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Privacy Policy

Smart Overlay · smartoverlay.com.au · Last updated: March 2026

Smart Overlay (“we”, “our”, “us”) operates the Smart Overlay drawing comparison service (“the Service”) at smartoverlay.com.au. We are committed to protecting personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

This Privacy Policy explains how we collect, use, disclose, store, and protect personal information and project data when you use our Service.

1. Scope of This Policy

This policy applies to all users of the Service, including website visitors, registered users, and organisations uploading drawings for comparison.

2. Information We Collect

2.1 Account Information

We may collect name, email address, company name, contact details, and login credentials.

2.2 Uploaded Content

When using the Service, you may upload construction drawings (PDF format) and plans and revisions. Uploaded documents may contain personal information embedded in title blocks or notes.

2.3 Usage & Technical Data

We may collect IP address, device and browser type, access times and activity logs, and feature usage and performance data.

2.4 Sensitive Information

We do not intentionally collect sensitive personal information. Users should not upload documents containing sensitive information unless authorised.

3. How We Use Information

We use information to:

  • Provide and operate the Service
  • Process uploaded drawings and generate colour-coded overlay comparisons
  • Improve system accuracy and reliability
  • Provide support and troubleshooting
  • Communicate service updates and notices
  • Maintain security and prevent misuse

We do not sell personal information.

4. Automated Processing

The Service uses automated systems, including AI-assisted components, to identify drawing sheet numbers and revision information from uploaded PDFs, match corresponding sheets between old and new revision sets, and generate colour-coded overlay PDFs showing visual differences (green for additions, red for deletions).

Important: Overlay outputs are indicative only and highlight visual differences. They do not interpret, measure, classify, or assess the nature or significance of changes. Users must independently verify all outputs using their own professional processes.

4.1 Limitations

Automated processing may miss changes between drawing revisions, show false positives due to alignment or rendering differences, or fail to correctly identify or match drawing sheets. Users must not rely solely on the Service’s outputs.

4.2 AI Training

We do not use uploaded drawings to train AI models without explicit user consent.

5. Data Processing by Third Parties

We use reputable third-party providers to deliver the Service, including cloud hosting and storage providers, AI and machine learning platforms (for sheet identification), image processing services, and email and notification services.

These providers may process or temporarily store data solely to perform the Service. We take reasonable steps to ensure these providers protect personal information in accordance with Australian privacy standards.

6. Cross-Border Data Transfers

Data may be processed or stored in data centres located outside Australia. By using the Service, you consent to the transfer of data to overseas jurisdictions. We take reasonable steps to ensure overseas recipients handle personal information consistently with Australian privacy requirements.

7. Data Retention & Deletion

We retain data only as long as necessary to provide the Service, maintain system integrity, and meet legal obligations. The retention period for uploaded drawings and generated overlay files is determined by your subscription tier:

  • Free: 7 days
  • Starter: 30 days
  • Pro: 6 months
  • Max: 12 months

After the applicable retention period, uploaded files and overlay outputs are automatically deleted. Enterprise customers may negotiate custom retention terms.

7.1 User Deletion Requests

Users may request deletion of uploaded data by contacting us (see Contact section).

8. Security of Personal Information

We take reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification, or disclosure, including secure cloud infrastructure, encryption in transit, access controls and authentication, and monitoring for suspicious activity.

However, no system is completely secure.

9. User Responsibilities

Users are responsible for ensuring they have the right to upload drawings and documents, that uploading does not breach confidentiality obligations, and that sensitive or restricted materials are not uploaded without authorisation.

Users must not upload security-sensitive infrastructure drawings without approval, confidential government or defence documents, or content they are not authorised to share.

10. Anonymity & Pseudonymity

Due to the account-based nature of the Service, anonymous or pseudonymous use is not practical. We only collect personal information necessary to provide the Service.

11. Unsolicited Personal Information

If we receive personal information that we did not request and do not require, we will take reasonable steps to delete or de-identify the information.

12. Access & Correction

You may request access to or correction of your personal information by contacting us. We will respond within a reasonable timeframe and may require identity verification.

13. Direct Marketing

We will only send marketing communications with your consent. You may opt out at any time using the unsubscribe link or by contacting us.

14. Cookies & Analytics

We may use cookies or similar technologies to maintain login sessions, analyse usage patterns, and improve performance. You can control cookies through your browser settings.

15. Data Quality

We rely on users to provide accurate personal information and keep their account details up to date.

16. Children’s Privacy

The Service is not intended for individuals under 18. We do not knowingly collect personal information from children.

17. Changes to This Policy

We may update this Privacy Policy from time to time. Updates will be published with a revised “Last updated” date. Continued use of the Service constitutes acceptance of the updated policy.

18. Contact Us

Smart Overlay
Email: support@smartoverlay.com.au

For privacy enquiries, data access requests, or complaints, please contact us using the details above.