YardCheck Pty Ltd – Privacy Policy
YardCheck Pty Ltd ("YardCheck", "we", "us", "our") is committed to protecting privacy and handling personal information in a transparent, secure and lawful manner under the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs), and other applicable laws.
This Privacy Policy explains how we collect, use, store, disclose and protect personal information when you use YardCheck.au and related products and services (together, the "Platform"). By using the Platform, submitting a form, creating an account, or otherwise providing information to us, you acknowledge this Policy.
This Policy is not legal advice. If you need advice about your privacy obligations, obtain independent legal advice.
1. Who we are and what we offer
YardCheck provides technology for construction materials and yard operations in Australia, including:
- The public website, contact forms and demo booking
- Weighbridge Operating System (weighbridge software for operators)
- Head Office Management (multi-yard dashboards, accounts, reporting and exports)
- Customer App (bookings, tracking, dockets, invoices, prepaid balances and payments)
- Freight and delivery job matching for earthmoving and haulage partners
- Partner onboarding, contracts and partner portals
- Integrations such as accounting exports, payments, maps, email and SMS
- Related tools that may still operate from time to time, including quoting or job request widgets, image uploads, checkout, and administrative portals
Different people use the Platform in different roles (for example a yard operator, a yard's customer, a haulage partner, a website visitor, or our staff). How we handle information depends on that role.
2. Scope
This Policy applies to personal information we handle in connection with:
- yardcheck.au and any related domains or apps we operate
- Demo, contact and partner application forms
- Accounts, logins and access tokens for software, admin and partner portals
- Weighbridge, inventory, pricing, docket, job, vehicle and customer records
- Customer bookings, deliveries, payments and prepaid wallets
- Partner applications, contracts, job offers, acceptances, notes and completion records
- Emails, SMS and other communications
- Widgets or embeds on third-party sites, if used
- Support, billing, disputes and compliance
It does not apply to third-party websites or apps we do not control, including accounting, banking, mapping or payment sites you choose to use.
3. Roles: controller and processor
For our own marketing website, demo enquiries, partner applications and YardCheck business operations, we generally determine why and how personal information is handled.
For customer, vehicle, job, weighbridge, inventory and payment records that a yard or business customer stores in the Platform, that organisation typically decides what to collect and why. We process that information to provide the software they subscribe to. Those organisations remain responsible for their own privacy notices, consents and lawful collection from their customers and staff.
If you are a customer of a yard using YardCheck, that yard's privacy practices also apply. Direct access, correction or deletion requests about yard-held records should usually go to that yard first. We may assist them as their software provider.
4. Information we collect
4.1 Information you give us
Depending on how you use the Platform, this may include:
- Name, role, company name, ABN and business registration details
- Email, phone, website and business address
- Demo and contact form fields (business type, current software, company and yard addresses, number of yards, messages)
- Partner application details, services you can haul, and coverage states
- Account credentials and authentication data
- Customer account details used in the Customer App or Head Office (names, contacts, addresses, vehicle details, prepaid balances, invoices and dockets)
- Weighbridge and operations data (jobs, products, weights, prices, dockets, queues, inventory movements, operator notes)
- Delivery booking details, job sites, access notes and photos or documents
- Payment and billing details (card data is processed by payment providers, not stored by us as full card numbers where the provider handles checkout)
- Support correspondence and contract acceptances
4.2 Information collected automatically
- IP address, device, browser and operating system
- Pages viewed, timestamps, referring URLs and approximate location from IP
- Cookies, local storage and similar identifiers (including guest or session IDs)
- Log files, error reports and security events
- Cookie consent choices
4.3 Information from others
- Yards, operators and partners who enter your details to fulfil a job or booking
- Payment processors (for example Stripe) confirming payment status
- Maps and address lookup providers when addresses are entered
- Accounting or other integrations a yard connects
- Public or commercially available sources where lawful and relevant
4.4 Sensitive and high-risk operational data
The Platform may hold commercially sensitive operational data (pricing, inventory, customer lists, vehicle registrations, site access notes). Treat it as confidential. Do not upload information you are not allowed to share. We do not require government identifiers beyond what you choose to provide (for example ABN). We do not knowingly collect health or other sensitive information as defined in the Privacy Act unless you or a yard include it in notes or uploads. If that happens, we still treat it as personal information and restrict access as far as reasonably practicable.
4.5 Derived and automated data
We may generate logs, usage metrics, risk flags, job statuses, and (where a feature is enabled) automated summaries, estimates, classifications or pricing calculations. Those outputs can be incomplete or wrong. Humans remain responsible for operational decisions, weighbridge tickets, invoices and haulage. Automated outputs do not replace inspections, legal weighbridge obligations or professional judgement.
5. How we use information
We use personal information to:
- Provide, host, maintain and improve the Platform
- Respond to demos, sales and support requests
- Create and administer accounts, subscriptions and billing
- Run weighbridge, inventory, pricing, docketing and reporting functions
- Enable customer bookings, tracking, payments and prepaid balances
- Offer, assign and complete freight and delivery jobs with partners
- Send operational notices (job updates, dockets, invoices, contract links)
- Process payments and prevent fraud, abuse and unauthorised access
- Comply with law, tax, weighing and trade measurement, and dispute needs
- Protect our rights, property, staff, customers and the public
- Analyse aggregated or de-identified usage to improve reliability
We do not sell personal information. We do not use your content for public marketing without consent.
6. Legal bases and APP collection
We collect personal information where it is reasonably necessary for our functions, including:
- To enter or perform a contract with you or your organisation
- With your consent (for example optional marketing or certain cookies)
- To meet a legal obligation
- For our legitimate business interests, such as security, product improvement and preventing misuse, where that does not override your rights
If you do not provide information we reasonably need, we may not be able to provide software, demos, payments, deliveries or partner access.
7. Disclosure
We may disclose personal information to:
- Our staff and contractors under confidentiality obligations
- The yard, customer or partner involved in a booking, docket, payment or haulage job
- IT, cloud hosting, database, email, SMS and support providers
- Payment processors and banks (including Stripe and EFTPOS providers)
- Maps and geocoding providers (including Google Maps where used)
- Accounting platforms a yard connects (for example MYOB or Xero exports)
- Professional advisers (legal, accounting, insurers)
- Regulators, courts or law enforcement where required or permitted by law
- A buyer or successor if we sell, merge or restructure the business (subject to confidentiality and this Policy or a successor policy)
Freight partners may receive job, site, contact and load details needed to perform a delivery. They must use that information only for the job and their own legal obligations.
8. Overseas disclosure
Some providers (hosting, email, payments, maps, analytics) may store or access data outside Australia, including in the United States or other countries. We take reasonable steps to ensure they handle personal information in a way that is consistent with the APPs, but overseas laws may differ. By using the Platform you consent to this overseas disclosure where it is necessary to operate the service.
9. Cookies and similar technologies
We may use cookies, local storage and similar technologies to:
- Keep you signed in and remember cookie consent
- Save session or guest identifiers so you can return to a form or project
- Protect security and measure basic usage
- Remember preferences
You can refuse or delete cookies in your browser. Some features (including returning to saved work) may not function without them. Where we show a consent banner, we honour the choice you record as far as the product allows.
10. Payments
Card and wallet payments may be handled by third-party processors. We receive confirmation, identifiers and limited billing metadata. We are not responsible for those processors' independent privacy practices. Chargebacks, prepaid balances and invoicing records may be retained for accounting and dispute purposes.
11. Customer App, weighbridge and multi-tenant data
The Platform is multi-tenant. We take reasonable steps to separate organisation data. No system is perfectly isolated against misconfiguration, shared devices, or credentials you share. You must:
- Use strong unique passwords and keep logins confidential
- Limit staff access to what they need
- Not enter other people's information unless you are allowed to
- Tell us promptly of suspected unauthorised access
Vehicle recognition, queues, weights and pricing are operational tools. You are responsible for accuracy, lawful weighbridge use, and how you treat your customers' data.
12. Partners, widgets and third-party sites
If you apply as a haulage or earthmoving partner, we use your application to assess access, send a contract, and offer jobs. Partner portals may include job notes, photos and completion evidence.
If a YardCheck widget or embed appears on another website, information entered may be shared with the host business. That host is responsible for its own privacy compliance. We remain responsible for how we handle information once it is in our systems.
13. Images and uploaded files
Files you or a yard upload may be used to operate jobs, support, audit and delivery. They:
- May be seen by staff, the relevant yard, assigned partners and processors
- Do not replace site inspections or legal weighbridge requirements
- Must not include unlawful content or other people's private data without authority
- Are not used in public ads without consent
14. Security
We take reasonable technical and organisational measures, which may include access controls, encryption in transit where used, monitoring, backups and staff restrictions. No method of transmission or storage is completely secure. You use the Platform at your own risk to that extent. Notify us at contact@yardcheck.au if you believe a breach has occurred.
We may suspend access, require password resets, or take other steps we reasonably consider necessary to protect the Platform.
15. Retention
We keep personal information as long as reasonably needed to provide services, meet legal, tax and weighing record needs, resolve disputes, enforce agreements, and maintain backups. We may anonymise or archive data. When we no longer need it, we take reasonable steps to destroy or de-identify it, except where retention is required or a backup cycle has not yet expired.
16. Access, correction and deletion
You may request access to personal information we hold about you, or correction of information that is inaccurate, out of date, incomplete, irrelevant or misleading. We may refuse in limited circumstances allowed by law (for example where it would unreasonably impact someone else, or is legally privileged). We may charge a reasonable fee for access in some cases, and we will tell you if we refuse and why, where required.
Deletion requests may be limited where we must keep records, another organisation (such as a yard) controls the record, or the data is in backups. We will explain what we can and cannot do.
17. Direct marketing
We may send service, product and operational messages related to your account or enquiry. You may opt out of non-essential marketing by contacting us or using an unsubscribe method where provided. We will still send messages needed to operate the service (for example invoices, security, job and contract notices).
18. Children
The Platform is for businesses and adults. We do not knowingly collect personal information from anyone under 18. If you believe we have, contact us and we will take reasonable steps to delete it.
19. Complaints
If you have a privacy complaint, email contact@yardcheck.au with enough detail for us to investigate. We will respond within a reasonable time. If you are not satisfied, you may contact the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au.
20. Changes
We may change this Policy at any time. The updated version will be published on this page with a new date. Continued use of the Platform after a change means you accept the updated Policy to the extent permitted by law. Material changes may also be notified by email or in-product notice where we consider it appropriate.
21. Limitation
To the extent permitted by law, we are not liable for privacy incidents caused by third-party providers, yards, partners, your staff, shared devices, weak passwords, or information you choose to publish. Nothing in this Policy excludes rights you cannot exclude under the Australian Consumer Law or the Privacy Act.
22. Contact
YardCheck Pty Ltd
Email: contact@yardcheck.au
Website: yardcheck.au
Contact form: Contact