Privacy policy

Last updated 18 October 2026

Recreation and Community Facility Planning is run by Otium Planning (“we”, “us”). This policy covers this website, the planning app and the assistant connector. We handle personal information under the Privacy Act 1988 (Cth) and the Australian Privacy Principles.

What we collect

• Demo requests. Your name, work email and, if you give it, your council or organisation.
• Your account. Your name, email address, the organisation you belong to and your role in it. Sign-in is handled by Clerk, which holds your login details; we never see your password.
• What you make in the app. Park layouts, scenarios and reports you save, and the conversations you have with the in-app assistant.
• Feedback. What you write in the feedback form, with the page you were on and your browser and screen details, so we can reproduce the problem.
• Connector tokens. If you connect an assistant such as Claude or Copilot, we keep a record of the access token you create so we can check it and let you revoke it.
• Usage.Page views on this website and in the app through Vercel Web Analytics, which sets no cookies. In the app we also count which features are used (for example a report downloaded), tagged with your organisation's name but not yours. Our servers also keep standard logs (IP address, time, page requested) for security and fault-finding.

The planning data in the app (zoning, census, park and transport data) is published government data about areas, not about individuals.

How we use it

• To reply to demo requests and set up councils' accounts.
• To run the app: signing you in, showing your organisation's work and answering assistant questions.
• To fix problems and improve the app, including acting on feedback.
• To tell you about changes to the service. We do not sell personal information or use it for advertising.

Who we share it with

We use these services to run the app. Each one gets only what it needs to do its job:

• Google Cloud hosts our database and servers in Sydney.
• Vercelhosts this website and the app's front end.
• Clerk manages sign-in. It stores account details in the United States.
• Your organisation's AI providerruns the in-app assistant. Your organisation chooses the provider (for example Anthropic or OpenAI) and adds its own key in the app's settings. What you type to the assistant, and the planning figures it looks up, are sent to that provider to produce a reply, under your organisation's agreement with them. Most of these providers are in the United States.
• MapTiler serves the base maps. Your browser requests map tiles from MapTiler directly, so it sees your IP address.
• Aerial imagery providerssuch as Nearmap or MetroMap, only if your council connects its own subscription. Our servers fetch the imagery from them with your council's key, so they do not see your IP address.

When you ask an outside assistant (Claude, ChatGPT or Copilot) about your council through the connector, that assistant's provider handles the conversation under its own privacy policy. We send it the planning figures it asks for.

Some of these services store information outside Australia, mainly in the United States. We choose services that protect personal information to a standard comparable to the Australian Privacy Principles. We may also disclose information where the law requires it.

Cookies

We use cookies only to keep you signed in: one for this website's preview password and Clerk's session cookies in the app. We do not use advertising or tracking cookies.

Keeping it safe and how long we keep it

Information travels over encrypted connections and is stored in access-controlled systems. API keys your organisation saves for imagery or AI providers are stored encrypted. We keep account information and saved work for as long as your organisation uses the service, and demo requests until they are no longer useful to follow up. After that we delete or de-identify it.

Seeing, correcting or deleting your information

You can ask to see the personal information we hold about you, correct it or have it deleted by emailing nsw@otiumplanning.com.au. We will reply within 30 days. Work you saved for your council may belong to your council, so we may check with them before deleting it.

Complaints

If you think we have mishandled your information, email nsw@otiumplanning.com.au and we will respond within 30 days. If you are not satisfied, you can complain to the Office of the Australian Information Commissioner.

Changes

We will update this page when our practices change and change the date at the top.