DeparturePilot — Funeral Director Platform
Effective date: 3 June 2026
Version 1.0
This Privacy Policy explains how Leaf Run Pty Ltd ABN 75 658 378 799 ("we", "us", "our") collects, uses, stores, and discloses personal information in connection with DeparturePilot.
We are committed to protecting personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).
This policy applies to:
DeparturePilot is a multi-tenant platform. Each Subscriber's data is logically isolated. Subscribers are responsible for their own privacy obligations to families and deceased persons under their care.
We collect information about Subscribers including:
Subscribers enter information about deceased persons and families including:
We process this data on behalf of Subscribers and do not use it for our own purposes.
We may collect standard server logs and analytics data from visitors to our website, including IP addresses, browser type, and pages visited.
We use Subscriber information to:
We process Client Data only on the instructions of Subscribers and only for the purpose of providing the Platform. We do not use Client Data for marketing, analytics, or any purpose other than delivering the service.
We do not sell personal information. We may disclose personal information to:
All third-party providers are required to handle personal information in accordance with Australian privacy law.
Client Data and Subscriber Data are stored on servers located in Australia (Sydney region). Backups are stored in an encrypted AWS S3 bucket in the ap-southeast-2 (Sydney) region.
We implement reasonable technical and organisational security measures including:
No method of transmission or storage is completely secure. We cannot guarantee absolute security but will notify you promptly in the event of a data breach that is likely to result in serious harm.
Subscribers may access, correct, or export their own account information and Client Data through the Platform at any time.
Families who wish to access or correct information they have submitted through the client portal should contact the relevant Subscriber (funeral director) directly.
If you believe we hold incorrect information about you, please contact us and we will correct it promptly.
Our website uses cookies for essential functionality. We do not use third-party advertising cookies. The Platform does not use cookies beyond session management.
The Platform integrates with the following third-party services:
Each provider has their own privacy policy. We select providers that meet appropriate privacy and security standards.
The Platform is not directed at individuals under the age of 18. We do not knowingly collect personal information from minors through our subscriber-facing interfaces.
We may update this Privacy Policy from time to time. We will notify Subscribers of material changes by email. The current version is always available at departurepilot.com.au/privacy.
If you have a complaint about our handling of personal information, please contact us in the first instance. If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au.
Privacy enquiries:
legal@departurepilot.com.au
Postal address:
PO BOX 1
THE SUMMIT QLD 4377
DeparturePilot is operated by:
Leaf Run Pty Ltd ABN 75 658 378 799
DeparturePilot — Funeral Director Platform
Effective date: 3 June 2026
Version 1.0
This Data Processing Agreement ("DPA") is entered into between Leaf Run Pty Ltd ABN 75 658 378 799 ("Processor") and the Subscriber ("Controller") and forms part of the DeparturePilot Terms of Service.
This DPA sets out the terms on which the Processor will process personal information on behalf of the Controller in connection with the DeparturePilot platform.
"Personal Information" has the meaning given in the Privacy Act 1988 (Cth).
"Processing" means any operation performed on Personal Information, including collection, storage, use, disclosure, and deletion.
"Controller" means the Subscriber who determines the purposes and means of processing Personal Information.
"Processor" means DeparturePilot (operated by Leaf Run Pty Ltd), who processes Personal Information on behalf of the Controller.
"Sub-Processor" means any third party engaged by the Processor to process Personal Information.
"Data Breach" means unauthorised access, disclosure, loss, or alteration of Personal Information that is likely to result in serious harm.
The Controller:
The Processor:
The Processor will process Personal Information for the purpose of providing the DeparturePilot platform, including:
The following categories of Personal Information may be processed:
Processing relates to deceased persons, their family members, and the Controller's staff.
The Processor will implement the following security measures:
The Processor will ensure that persons authorised to process Personal Information are bound by appropriate confidentiality obligations.
The Controller consents to the Processor engaging the following Sub-Processors:
The Processor will notify the Controller of any material changes to Sub-Processors and will ensure that Sub-Processors are bound by equivalent data protection obligations.
In the event of a Data Breach that affects Personal Information processed under this DPA, the Processor will:
The Controller is responsible for assessing whether the breach requires notification to the Office of the Australian Information Commissioner (OAIC) and/or affected individuals under the Notifiable Data Breaches scheme.
The Processor will assist the Controller in responding to requests from individuals seeking to access, correct, or delete their Personal Information, to the extent technically feasible within the Platform.
Requests from individuals should be directed to the Controller in the first instance. The Controller may contact the Processor for technical assistance where required.
The Processor will retain Personal Information for the duration of the Controller's subscription and for 30 days following termination. During this period the Controller may export their data.
Following the 30-day period, Personal Information will be securely and permanently deleted from the Platform and backup systems, except where retention is required by law.
The Controller may request information from the Processor to verify compliance with this DPA. The Processor will respond to reasonable compliance enquiries within 30 days.
Where required by law, the Processor will cooperate with audits conducted by the Controller or a regulator, subject to reasonable notice and confidentiality protections.
This DPA commences on the date the Controller first uses the Platform and continues for the duration of the Terms of Service. It terminates automatically on termination of the Terms of Service.
This DPA is governed by the laws of Queensland, Australia.
By using the DeparturePilot platform, the Controller agrees to the terms of this Data Processing Agreement.
Processor:
Leaf Run Pty Ltd ABN 75 658 378 799
Contact:
legal@departurepilot.com.au
Postal Address:
PO BOX 1
THE SUMMIT QLD 4377
DeparturePilot — Funeral Director Platform
Effective date: 3 June 2026
Version 1.0
These Terms of Service ("Terms") govern your access to and use of DeparturePilot, a cloud-based funeral workflow management platform, operated by Leaf Run Pty Ltd ABN 75 658 378 799 ("we", "us", "our"). By creating an account or using the Platform, you agree to these Terms.
IMPORTANT: Please read these Terms carefully. If you do not agree, do not use DeparturePilot. These Terms constitute a legally binding agreement between you (the Subscriber) and us.
"Platform" means the DeparturePilot software, including the team portal, client portal, signing system, and all associated services.
"Subscriber" means the funeral provider, business, or individual who has registered for a DeparturePilot account.
"Tenant" means a Subscriber's instance of the Platform, identified by their unique subdomain.
"Client Data" means information about deceased persons, families, and associated individuals entered into the Platform by the Subscriber.
"Family" or "Family Member" means a person who accesses the client-facing portal at the Subscriber's direction.
"Authorised User" means any staff member or representative of the Subscriber granted access to the Platform.
You must be a licensed funeral director or an authorised employee of a licensed funeral services business in Australia or New Zealand to use the Platform.
You are responsible for maintaining the confidentiality of your login credentials. You must notify us immediately if you suspect unauthorised access to your account. We are not liable for losses arising from unauthorised use of your credentials.
You may grant access to Authorised Users within your Tenant. You are responsible for their compliance with these Terms and for any actions they take within your Tenant.
DeparturePilot is offered on a subscription basis. Plan types, features, and pricing are published on our website and may be updated from time to time.
Subscriptions are billed monthly or annually in advance. Payment is processed via our payment provider. All amounts are in Australian dollars and inclusive of GST where applicable.
We may offer a free trial period. At the end of the trial, you must subscribe to continue accessing the Platform. We reserve the right to modify or discontinue trial offers at any time.
If payment is not received within 14 days of the due date, we may suspend your access to the Platform. We will provide written notice before suspension.
You may cancel your subscription at any time. Cancellation takes effect at the end of the current billing period. No refunds are provided for partial periods.
The Platform is licensed to you for the purpose of managing funeral workflows and communicating with families in the course of your funeral services business.
You must not:
You are responsible for ensuring your use of the Platform complies with all applicable laws, including the Privacy Act 1988 (Cth), the Australian Privacy Principles, and any state or territory laws governing funeral services and death registration.
All Client Data you enter into the Platform remains yours. We do not claim ownership of Client Data.
In relation to Client Data, we act as a data processor on your behalf. You are the data controller and are responsible for ensuring you have the necessary consents and legal bases to collect and process personal information through the Platform.
We handle Client Data in accordance with our Privacy Policy and any applicable Data Processing Agreement. Client Data is stored on servers located in Australia.
The Platform includes a client-facing portal through which families may submit personal information and documents. You are responsible for informing families about how their information will be used and for obtaining any required consents.
We retain Client Data for the duration of your subscription and for a period of 30 days following termination, after which it is securely deleted. You may export your data at any time during your subscription.
All intellectual property rights in the Platform, including software, design, documentation, and trademarks, are owned by us or our licensors. These Terms do not transfer any ownership rights to you.
If you provide feedback or suggestions about the Platform, you grant us a perpetual, royalty-free licence to use that feedback without obligation to you.
We aim to provide continuous access to the Platform but do not guarantee uninterrupted availability. We may perform scheduled maintenance with reasonable notice.
Support is provided via email. We aim to respond to support requests within one business day.
We may update or modify the Platform at any time. We will endeavour to notify Subscribers of significant changes.
Nothing in these Terms limits our liability for death or personal injury caused by negligence, fraud, or any liability that cannot be excluded by law.
We warrant that we will provide the Platform with reasonable care and skill. We do not warrant that the Platform will be error-free or meet your specific requirements.
The Platform is provided as a workflow management tool only. It does not constitute legal, medical, or regulatory advice. You are responsible for compliance with all applicable laws and professional obligations.
You may terminate your subscription at any time by cancelling through the Platform or by written notice to us.
On termination, your access to the Platform ceases. You may request an export of your Client Data within 30 days of termination.
We may update these Terms from time to time. We will notify Subscribers of material changes by email at least 14 days before they take effect. Continued use of the Platform after that date constitutes acceptance of the updated Terms.
These Terms are governed by the laws of Queensland, Australia. Any disputes will be resolved in the courts of Queensland, unless you are a consumer and applicable law requires otherwise.
If any provision of these Terms is found to be unenforceable, the remaining provisions continue in full force. These Terms constitute the entire agreement between us regarding the Platform.
Contact:
legal@departurepilot.com.au
Postal Address:
PO BOX 1
THE SUMMIT QLD 4377
DeparturePilot is operated by:
Leaf Run Pty Ltd ABN 75 658 378 799