as job updates, flag notifications, password resets, and receipts.
- To bill you and manage your subscription.
- To improve and secure the platform.
- To comply with our legal obligations.
3. Sharing of Information
We share information only as needed to operate the service:
- DNSPs - the application data you submit is lodged with the relevant Distribution Network Service Provider through their portal.
- Service providers - we use trusted third parties (Stripe for payments, Resend for email, Fly.io for hosting, Supabase for our database and file storage). They process data only on our instructions.
- Team members on your account - colleagues you add to your pvDocs account can see jobs, credits, credentials, and site inspections shared with the account.
- Legal - when required by law, regulation, court order, or to protect our rights.
We do not sell your personal information.
4. Data Storage and Security
Your data is stored in encrypted PostgreSQL databases and object storage hosted in secure cloud infrastructure. Passwords are hashed with bcrypt. DNSP credentials are encrypted at rest. We use HTTPS for all data in transit. While we take reasonable steps to protect your information, no internet transmission is 100% secure.
5. Data Retention
We retain account and job data for as long as your account is active and for a reasonable period afterward to comply with legal, accounting, and reporting obligations. You can request deletion at any time (see section 7).
6. Cookies
We use first-party cookies to keep you logged in and to remember your preferences. We do not use third-party advertising cookies or tracking pixels.
7. Your Rights
You have the right to:
- Access the personal information we hold about you.
- Correct or update your information from the Settings page.
- Request deletion of your account and associated data.
- Export your data in a portable format.
- Lodge a complaint with the Office of the Australian Information Commissioner (OAIC).
To exercise these rights, email us at the address below.
8. Facebook Login
If you sign in or connect using Facebook, we receive only the basic profile fields you authorise (typically name and email). We do not post anything to Facebook on your behalf and do not access your friends list, photos, or messages. You can revoke pvDocs' access at any time via your Facebook account settings.
9. Children
pvDocs is a B2B tool intended for solar industry professionals. We do not knowingly collect personal information from anyone under 16.
10. Changes to this Policy
We may update this Privacy Policy from time to time. The "Last updated" date at the top reflects the most recent revision. Material changes will be communicated by email or in-app notice.
11. Contact Us
For privacy questions, data requests, or to delete your account, contact:
pvDocs
Email: team@pvdocs.com.au