Policy
Privacy policy
Issue 1Dated First issue
responda holds your brigade's record of who its members are and when they attended. This policy says what that record holds about you, where it is kept, who can see it, and what you can do about it. If you apply for a permit to light a fire, or an applicant lists you as an adjoining occupier, see If you apply for a permit to light a fire.
Who we are
As of
responda is made and operated by Entent ABN 14 207 250 964. Your brigade uses responda as its system of record and decides which of its officers can use it.
This policy covers the responda application and this website. Entent follows the Australian Privacy Principles in the Privacy Act 1988 (Cth), whether or not the Act's small business exemption applies to it.
For anything in this policy, write to contact@responda.app.
What we collect
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About a brigade member, responda holds:
- your name and member number, the organisation and brigades you belong to, and any invitation or request to join or leave a brigade
- your account: the email address you registered with, a hash of your password (never the password itself), its status, and its security history, such as logins, failed login attempts, lockouts, password resets and the internet (IP) address they came from
- the roles you hold in your brigade or organisation
- each time you sign in and out at the station, the reason for the visit, and how the sign-in was recorded (by you, by a brigade officer or at the station kiosk)
- if you are a fire warden, your appointment, the records you keep in that role, and each permit history search you run, with what you searched for
- the history of changes to your record, including anything voided, and of each report run, printed or exported about you or by you
If you email contact@responda.app, Entent receives your email address and what you write.
This website sets no cookies, runs no analytics and loads nothing from other companies' servers. It does not track you.
Why we collect it
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The record exists so a brigade can show, sometimes years later, when a member attended, how often and why. Entent uses the information only to:
- keep that record for your brigade, complete and unaltered
- run your account and let you see your own record
- keep your account secure, for example by locking it after repeated failed logins and recording where a password reset was asked for from
- send the emails the application needs to send, such as a password reset or a sign-in reminder
- reply to an email you sent to Entent
Entent does not sell personal information, does not use it for advertising, and does not use it for anything other than providing responda to your brigade.
If you apply for a permit to light a fire
As of
Where an organisation takes permit applications through responda, anyone can apply to its fire wardens for a permit to light a fire, without an account, and a fire warden can enter an application made on paper. An application holds the applicant's name, email address, phone number and postal address, the property and their authority to apply for it, the details of the fire, the adjoining occupiers they listed and any objection made, and the fire warden's decisions. It is held so the fire warden can decide the application and reach the people it concerns.
The fire warden and the organisation's administrators can see the whole application. Members of the organisation can search past applications and see the applicant's name, the property and the outcome. Each search is recorded with who ran it and what was searched for. Anyone with an application's reference number and the email address it was made with can look up its status.
Your information is held in Australia. Email goes through a service in the United States, and address lookups, maps and spam checks use services outside Australia. A government land parcel service in Australia receives the property's details, to find the parcel and its boundary.
An application is kept for at least 15 years after the last action on it. If a fire warden marks an application as spam, then 30 days later the applicant's and the adjoining occupiers' details are removed from it and its history, and the documents the applicant uploaded and the form generated from it are deleted. A scan of a paper form is kept.
Where it is stored and processed
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Brigade records and their backups are held in Australia. Every connection is encrypted, and the database is encrypted at rest.
This website's pages are served from static hosting outside Australia, and hold no personal information. The email service that carries responda's email is in the United States. See Email that leaves Australia.
A request made while signed in is logged with the account's internal identifier and roles, so a fault can be traced to it. The hosting platform's request log records the internet (IP) address and the full web address of each request, which can include what was searched for.
Who it is disclosed to
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Your information is seen by:
- Your brigade. The officers your brigade has given access, each according to their role. Other members cannot see your record.
- Agency administrators. If your brigade's parent organisation uses responda, its administrators can see the records of the brigades they administer.
- Entent staff, only as needed to run and support the service.
- For a permit application, the fire warden, the organisation and the services described under If you apply for a permit to light a fire.
The companies that host the service and carry its email handle the information only for that. Entent does not otherwise disclose personal information to anyone, unless the law requires it.
Email that leaves Australia
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Emails the application sends, such as an invitation, a password reset, a sign-in reminder or a permit application's confirmation, go through an email service in the United States. Such an email carries the recipient's email address, their name and the message. It does not carry your attendance record.
A permit application's address lookups, maps and spam checks also use services outside Australia (see If you apply for a permit to light a fire). Nothing else about you leaves Australia.
How long it is kept
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Every brigade record is kept for at least 15 years after the last action on it. Nothing in responda deletes an attendance or member record. A correction is recorded beside the original, which stays.
If a brigade leaves responda, Entent gives the brigade and its organisation a complete export of the records responda holds for it, and deletes the brigade's data 30 days after the brigade confirms in writing that it has received the export. Where a law requires a record to be kept for longer, that law prevails. The trust and security page sets out how a brigade leaves.
An email to contact@responda.app is kept only in that mailbox, for as long as it takes to answer it and any conversation that follows.
Seeing and correcting your record
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You can see your own record at any time by signing in to responda.
If something is wrong, tell an officer of your brigade or write to contact@responda.app. Your brigade keeps member details current, and Entent helps it answer your request. A correction is recorded beside the original entry, with who made it and when, so the history stays complete.
Deleting your account
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You can delete your responda account from your profile. When you do, your user name, your email address, your password hash, your roles, your lockout state and the time you last logged in are removed from it straight away, and you can no longer sign in. Your email address is free to register again. What stays is an internal identifier marked as deleted, with the date, so the history can still show who made each change.
The invitation you signed up with loses the name and email address it held. If an organisation administrator had not yet approved the account, the invitation is turned down with the reason "account deleted".
Your brigade's member record, with your name, member number and sign-ins, is the brigade's record and stays, no longer linked to an account.
The account's history keeps its earlier versions. Your password hash and any other credential are blanked from them straight away. Your email address and user name stay in them for 30 days and are then removed. The history of your invitation and of your member record keeps what they held before. So does the record of each password reset and account confirmation email for the account, with the email address and internet (IP) address it holds.
Complaints
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If you think your information has been mishandled, write to contact@responda.app and say what happened. A named person reads it, and Entent replies within 30 days.
If you are not satisfied with the reply, you can complain to the Office of the Australian Information Commissioner.
Changes to this policy
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This policy is a controlled document. When it changes, a new issue is published with a new date, and the line under the headline names the issue it replaces. Each section carries a date, and what it says is current as of that date.