Privacy Policy

1. Who We Are

Shift Copilot is an AI-powered shift handover tool built for Western Australian mining operations, operated as a sole trader business by Jordan de Boer, Perth, Western Australia. References to "we", "us", or "Shift Copilot" in this policy refer to this business.

2. What Information We Collect

We collect only what is necessary to provide the service:

• Shift notes content: Text you type or speak into the app. This may include operational details, equipment names, hazard descriptions, and supervisor or crew member names.
• Site context fields: Site name, supervisor name, shift type, date, and commodity — entered voluntarily to personalise your report.
• Pilot application form: Name, email, phone number, site name, company, role, and other details submitted when applying for a pilot.
• Usage data: Standard web server logs including IP address, browser type, and pages visited. We do not use tracking cookies or third-party analytics.
• Logged-out demo activity: If you successfully generate a report while logged out, we record the supervisor name and site name you entered, the tool used, the generation time, and the length of the submitted notes. This lets us understand who is testing the product. We do not store the notes, generated report, photos, IP address, or a browser fingerprint in this demo activity record.

3. Voice Input

Voice input uses speech-recognition functionality supplied by your browser or device. Shift Copilot does not intentionally record or store an audio file. Depending on the browser, operating system, and configuration, audio may be processed on-device or transmitted by the browser to its speech-recognition provider. Shift Copilot receives the resulting transcript and sends that text for report generation.

4. How We Use Your Information

We use the information we collect solely to:

• Generate structured shift handover reports using AI
• Respond to pilot applications and communicate with prospective customers
• Improve the accuracy and relevance of AI-generated reports
• Maintain the security and operation of our service

We do not sell, rent, or trade your information to third parties for marketing purposes.

5. AI Processing and Third-Party Services

Shift notes and site context are sent to Anthropic (anthropic.com) via their API to generate structured reports. Anthropic processes this data on servers located in the United States. By using Shift Copilot, you acknowledge that your shift note content will be transmitted to and processed by Anthropic in accordance with their Privacy Policy and API usage terms. Anthropic does not use API-submitted data to train their models by default.

Contact and pilot application forms are processed via Formspree (formspree.io), which may store form submission data on servers outside Australia. View their privacy policy at formspree.io/legal/privacy-policy.

Our service is hosted on Vercel (vercel.com), a US-based hosting provider. Standard server logs are subject to Vercel's privacy policy.

6. Data Storage and Retention

Shift Copilot does not store shift handover report content on our servers for users who are not logged in. Reports generated without an account exist only in your browser session and are lost when you close the tab. Generated PDFs are downloaded directly to your device. We do retain the limited logged-out demo activity described above for up to 90 days. It is visible only to the Shift Copilot super administrator and is used for product testing and misuse monitoring.

For registered users: When you create an account and generate reports while logged in, your shift handover reports are stored securely in our database (hosted by Neon, Inc. on servers in Australia — AWS Sydney, ap-southeast-2) so that you can access your report history. Each stored report includes the site context, report content, and timestamp. Reports are linked to your user account and site.

What we can see: As the platform operator, Shift Copilot has administrative access to stored reports for the purposes of maintaining the service, troubleshooting technical issues, and improving the product. We do not share your report content with third parties except as required by law.

Retention: Shift handover reports are retained for a minimum of 24 months from the date of creation to support handover record-keeping obligations under the Work Health and Safety (Mines) Regulations 2022 (WA) and equivalent Australian state and territory mining frameworks. This retention period may extend for the duration of your account. You may request early deletion of your reports and account by contacting jordan.deboer807@gmail.com; we will process verified deletion requests within 30 days, except where a record must be retained to meet a legal or regulatory obligation. Deletion is currently handled manually by our team on request — a self-service deletion tool is on our roadmap. Full detail is in our Data Retention Policy.

Uploaded images are stored in Vercel Blob Storage and linked to your reports. They are retained alongside your report data for the same 24-month period and deleted on account-deletion request.

Contact enquiry and pilot application data submitted via public forms is retained in Formspree and our email for as long as necessary to manage the enquiry or customer relationship, and deleted on verified request where applicable.

7. Data Security

We take reasonable steps to protect your information including:

• HTTPS encryption for all data in transit
• API keys stored as server-side environment variables, never exposed to the browser
• No unnecessary collection or retention of personal information

No system is completely secure. If you believe your information has been compromised, contact us immediately.

8. Your Rights

You have the right to:

• Access the personal information we hold about you
• Request correction of inaccurate information
• Request deletion of your information
• Withdraw consent at any time

To exercise any of these rights, contact us at jordan.deboer807@gmail.com. We will respond within 30 days.

9. Australian Privacy Act

We are committed to handling personal information in accordance with the Australian Privacy Principles (APPs) under the Privacy Act 1988 (Cth), even where we may not be legally required to do so as a small business. We are working toward full compliance as we scale.

10. Cookies and Tracking

Shift Copilot does not use advertising cookies, tracking pixels, or third-party analytics tools. We do not track you across other websites.

11. Children

Shift Copilot is intended for use by adults in professional mining operations. We do not knowingly collect information from anyone under 18.

12. Changes to This Policy

We may update this policy as our product evolves. We will update the "Last updated" date at the top of this page and, where changes are significant, notify active users by email.

13. Contact Us

For any privacy questions, requests, or concerns: