1. Who we are
Hoardly operates an online marketplace for out-of-home advertising in Australia. This policy covers the Hoardly for Partners portal, used by media owners to list and manage advertising space.
In this policy, we, us and our mean Hoardly. We are bound by the Privacy Act 1988 (Cth) and the Australian Privacy Principles.
Privacy questions go to privacy@hoardly.com.au.
2. What we collect
To run the Partner portal we collect:
| Information | When |
|---|---|
| Account details — your name, email address and a securely hashed password | When you sign up |
| Partner profile — business or trading name, ABN or ACN, contact person and position, phone, and postal address | When you set up or edit your profile |
| Listing information — site addresses, coordinates, photographs, dimensions, audience figures and rates | When you list or edit a space |
| Booking and campaign records — enquiries received, terms agreed, artwork decisions and messages | As bookings progress |
| Billing details — GST registration status, invoice settings, payment instructions and payment records | When you configure billing or an invoice is raised |
| Your own client records — contacts you add or import into the portal’s CRM | When you add or import them |
| Technical information — IP address and basic request data, for rate limiting and security | Automatically |
Photographs of your sites. Please avoid uploading images in which members of the public, vehicle number plates or shopfront details are clearly identifiable, unless you have the right to publish them. Listing photos are shown publicly on the marketplace.
3. Contacts you put into the portal
The CRM and campaign tools let you store and email your own clients. For that information you decide what is collected and why, and you remain responsible for handling it lawfully. We process it only to provide the portal to you.
You are responsible for making sure that:
- you have the right to upload and use those contact details;
- the people concerned have been told how their information is handled, as the Australian Privacy Principles require; and
- any marketing you send through the portal complies with the Spam Act 2003 (Cth) — consent, accurate sender details, and a working unsubscribe.
If you close your account we delete these records, subject to the retention periods in section 7.
4. How we use it
We use personal information to:
- create and administer your account and partner profile;
- publish your listings on the marketplace and connect you with advertisers;
- review listings before they go live;
- process bookings, generate agreements and issue invoices;
- send service notifications — new enquiries, artwork submissions, payment reminders;
- provide support and respond to your questions;
- prevent fraud and abuse; and
- meet our legal, tax and record-keeping obligations.
We do not sell your personal information.
6. Overseas disclosure
Some providers store or process information outside Australia. Under APP 8 we take reasonable steps to ensure they handle it consistently with the Australian Privacy Principles.
| Provider | Purpose | Location |
|---|---|---|
| MongoDB Atlas | Database hosting — accounts, bookings, invoices | Australia / United States |
| Vercel | Website hosting, and Blob storage for uploaded images and artwork | United States |
| Brevo | Live chat on our site, and outbound email delivery | European Union |
| Resend | Transactional email (booking and billing notifications) | United States |
| Mapbox | Maps and location display on listings | United States |
| Stripe | Card payment processing | United States / Australia |
7. Security and how long we keep it
Passwords are stored as one-way hashes, the portal is served over HTTPS, sessions use signed HTTP-only cookies, and production data access is limited to those who need it. If a data breach is likely to cause serious harm we will notify you and the Office of the Australian Information Commissioner under the Notifiable Data Breaches scheme.
Booking, invoice and payment records are kept for at least seven years to meet Australian tax and record-keeping requirements. Other information is deleted or de-identified when your account closes.
8. Accessing and correcting your information
Most details can be changed under Settings in the portal. You can also request a copy of what we hold, or ask us to correct it, at privacy@hoardly.com.au. We respond within a reasonable period, normally 30 days, at no charge. If we refuse we will explain why in writing.
9. Marketing and cookies
Service notifications about your listings, bookings and invoices are part of the portal. Marketing emails from us are optional and carry an unsubscribe link.
We use a strictly necessary session cookie to keep you signed in, and our live-chat provider sets a cookie so a conversation carries across pages. We do not use advertising or cross-site tracking cookies.
10. Complaints
Tell us first at privacy@hoardly.com.au — we aim to resolve complaints within 30 days. If you are not satisfied, contact the Office of the Australian Information Commissioner at oaic.gov.au or on 1300 363 992.
11. Changes to this policy
We may update this policy as the portal changes. The date at the top shows the current version; material changes are notified by email or in the portal before they take effect.