Privacy policy

1. Who we are

Pathquill is operated by Brendon Boyd, trading as Pathquill, Perth, Western Australia. Privacy questions, access or correction requests, and complaints: support@pathquill.app.

2. What Pathquill processes today

Pathquill is lead-delivery assurance for web and marketing agencies. In its current form, Pathquill processes only its own clearly labelled test submissions and the related receipt data (the matched token, a source label, timestamps, and outcomes). It does not currently collect or monitor submissions from genuine website visitors, and it is not a CRM or form builder.

• Labelled test submissions: every test enquiry names Pathquill as the sender, uses the address pathquill.synthetic@example.invalid, and carries an unguessable pq-run-… token.
• No response bodies: responses returned by monitored forms are inspected in memory for status codes and are not stored.
• No webhook payloads: inbound webhook requests are reduced to the matched token, a provider source label, and the arrival time.
• No email content: when Cloudflare Email Routing forwards a test email to Pathquill, only the pq-run-… token is extracted. Sender, recipient, subject, headers, and body are discarded.
• No mailbox or CRM access today: Pathquill does not currently connect to, poll, or request OAuth access to your Gmail, Google Workspace, Microsoft 365, or CRM accounts.

2A. Planned CRM and inbox connections

We plan to offer paid continuity monitoring: an optional, read-only connection to a client’s CRM or inbox so that Pathquill can count real enquiries and flag unusual drops, such as no new enquiries when some would normally be expected. This is not available yet. If an agency enables such a connection in future, Pathquill will process only limited enquiry metadata (event counts, timestamps, and source labels) on the agency’s instructions, acting as the agency’s processor or service provider. It is designed not to store lead contents: no names, contact details, or message text from real enquiries.

A connection will only be enabled with the consent and authorisation of both the agency and the client whose account is connected, will collect the minimum data needed, and that data will be kept as described in our Data Retention Policy. We will update this policy before any such feature is offered.

3. What we collect

• Pilot applications: name, work email, agency name, agency website, how many client sites you manage, your form/CRM stack and any notes (both optional), and the time you agreed to the Pilot Terms and this policy. The quick-apply dialog collects your email, the time you agreed to the Pilot Terms and this policy, and, optionally, your name, agency, and a message.
• Suggestions and feedback: the message you send us and, only if you choose to give them, your name and email.
• Emails you send us: if you email support@pathquill.app or pilots@pathquill.app, we receive your message and email address in our mailbox.
• Operator accounts: name, the configured owner/admin email, invited team members’ emails and roles, a salted PBKDF2 password hash, an optional two-factor secret, and session records (a bounded IP address, a browser/device label, and creation, last-seen, expiry, and revocation times). Plaintext passwords are never stored. Password reset records hold only a short-lived SHA-256 token digest, timestamps, and the owner email.
• Monitoring configuration: the authorised form URLs, submission method, receiving inbox labels, and authorisation confirmations you record before a test.
• Check evidence: run tokens, timestamps, HTTP status codes, outcomes (PASSED, FAILED, UNSUPPORTED), and failure stage codes.
• Abuse protection: short-lived request counters keyed by a salted hash of your IP address, pruned after about a day.
• Operational logs: our hosting provider records standard request logs, and our own logs record event names and coarse labels, not form contents.

4. How we use it

We use this information to review and reply to pilot applications, run the pilot and the service, act on suggestions, keep the service secure, and meet legal obligations. We reply to applications personally from pilots@pathquill.app; submitting a form does not send you an automatic email. We do not sell personal information, use it for advertising, or add you to a mailing list.

5. Retention and deletion

Check evidence is retained according to the customer-approved retention window configured for that deployment. Pathquill has no universal default retention period; automated pruning runs only when that policy and the cleanup schedule are explicitly enabled.

Expired check and inbox records are purged only when the customer-approved retention period is configured and RETENTION_CLEANUP_ENABLED=true for that deployment; there is no unconditional nightly-deletion promise. Cloudflare logs, backups, and copies already sent to downstream mail or CRM systems are handled separately.

Pilot applications and suggestions are kept while they are relevant to the pilot and the product, and deleted on request. The owner-admin can also preview and permanently erase a tenant’s records from the dashboard. Our Data Retention Policy has the full list of what we keep and for how long.

6. Service providers and overseas disclosure

We use the following providers to run Pathquill. Some of them store or process information outside Australia, including in the United States, so your information may be disclosed overseas:

• Cloudflare, Inc. (United States, global network): hosting (Cloudflare Workers), database (Cloudflare D1), inbound test-email handling (Email Routing), DNS-over-HTTPS lookups that check form addresses are safe to contact, and network security.
• Resend (United States): sending service emails such as password resets, alerts, and internal notifications to us about new applications and suggestions.
• Zoho Corporation: hosting our pathquill.app mailboxes (including support@ and pilots@). This mail may be stored outside Australia.
• Google LLC (United States): our pages load fonts from Google Fonts, so your browser sends your IP address and browser details to Google when you view them. Copies of notification emails may also reach the operator’s Gmail account.

We choose providers that publish security and privacy commitments, but we do not control how they operate. We do not otherwise disclose personal information unless you agree or the law requires it.

7. Cookies and browser storage

We use a sign-in cookie for the dashboard and a few browser-storage entries for preferences. We do not use analytics or advertising cookies. See our Cookie Policy for the full list.

8. Security

Pages and APIs are served over HTTPS, database queries are parameterised and scoped, and sessions are signed and expire after seven days. No system is perfectly secure; if we become aware of a data breach likely to cause serious harm, we will act on it and notify affected people where the law requires.

9. Access, correction, and complaints

You can ask to see, correct, or delete the personal information we hold about you by emailing support@pathquill.app. We aim to respond within 30 days. If you have a complaint, email us first; if you are not satisfied with our response, you can contact the Office of the Australian Information Commissioner at oaic.gov.au.

10. Changes

We may update this policy and will change the “Last updated” date when we do.