Privacy Policy

1. Introduction

Syntropy Code Limited (“we”, “us”, “our”) operates the Backcountry Run Coding (BRC) software, including its web application and mobile applications for Android and iOS. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Software.

By using the BRC Software, you consent to the practices described in this policy. If you do not agree, please discontinue use of the Software.

2. Information We Collect

2.1 Information You Provide

• Account Information: Name, email address, organisation name, and billing details when you create an account or subscribe.
• Operational Data: Run logs, terrain data, avalanche observations, weather data, guide notes, and any other data you input into the Software.
• Communications: Any correspondence you send to us, including support requests and feedback.

2.2 Information Collected Automatically

• Usage Data: Pages viewed, features used, time spent in the application, and interaction patterns.
• Device Information: Device type, operating system, browser type, IP address, and mobile device identifiers.
• Location Data: GPS coordinates and location data submitted through the mobile application as part of operational data entry. This data is only collected when you actively input it into the Software.
• Log Data: Server logs including access times, error reports, and system performance metrics.

2.3 Cookies

We use essential cookies necessary for the operation and security of the Software (such as session management and authentication). We do not use third-party advertising cookies or tracking pixels.

3. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve the BRC Software
• Process subscription payments and manage your account
• Communicate with you about your account, updates, and service changes
• Respond to support requests and troubleshoot issues
• Monitor usage patterns to improve reliability and performance
• Detect, prevent, and address fraud, security breaches, or other illegal activities
• Comply with legal obligations under New Zealand law

4. Data Storage & Security

Your data is stored on secure servers with industry-standard encryption in transit (TLS) and at rest. We implement technical and organisational measures including access controls, audit logging, and regular security reviews to protect your information.

Data is processed and stored in accordance with New Zealand law. While we take all reasonable steps to protect your data, no method of electronic storage is 100% secure. You acknowledge that you provide your data at your own risk.

5. Data Sharing

We may share your information only in the following circumstances:

• Service Providers: Trusted sub-processors who assist in operating the Software (e.g., cloud hosting, payment processing), subject to confidentiality obligations.
• Legal Requirements: If required by law, regulation, or legal process, we may disclose information to law enforcement or other government authorities.
• Business Transfers: In connection with any merger, acquisition, or sale of assets, your information may be transferred to the successor organisation.

6. Your Rights (NZ Privacy Act 2020)

Under the New Zealand Privacy Act 2020, you have the right to:

• Access: Request a copy of the personal information we hold about you.
• Correction: Request correction of any inaccurate or incomplete personal information.
• Deletion: Request deletion of your personal information, subject to legal retention requirements.
• Export: Export all your operational data at any time during your subscription.
• Withdraw Consent: Withdraw consent for data processing where consent is the legal basis.

To exercise any of these rights, contact us at patrick@backcountryruncoding.com.

7. Data Retention

• Active Subscriptions: Your data is retained for the duration of your subscription.
• Post-Cancellation: We retain your data for a 90-day grace period after cancellation, giving you time to export it. After this period, all your data will be permanently deleted.
• Anonymised Data: Anonymised and aggregated usage data (that cannot identify you) may be retained indefinitely for analytics and service improvement.

8. Third-Party Services

The BRC Software may integrate with or rely on third-party services (e.g., cloud hosting providers, payment processors). These third parties have their own privacy policies, and we encourage you to review them. We do not control and are not responsible for the privacy practices of these third parties, though we select providers who adhere to high security standards.

9. International Data Transfers

Your data may be processed or stored on servers located outside of New Zealand. By using the Software, you consent to the transfer of your information to these jurisdictions. We ensure that appropriate safeguards are in place, including data processing agreements with our service providers that comply with applicable data protection laws.

10. Children's Privacy

The BRC Software is not intended for use by individuals under the age of 16. We do not knowingly collect personal information from children under 16. If we become aware that we have inadvertently collected such information, we will take steps to delete it promptly.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will provide at least 30 days’ notice via email before any material changes take effect. Continued use of the Software after the effective date of changes constitutes acceptance of the updated policy.