Privacy Policy

Pulse Locating (“we”, “us”, “our”) is a Western Australian owned underground utility locating business. Just as we take care to understand what lies beneath a site before anyone digs, we take care with the personal information you trust us with. This policy explains what personal information we collect, why we collect it, how we use and protect it, and the choices you have — including when you use our website, our services, and our ChatGPT-powered assistant.

In this policy, Pulse Locating refers to Pulse Locating (ABN 69 155 477 151), trading name of CT Leescott Pty Ltd (ACN 155 477 151). We handle personal information in line with the Privacy Act 1988 (Cth) and the Australian Privacy Principles.

1. About this policy

This policy applies to personal information we collect through our website at pulselocating.com.au, when you interact with our ChatGPT-powered assistant, when you contact us or request a quote, when we deliver services to you, when you apply for a role with us, and through any other dealings you have with us. By using our website, our ChatGPT assistant, or giving us your information, you agree to it being handled as set out in this policy.

2. What personal information we collect

The information we collect depends on how you deal with us. It may include:

• your name, business or company name, and your role;
• your contact details, including email address, phone number and postal address;
• the site address and project details relevant to a job;
• the content of any enquiry, message or quote request you send us, including through our ChatGPT assistant;
• billing and account details, such as your billing address and payment information, when you engage our services;
• information you provide if you apply for a role with us, including your resume, work history, qualifications, tickets and licences, and referee details; and
• technical information about your visit to our website, such as your IP address, browser and device type, and the pages you view.

We do not usually collect sensitive information. Where a role or service requires it, for example information relevant to work health and safety, we only collect it with your consent or where the law allows.

3. How we collect your information

We collect most personal information directly from you: when you complete our website contact form, request a quote, speak with us by phone or email, message our ChatGPT assistant, engage us for works, or apply for a role.

We also collect some information automatically when you use our website, through cookies and analytics tools. There is more on this below under “Cookies and website analytics”.

In some cases we collect information from third parties, such as your referees, a recruitment agency, or publicly available sources, where it is reasonable and practical to do so. If someone gives us information about another person, we rely on them having the authority to do so and having made that person aware of this policy.

4. Why we collect and use your information

We collect and use personal information so we can:

• respond to your enquiries and prepare quotes;
• deliver our services, including underground utility locating, ground penetrating radar, gas service location, potholing, vacuum excavation, high pressure gas supervision, concrete scanning, and survey support;
• plan and manage works safely and keep accurate records of the services and assets we locate;
• manage our client accounts, including invoicing and payments;
• meet our work health, safety and quality obligations and maintain the records required under our accredited management systems, including ISO 9001 and ISO 45001;
• consider and manage job applications and recruitment;
• provide answers and guidance through our ChatGPT assistant and improve its accuracy and relevance;
• improve our website and our services;
• send you information and updates about our services where you have asked for them or would reasonably expect to receive them; and
• meet our legal and regulatory obligations.

We only use your personal information for the purpose we collected it, for a related purpose you would reasonably expect, or where you have consented or the law requires it.

5. AI Tool Interaction Data

Our website includes a ChatGPT-powered assistant, built on the Noodle Seed platform, that helps visitors get quick answers about our underground service locating, ground penetrating radar, vacuum excavation, potholing, high pressure gas supervision and concrete scanning services. The assistant can share information about our services and indicative pricing, capture your name, email and phone number as a lead or enquiry, help arrange a call-back, quote or appointment, and direct your enquiry to the right member of our team.

When you interact with the assistant, we collect the questions and prompts you submit, the responses generated, and the time and date of the interaction. This information may be used to answer your questions, improve the assistant’s accuracy, and understand common questions across users.

Inputs you submit to the ChatGPT assistant may be processed by OpenAI in accordance with OpenAI’s own privacy policy (https://openai.com/privacy). Conversational data from the assistant is not permanently stored by us unless we need to keep it for customer support, security, or legal reasons — see the retention table in section 10.

By default, your conversation data may be used by OpenAI to train and improve its underlying AI models. You can opt out of this use by contacting enquiries@pulselocating.com.au with the subject “Opt-Out of AI Training” and specifying the data you want excluded. This does not affect the real-time responses you receive.

6. Direct marketing

From time to time we may send you information we think is relevant to your work, such as service updates. You can ask us to stop at any time by using the unsubscribe option in the message or by contacting us using the details below, and we will action your request promptly. We do not sell your personal information.

7. Cookies and website analytics

Our website uses cookies and similar technologies to help the site work properly and to understand how visitors use it, so we can keep improving it. Cookies are small files stored on your device. You can set your browser to refuse cookies or to alert you when they are used, though some parts of the site may not work as intended if you do. We may also use analytics tools, such as Google Analytics, that collect information about how the site is used.

8. When we disclose your information

We treat your information as confidential and only share it where we need to. We may disclose personal information to:

• our staff and subcontractors who are involved in delivering your works;
• our service providers, such as IT, website hosting, data storage and payment providers, who handle information on our behalf;
• OpenAI, which processes user inputs submitted through our ChatGPT assistant in order to generate responses;
• our professional advisers, such as accountants, insurers and lawyers;
• government agencies, regulators, asset owners or utility providers, where this is needed to carry out the works or is required by law; and
• any other party where you have consented, or the law authorises or requires the disclosure.

We do not sell or rent your personal information to anyone. The table below summarises our key data recipients:

9. Storing your information overseas

We store most personal information in Australia. Some of our service providers, such as cloud hosting, analytics providers, and OpenAI, may store or process information on servers located overseas. Where this happens, we take reasonable steps to make sure your information is handled consistently with this policy and the Australian Privacy Principles.

10. How long we keep your information

We keep personal information only for as long as we need it for the purposes in this policy, or for as long as we are required to keep it to meet legal, safety, insurance or record-keeping obligations. When we no longer need it, we take reasonable steps to destroy or de-identify it.

11. Accessing and correcting your information

You can ask us for a copy of the personal information we hold about you, and you can ask us to correct it if it is wrong or out of date. Please contact us using the details below and we will respond within 30 days. In some cases the law allows us to decline a request, and if so we will explain why in writing.

12. Keeping your information secure

We take reasonable steps to protect personal information from misuse, interference and loss, and from unauthorised access, modification or disclosure. These steps include secure storage, access controls and staff training as part of our quality and safety systems. No method of transmission over the internet is completely secure, so while we work hard to protect your information, we cannot guarantee its security while it is being sent to us.

If we become aware of a data breach affecting your personal information, we will notify you without undue delay, provide details of the breach and affected data, suggest steps to protect yourself, and notify relevant authorities where required by law.

13. Links to other websites

Our website may contain links to other sites. This policy does not apply to those sites. We are not responsible for their content or privacy practices, and we encourage you to read the privacy policy of any site you visit.

14. Children’s privacy

Our website and ChatGPT application are available to users aged 13 and older for informational purposes. Our services are contracted with property owners, account holders, or authorised representatives, as relevant. We do not knowingly collect information from children under 13. If we become aware that a child under 13 has submitted information, we will delete it immediately.

15. Making a complaint

If you have a concern about how we have handled your personal information, please contact us first using the details below so we can try to put it right. We take privacy concerns seriously and will respond as quickly as we can. If you are not satisfied with our response, you can contact the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au or on 1300 363 992.

16. Changes to this policy

We may update this policy from time to time to reflect changes in our practices or our legal obligations. The current version will always be available on our website, and the date it was last updated is shown at the top of this page. We encourage you to review it from time to time.

17. Contact us

If you have any questions about this policy or the way we handle your personal information, please contact us:

Pulse Locating
ABN 69 155 477 151
Unit 2/30 Achievement Way, Wangara WA 6065
Phone: (08) 6305 0607
Email: enquiries@pulselocating.com.au

For questions about OpenAI’s handling of data, visit https://openai.com/privacy or contact OpenAI directly.