Effective Date: 22 August 2025

1. About Us

CCEW is an independent tool for electricians to generate Certificate of Compliance forms. We are not affiliated with the NSW Government or any government agency.

This policy explains how we collect, use, and protect your information when you use our service.

2. Information We Collect

CCEW Form Data

Default processing: All sensitive form data you enter (customer details, installation details, etc.) is processed entirely in your browser using client-side technology and is never transmitted to our servers.

Optional form saving: You can opt-in to save completed CCEW forms to your account. When this preference is enabled, we store the complete form data (including customer details, installation details, test results, and all other information) on our secure servers. This allows you to:

View a history of your completed forms
Reopen and edit previously completed forms
Download PDFs of saved forms again later
Access your forms from any device

This preference is disabled by default and can be toggled on or off at any time through your account settings. When disabled, no sensitive form data is stored on our servers.

Optional draft auto-saving: Separately, you may enable a preference that automatically saves in-progress (draft) form data to your account while you are completing a form. When this preference is enabled:

The most recent state of each in-progress form is periodically transmitted and stored so you can recover work if you close your browser or switch devices
Only the latest draft state for each form instance is kept (older interim states are overwritten rather than creating a history)
Draft records are distinct from completed saved forms and can be individually deleted or cleared in bulk
Draft data is subject to the same security and access controls as other stored form data
Disabling the preference stops further draft transmissions; existing drafts can then be deleted

Account Information

When you create an account, we collect and store:

Email address (for account creation and authentication)
Account creation date and verification status
Login activity and usage patterns

Installer and Tester Profile Data

If you choose to save installer and tester profiles, we store:

Personal details (name, email, phone numbers)
Licence information (contractor's licence, supervisor's licence)
Business address and contact information

Serial Number Data

To provide the serial number helper functionality (suggesting the next sequential serial number based on your previous usage), we store:

Serial numbers you generate for CCEW forms
Timestamps of when serial numbers were created

Usage Analytics

We automatically collect usage information to improve our service:

PDF generation and download counts
Feature usage patterns and preferences
General location
Device and browser information

3. How We Use Information

We use the collected information to:

Provide and maintain your user account
Authenticate your identity and secure your account
Store and manage your installer profile preferences
Store completed CCEW forms when you opt-in to form saving
Generate sequential serial numbers through the serial helper feature
Send account-related emails (verification codes, notifications)
Analyse usage patterns to improve our service
Monitor service performance and security
Comply with legal obligations and resolve disputes

4. Data Processing and Storage

CCEW Form Processing

Local Processing: By default, all CCEW form data you enter is processed entirely in your browser using client-side JavaScript. This means:

Your form data never leaves your device
No customer information, job details, or test results are transmitted to our servers
We cannot access, view, or store your CCEW form data
Data exists only temporarily in your browser's memory while using the service

Optional Server Storage: When you enable the form saving preference, completed CCEW forms are securely stored on our servers with the same protections as your account data. You can disable this preference at any time.

Account and Profile Data Storage

Secure Server Storage: Your account information and installer profiles are stored securely on our servers with:

Industry-standard encryption at rest and in transit
Access controls and authentication requirements
Regular security audits and monitoring
Data backup and recovery procedures
Compliance with relevant data protection standards

5. Email Communications

We use email to communicate with users for essential service functions:

Authentication: Sending one-time password (OTP) codes for secure sign-in
Account Management: Important account updates, security notifications, and service announcements
No Marketing: We do not send promotional or marketing emails without explicit consent

6. Cookies and Local Storage

We use cookies and local storage to:

Maintain your authentication session
Remember your preferences and settings
Improve site performance and functionality
Analyse how our service is used (anonymised data)

You can control cookie settings through your browser preferences. Disabling cookies may affect some functionality of our service, particularly account features.

7. Data Security

We implement comprehensive security measures to protect your information:

Encryption of data both in transit and at rest
Secure authentication and session management
Regular security assessments and updates
Access controls and monitoring systems
Industry-standard security practices and protocols

Since CCEW form processing occurs locally in your browser by default, this sensitive data is inherently secure from external access. When you opt-in to save forms, they are stored with the same security measures as your account information.

8. Your Rights

You have the following rights regarding your data:

Access: View your account information, installer profile, and saved forms through your account dashboard
Correction: Update or correct your account and profile information at any time
Deletion: Delete your account and all associated data (including saved forms and serial number history) through your profile settings
Export: Request a copy of your stored data
Form Saving Control: Enable or disable form saving at any time through your account preferences
Opt-out: Opt out of analytics tracking and non-essential communications

For users with accounts, you also have rights under applicable privacy laws to access, correct, delete, or restrict processing of your personal data. You may exercise these rights through your account settings or by contacting us.

9. Data Retention

We retain your data only as long as necessary to provide our services:

Account Data: Retained while your account is active and for a reasonable period after deletion for legal compliance
Installer and Tester Profiles: Stored until you delete them or close your account
Saved CCEW Forms: Stored until you delete them individually, disable the form saving preference, or close your account
Serial Number Data: Retained to maintain sequential numbering functionality and for audit purposes
Usage Analytics: Aggregated and anonymised data may be retained for service improvement
Email Communications: Authentication emails are not stored after delivery
Subscription Data: Billing and subscription information retained as required for accounting and legal purposes

10. Third-Party Services

We use trusted third-party services for payment processing (Stripe), user authentication (Clerk), analytics (PostHog), and cloud hosting.

Your data may be processed in Australia, the United States, or other countries where our service providers operate. We ensure appropriate safeguards are in place to protect your data.

11. Changes to This Policy

We may update this policy from time to time. We'll notify you of significant changes via email or through the service, and continued use means you accept the updated policy.

12. Contact

For questions about this Privacy Policy or to exercise your privacy rights, contact us at support@ccew.com.au.

13. Governing Law

This policy is governed by Australian law, including the Privacy Act 1988 and Australian Privacy Principles. We comply with all applicable privacy laws and are committed to transparent data practices and user control over personal information.