Privacy policy

Version 1.0 · Effective 10 August 2026 · Covers caravanqc.com.au, the CaravanQC app and our own sales records

CaravanQC is a record of who checked what, on which caravan, and when — so it holds information about real people. This policy says exactly what we collect, why, who else touches it, and how you get it back or have it corrected. We handle personal information in line with the Australian Privacy Principles.

1. Who we are

CaravanQC is provided by SOFTWARE ADVANTAGE PTY LTD (ABN 68 701 638 708) of 142 Main North Rd, Prospect SA 5082, Australia. Privacy questions go to privacy@caravanqc.com.au.

2. Your data and our data

There are two different kinds of personal information in play, and they're governed differently.

• What our customers put into their workspace — their staff, their QC records, and sometimes their own customers' names and contact details. The customer decides what goes in and who may see it. We hold and process it on that customer's instructions, to run the service for them. If you're an employee or a caravan buyer and you want to know what's held about you, ask the business whose workspace it is; we'll help them respond.
• What we collect ourselves — the details of the businesses that subscribe, the people we deal with there, enquiries from prospective customers, and our billing records. We're responsible for that directly, and the rest of this policy is mostly about it.

3. What we collect

When you sign up or subscribe

Company name, your name, your work email address, the password you choose (stored only as a scrypt hash — we can't read it), and any coupon code you use. If you sign in with Google instead, we receive your name, email address and that Google verified it — never your Google password.

Inside a workspace

Users' names, email addresses, roles and branches. QC activity: which check was ticked, by whom and at what time; issues raised, with photos and notes; sign-offs and signatures on handover certificates; and any customer or caravan details entered against a job — which may include a buyer's name, contact details and VIN.

Technical records

Sign-in records (who signed in, when, and from what IP address and browser), server access logs, and error logs. We keep these to secure the service and to answer "who changed this?" when it matters.

Billing

Business and contact details, subscription history, invoices and payment status. We never see or store your card number. Card details are entered on Stripe's own hosted pages; we receive only the fact of a successful payment, the card's last four digits and expiry, and the subscription state.

If you enquire

If you contact us or ask for a demonstration, we keep your name, business, contact details and our correspondence in our own customer-relationship records, so we can follow up and remember what we discussed.

On this website

This marketing website carries no third-party analytics and no advertising cookies. Our server keeps ordinary web access logs. If we ever add analytics, we'll update this policy first.

We don't collect sensitive information (health, race, religion, union membership and similar) and we ask you not to put it into CaravanQC.

4. Why we use it

• To provide CaravanQC: creating your workspace, signing you in, producing your documents.
• To keep it secure: authentication, two-factor, fraud and abuse prevention, investigating incidents.
• To support you: answering questions and diagnosing faults — including, where necessary and with your administrator's knowledge, looking at the records involved.
• To bill you and keep the tax records the law requires.
• To tell you about changes that affect your service, such as maintenance, price changes or an updated policy.
• To improve the product, using aggregate and de-identified usage patterns rather than the content of your records.
• To market CaravanQC to businesses, subject to clause 11.

We do not sell personal information. We do not disclose one customer's data to another. We do not use your QC records to train artificial-intelligence models.

5. Cookies and local storage

CaravanQC sets only the cookies it needs to work. All are first-party; none are used for advertising or tracking across other websites.

You can clear or block these in your browser, but signing in won't work without the essential ones.

6. Who else touches it

We use a small number of suppliers to deliver parts of the service. Each gets only what it needs for its job, and none may use it for their own purposes.

We may also disclose information where the law requires it, to enforce our terms, or to a buyer if our business is sold — in which case the buyer is bound by this policy or one at least as protective, and we'll tell you.

7. Information sent overseas

Where your workspace data is stored. The server that runs CaravanQC and holds your QC records, photos, checklists and user accounts is in a data centre in Kuala Lumpur, Malaysia. It is a virtual private server we administer ourselves, supplied by Hostinger International Ltd, and it is not shared with other software vendors. The law applying to the facility itself is Malaysia's Personal Data Protection Act 2010 rather than the Australian Privacy Act — we remain accountable to you under Australian Privacy Principle 8 either way, and we take reasonable steps to protect your information. If we move the server to another country we will update this policy before the move.

Other suppliers listed above are also outside Australia — the United States and Ireland for payments, the United States for email delivery and for Google sign-in if you use it. By using CaravanQC you agree to those disclosures. Overseas providers may also be subject to their own countries' laws.

If you need any of this confirmed in writing for your own compliance records, email privacy@caravanqc.com.au.

8. How we protect it

• Traffic to and from CaravanQC is encrypted in transit (HTTPS).
• Passwords are stored as scrypt hashes with a per-password salt — nobody, including us, can read them back.
• Sign-in requires two-factor authentication, and session and workspace cookies are cryptographically signed.
• Each customer's data lives in its own store, separated from every other customer's.
• The service runs under a dedicated, least-privilege account that can write only its own data.
• Access to production systems is limited to the people who need it, and administrator sign-ins are logged.
• Backups are taken, and you can hold your own copy of your workspace records in your own SharePoint.

No system is perfect. If a data breach occurs that is likely to cause serious harm, we'll notify the affected customers and the Office of the Australian Information Commissioner as the Notifiable Data Breaches scheme requires, and tell you what to do about it.

9. How long we keep it

• Workspace data — while your subscription is active, and for 30 days after it ends so you can export it. Then we may delete it. A suspended account (for example, an unpaid invoice) is not deleted; suspension is reversible.
• Billing and tax records — 7 years, because Australian tax law requires it.
• Sign-in and security logs — up to 12 months.
• Enquiries and marketing records — until you ask us to remove them, or until they're clearly no longer relevant.

10. Access, correction and deletion

You can ask us what personal information we hold about you, ask us to correct it, or ask us to delete it. Email privacy@caravanqc.com.au. We'll verify who you are and respond within 30 days. There's no charge, though we may charge for an unusually large request and we'll tell you before we do.

Much of it you can do yourself: a workspace administrator can edit or remove users and correct records directly in CaravanQC, and can download a full export at any time.

Sometimes we have to say no — for instance where deleting a QC record would destroy evidence another party is entitled to, or where the law requires us to keep it. If we refuse, we'll tell you why in writing.

11. Marketing email

We may email people at businesses in the caravan industry about CaravanQC. Every marketing email has a working unsubscribe link and identifies us, as the Spam Act requires; unsubscribing takes effect promptly. We don't share your details with advertising platforms, and service messages about your own account aren't marketing — you'll keep getting those while you're a customer.

12. Complaints

If you think we've mishandled your personal information, email privacy@caravanqc.com.au. We'll acknowledge within 5 business days and give you a written answer within 30 days.

If you're not satisfied with our answer, you can take it to the Office of the Australian Information Commissioner: oaic.gov.au, or 1300 363 992.

13. Changes to this policy

We'll post any new version on this page with a new effective date, and email customers before a material change takes effect. The version in force when you gave us information is the one that applies to it.