Data handling statement
This release-candidate statement describes how CouncilAid currently handles structured records, files, provider processing, retention and governed disposal. It remains non-effective until independent review, approval and publication through the CouncilAid governance workflow.
This working draft supports product and professional review. It must not be represented as CouncilAid's final legal position or relied on as legal advice.
Responsibility and scope
LOGiT Australia Pty Ltd (ABN 53 615 466 807) operates CouncilAid. This statement covers CouncilAid production handling of Member identity, Council asset and planning data, uploaded evidence, operational events and commercial metadata. It should be read with the Privacy Policy, Platform Terms and the customer’s Council recordkeeping obligations.
Tenant isolation and access
Structured operational records carry a Council tenant identifier and server-side checks resolve verified identity, active membership and role. Tenant administrators govern membership; operational roles govern write access; contractors are restricted to assigned work; and platform administration requires a separately authorised administrator record. Sensitive approvals preserve reasons and history.
Structured records
Asset, financial, works, governance, commercial and operational records are stored in Cloudflare Sites-hosted D1. Material workflows use tenant scope, version checks, governed status transitions and immutable event records where accountability requires them. The precise production location and jurisdiction have not been verified as Australian-only.
Files, quarantine and malware scanning
Files are stored in Cloudflare Sites-hosted R2. New uploads enter tenant quarantine, undergo type and integrity checks and remain unavailable as evidence until an authorised malware verdict and release. Cloudmersive receives the file for stateless malware scanning and states that payloads are not retained after the transaction. Unreleased quarantine objects and incomplete upload metadata expire after 30 days through audited housekeeping.
AI-assisted processing
When an authorised Member invokes an AI-planning workflow, relevant planning context and instructions are sent to the OpenAI Responses API. CouncilAid sets API response storage to false. CouncilAid does not currently claim an organisation-level Zero Data Retention amendment, Australian-only processing or Australian regional storage. AI outputs preserve an advisory boundary and require Council review before governance or execution.
Email and notifications
Approved service notifications are delivered through Resend. Resend states that customer data, including message content and delivery logs, is stored in the United States. CouncilAid records notification intent and delivery outcome for governance and operational support. Marketing subscriptions are not inferred from operational notification consent.
Overseas processing
All five active Data Handling Register categories record overseas disclosure as “Yes”. Approved providers may process information in the United States and other countries in which they or their subprocessors operate. CouncilAid does not represent Cloudflare D1 or R2 as confined to Australia. Provider contracts, safeguards and processing changes require review before material use or public-policy changes.
Retention schedule
Unreleased quarantined files are retained for 30 days; transient usage, diagnostic, notification-delivery and security events for 24 months; and company financial records for at least seven years after the relevant transaction is complete. Released evidence and Council asset, planning, financial and works records follow the Council-approved schedule and applicable State or Territory retention and disposal authority. A record linked to an investigation, dispute or legal hold is retained until that requirement ends.
Tenant exit and disposal
The customer has a 30-day exit period after termination to request an available export. CouncilAid then revokes access and deletes or de-identifies non-record information no longer required. Council records are not destroyed without authorised disposal. Deletion processes cover applicable stored objects and structured records, preserve disposal metadata and verify third-party deletion where reasonably available.
Provenance and authoritative updates
CouncilAid records evidence source, confidence and whether a value is verified, estimated, assumed or unknown. Analytical outputs preserve material evidence and assumptions. Completed work may propose condition, risk or lifecycle changes, but does not silently overwrite authoritative lifecycle assumptions without the configured Council governance step.
Incidents, continuity and review
Operational health, incident decisions, alert outbox records, continuity targets and recovery drills are governed records. Suspected breaches are contained, assessed and escalated, including notification assessment where required. This statement and every verified Data Handling Register entry must be reopened when a provider, location, purpose, retention basis or material handling flow changes.
Contact
Questions about CouncilAid data handling may be sent to kieran.shirey@logitaust.com. Council administrators remain the first contact for access to, correction of or disposal authority over their Council records.
Official reference material
These sources informed the draft structure. They do not replace advice on CouncilAid's circumstances.