Privacy policy

What we collect

We collect the email address or account name you use to sign in, authentication records, the details and answers you choose to provide, your drafts and revisions, and messages you send to support. We also process technical information needed to operate and secure the service, such as connection and error logs.

You can read the public campaign information without signing in. An account is needed to save a private letter. Only include personal details that you want to use in your submission; avoid unnecessary information about yourself or other people.

How we use your information

We use your information to sign you in, save and retrieve your work, generate or revise a draft when you ask, provide support, and keep the service secure and reliable. We do not sell your personal information or use your letter, personal experiences or views for advertising. We do not use your information for unrelated purposes without your permission, except where required by law.

Private drafts and service providers

Your saved answers and drafts are not published by Civic Letter or shared with other users. Authorised operators and service providers may handle information where needed to deliver the service, investigate a problem, protect security or comply with the law.

When you request AI assistance, your current answers, any personal details you included, your draft and writing instructions are sent to the AI service to produce a response. Hosting, authentication and email providers also process information needed for their services. Their processing and retention are subject to the arrangements and terms that apply to those services.

Australia and overseas processing

Civic Letter’s primary application data is stored in Australia. We use Australian and US service providers to process data, including for hosting, AI assistance and email.

Marketing — at most one email, only with consent

Using Civic Letter does not subscribe you to marketing. If you separately consent, Hyperbob may send you at most one marketing email about its services. That email will identify Hyperbob and provide a way to opt out. You can also withdraw consent by emailing us. Your submission content will not be used to target marketing. Sign-in codes and essential service or support messages are not marketing emails.

Storage, retention and deletion

We retain saved work so you can return to it. You can delete letters in the application, or contact us to request access, correction or deletion of your account and associated information. Deletion from the active service may not immediately remove backup, security or legally required records; contact us about the scope and timing of your request.

PDF downloads are generated in your browser, not retained as PDF files by Civic Letter. The saved source letter remains in your account unless deleted. Copies you download, copy elsewhere or submit to the Planning Portal are outside our control.

You decide what to submit

Civic Letter does not lodge your submission. You must review, correct and personalise the AI draft, then lodge it yourself through the official Planning Portal. The Portal has its own privacy rules and may publish submissions. Check its privacy options before including personal information.

Questions, access requests and complaints

For privacy questions, access or deletion requests, or a complaint, email bob@hyperbob.ai. We will review and respond to your request and may need to verify your identity before releasing or changing private information.

If your concern is not resolved, you can contact the Office of the Australian Information Commissioner.