Compliance Policies
Last updated: 13 April 2026
This page contains Commnia’s Fair Use Policy, Deletion Policy, and Archiving Policy. Together these policies define how the Commnia platform is used responsibly, how project data is managed through its lifecycle, and what happens when a project reaches completion or an account becomes inactive. All policies form part of your agreement with Commnia and should be read alongside the Terms of Service and Acceptable Use Policy.
For all pricing and cost information referenced in these policies, please refer to:
Project Pricing → commnia.com/commnia-pricing
Commnia Aftercare (Archive & Retained) → commnia.com/projectarchive
Fair Use Policy
Last updated: 13 April 2026
Commnia Pty Ltd, headquartered in Sydney, Australia, is a leading provider of cloud-based construction management software. This Fair Use Policy (“Policy”) outlines the acceptable and responsible use of Commnia’s services and applications. It applies to all users of Commnia’s platform and is designed to ensure our systems remain reliable, secure, and equitable for all clients.
This Policy forms part of the Master Agreement, relevant Product Terms, or any other agreement between Commnia and the subscribing organisation (“Organisation”). By using Commnia’s services, the Organisation and its users agree to comply with this Policy at all times.
Commnia reserves the right to suspend or restrict access to its services or terminate any agreement where there is a material breach of this Policy.
Purpose
This Fair Use Policy outlines Commnia’s expectations for reasonable and responsible use of our construction management platform. It is designed to ensure system fairness, sustainable performance, and cost-effectiveness for all users – particularly in scenarios involving high data usage, extended project duration, or system strain.
By defining fair use parameters, we aim to preserve the quality and security of Commnia’s services across a broad range of project types. This Policy forms part of your agreement with Commnia.
Scope
This Policy applies to all clients using Commnia’s services, especially where licensing and pricing are tied to construction value or usage tiers.
1. Usage vs. Declared Construction Value
Commnia’s pricing structure is aligned with the declared construction value of each project. This provides a benchmark for expected use of features such as document storage, SmartForms, user access, and support.
When actual usage significantly exceeds expectations for the declared value, Commnia may:
- Reassess the project’s billing tier;
- Request updated construction value figures; or
- Transition the project to a more appropriate pricing model.
This ensures fair cost distribution and prevents excessive resource consumption from being subsidised by other users.
For current pricing tiers and how construction value maps to subscription costs, refer to commnia.com/commnia-pricing
2. Fair Use and Data Storage
Each project subscription includes a data storage allowance based on the applicable pricing tier. Projects that exceed their included allowance are subject to additional charges at the rates set out in the current fee schedule.
Clients will receive notifications as they approach their storage threshold to support proactive data management. Storage limits are in place to:
- Encourage responsible and efficient storage practices;
- Ensure all users contribute fairly to infrastructure costs; and
- Maintain optimal platform performance for all clients.
For current storage allowances and excess data rates, refer to commnia.com/commnia-pricing
3. Extended Project Duration
Projects running beyond their agreed term will incur a continuation fee. The applicable rate is set out in the current fee schedule and reflects ongoing costs associated with support, storage, and platform maintenance.
Billing is aligned with your current monthly or quarterly cycle. Clients are encouraged to inform Commnia of any material changes to project timelines.
For current extended project duration rates, refer to commnia.com/commnia-pricing
4. Project Lifecycle and Status Management
Commnia uses a defined project lifecycle to manage data access and billing as projects move from active construction through to long-term retention. The lifecycle stages are:
- Active – the project is under active construction and fully operational on the platform;
- Completed (DLP Period) – construction is complete; the project is in the Defects Liability Period with continued access;
- Retained – the project has concluded all active phases and data is held in long-term secure storage with read-only access;
- Read-Only (Transition Window) – a 30-day access window following a status transition, allowing review and decision-making before the next retention stage; and
- Deep Archive – data is held in cold storage at the lowest cost tier, accessible on request.
The Expired status is purely informational and does not constitute archival. Projects in Expired status must be formally transitioned to a Retained or Deep Archive plan, or permanently deleted.
For current Retained, Read-Only, and Deep Archive pricing, refer to commnia.com/projectarchive
5. Restoring a Project to Active
Retained or archived projects can be restored to full Active status. Restoration is subject to a reactivation fee based on the project’s construction value, plus applicable ongoing data charges. Any archive fees previously paid will be credited towards the reactivation cost.
Restoration billing options include monthly instalments or quarterly payments upfront.
For current restoration and reactivation rates, refer to commnia.com/projectarchive
6. New Projects Outside the Initial Agreement
Projects added outside the original commercial agreement will incur a fee based on the project’s construction value, calculated from the month the project is added. Billing follows the client’s existing cycle (monthly or quarterly). Pay-as-you-go projects are charged at the full monthly rate regardless of start date; subscription projects are prorated daily for mid-month activations.
For current out-of-agreement project rates, refer to commnia.com/commnia-pricing
7. System Sustainability and Security
Commnia maintains robust data security practices and holds itself to the highest standards for information security management. The platform is built on enterprise-grade infrastructure designed for performance, reliability, and resilience.
Projects that place disproportionate demands on platform resources may be subject to:
- Usage reviews;
- Adjusted service pricing; or
- Feature limitations or reconfiguration.
Commnia will work with affected clients before imposing any material restrictions wherever possible.
8. Scenarios That May Trigger a Fair Use Review
Commnia may initiate a fair use review if:
- Data uploads or storage vastly exceed normal levels for the declared construction value;
- Retained or expired projects are repeatedly restored to Active without a corresponding commercial basis;
- Support usage exceeds what is reasonable for the subscription tier (e.g. frequent bespoke custom requests); or
- Usage patterns suggest the platform is being used in a way inconsistent with the spirit of the Agreement.
9. Monitoring and Adjustments
To uphold system performance, Commnia monitors usage across accounts. If usage exceeds fair thresholds, Commnia may:
- Notify the Organisation of the overuse;
- Adjust pricing tiers or apply additional charges in accordance with the fee schedule;
- Impose technical limits;
- Transition expired projects to Retained status; or
- Suspend or limit access where required.
Commnia will aim to give prior notice unless urgent intervention is needed to protect platform integrity.
10. Transparency and Collaboration
Commnia values long-term partnerships with our clients. We understand that projects can grow in complexity and scale, and we are committed to working with you to find suitable solutions when your needs change.
Fair use must reflect the scale, scope, and spirit of your plan. This ensures the platform remains effective, secure, and equitable for all users.
Conclusion
At Commnia, we are committed to delivering scalable, secure, and cost-effective solutions that support the construction industry’s evolving needs. This Fair Use Policy helps protect the performance of our systems, uphold quality of service, and ensure fairness for all clients – whether managing a small build or a multi-million-dollar development.
We encourage all users to use the platform responsibly, remain transparent about project scope, and reach out proactively when requirements change.
Deletion Policy
Last updated: 13 April 2026
Commnia Pty Ltd, based in Sydney, Australia, is a leading provider of cloud-based construction management software. We are committed to responsible data management and transparency in how we handle inactive or unpaid accounts.
This Deletion Policy outlines Commnia’s procedures for data retention and deletion in cases of non-payment or inactivity. If payment is not received within 60 days following the end of the billing period, and no valid Retained or archive plan is in place, Commnia will permanently delete all associated project data. This policy applies to all users and organisations accessing Commnia’s services and forms part of your agreement with Commnia.
Purpose
The purpose of this Deletion Policy is to define how Commnia manages data retention and deletion for completed or expired projects, in a manner that is consistent, secure, and aligned with both our legal obligations and infrastructure needs. It sets clear expectations about the timeframe and conditions under which data may be removed, while offering clients options to retain critical project records through Retained status or ongoing subscription.
Scope
This policy applies to all users and client organisations using the Commnia platform across any subscription tier or service model. It covers all project data including, but not limited to:
- Project documentation;
- SmartForms and inspection records;
- Internal and external correspondence;
- RFIs, transmittals, and drawings;
- Photos, videos, and attachments;
- User activity logs and audit trails.
This policy is applicable to any project that has been marked as Completed or that has reached the end of its active subscription period (Expired), regardless of size or duration.
1. Retention Period Post-Completion or Expiry
Projects that are completed or expired will be eligible for deletion 60 days after the end of the billing period, unless one of the following applies:
- The project is actively maintained under a current, paid subscription; or
- The project has been transitioned to an active, paid Retained or Deep Archive plan.
This 60-day grace period gives clients sufficient time to decide whether to continue retaining project data via a Retained plan or subscription renewal.
2. Permanent Deletion After 60 Days
If no payment is received and no valid subscription or Retained plan is in place, Commnia will permanently delete all project data after 60 days. This includes:
- All documents, forms, and registers;
- Project communications (emails, messages, comments);
- All uploaded media and attachments;
- Drawings, markups, and revisions;
- Inspection and compliance records; and
- Full project audit history.
This deletion is irreversible. No data recovery will be available once deletion is finalised.
3. Notification Process
Commnia will provide courtesy reminders before the end of the 60-day period via email or in-platform alerts. However, it remains the client’s responsibility to take action before the deadline. A lack of response will not prevent data deletion.
4. Data Ownership and Liability
While Commnia securely stores and manages project data during the active life of a project or subscription, data ownership remains with the client. It is the client’s responsibility to ensure that data is downloaded, transitioned to a Retained plan, or maintained under an active subscription before deletion occurs.
Commnia will not be liable for any direct, indirect, or consequential loss arising from permanent deletion of data due to:
- Lapsed subscriptions;
- Failure to initiate a Retained or archive plan; or
- Failure to respond to reminders or notices.
5. Retained Status
Clients who do not wish to maintain a full active subscription can preserve project data long-term through Commnia’s Retained status, which provides secure, read-only access at a reduced cost. This is the recommended option for completed projects where ongoing collaboration is no longer required but record-keeping is still necessary.
For Retained and Deep Archive pricing, refer to commnia.com/projectarchive
Conclusion
Commnia is committed to supporting your project lifecycle from start to finish – including the responsible closure and retention of project data. We understand that historical project records can be vital for compliance, warranty, legal, and operational purposes.
To ensure no data is lost unintentionally, we urge all clients to actively manage their completed projects before the 60-day deadline. Whether through ongoing subscriptions or Retained status, Commnia is here to help you maintain control of your information.
Archiving Policy
Last updated: 13 April 2026
Commnia Pty Ltd, based in Sydney, Australia, is a trusted provider of cloud-based construction management software. We are committed to helping our users securely manage their project data throughout the project lifecycle – long after active construction has concluded.
This Archiving Policy outlines the procedures and options available for the proper retention and storage of completed or expired projects. It ensures that data remains accessible, secure, and compliant with platform requirements, while maintaining the overall performance and fairness of the system.
Projects must be formally transitioned to a Retained or Deep Archive plan within 30 days of being marked as Completed or Expired. Failure to do so within the 60-day deletion window may result in permanent data deletion in accordance with the Deletion Policy above. This Archiving Policy forms part of your agreement with Commnia and applies to all users and organisations accessing the platform.
Purpose
This policy outlines the requirements and options for retaining completed or expired projects on the Commnia platform. It is designed to ensure the secure management of project data, maintain platform performance, and support fair usage of system resources.
Scope
This policy applies to all Commnia users with projects marked as Completed or Expired. These statuses are purely informational and do not constitute archival or retention. To retain access to data beyond the active life of a project, a formal transition to Retained or Deep Archive status is required.
1. Retention Requirement
Projects marked as Completed or Expired must be formally transitioned to a Retained plan within 30 days of the project’s end or last active use. Failure to do so within the 60-day deletion window may result in the permanent deletion of all project data.
The available transition options are set out below.
2. Retention Options
Retained Status (Read-Only Access)
Retained status provides secure, ongoing access to project data in a read-only format. It is the default and recommended option for completed projects where ongoing collaboration is not required but record access remains important. Retained projects are held in Commnia’s secure cloud infrastructure.
For current Retained status pricing, refer to commnia.com/projectarchive
Deep Archive
Deep Archive is a cold storage option for projects where access is rarely required. Data is held securely and is accessible on request. This is the lowest-cost long-term retention option.
For current Deep Archive pricing, refer to commnia.com/projectarchive
Data Export (On-Premises)
Clients who wish to hold a local copy of project data can request a full data export. An export fee applies per project, plus a per-gigabyte charge for data transferred. Exports are provided in a Dropbox-compatible format.
For current data export pricing, refer to commnia.com/projectarchive
Permanent Deletion
Clients may elect to permanently delete all project data at no charge. This is irreversible and removes all documents, forms, correspondence, media, and audit records associated with the project. Commnia is not liable for any loss resulting from an elected deletion.
3. Access to Retained Projects
Read-Only Access
The default access level for Retained projects. Allows view-only access to all project data without editing capability. Pricing is set out on the Aftercare page.
Restoring to Full Active Access
Retained projects can be restored to full active status. Restoration is subject to a reactivation fee based on the original construction value, plus ongoing active data charges. Any previously paid Retained fees are credited towards the reactivation cost.
For current restoration and reactivation rates, refer to commnia.com/projectarchive
4. Deletion of Un-Retained Projects
If a project does not have an active subscription or Retained plan, and no payment is received, it will be permanently deleted 60 days after the end of the billing cycle. Commnia is not liable for any data loss resulting from non-payment or failure to initiate a Retained plan.
Conclusion
Archiving and retention are critical parts of responsible data management. Commnia users must ensure that all completed or expired projects are transitioned to a Retained plan, Deep Archive, or exported within the required timeframe to prevent data loss, maintain compliance, and continue accessing important project information.
This policy supports long-term data accessibility while preserving the performance and fairness of the Commnia platform for all users.
Contact Us
If you have questions or concerns about any of these policies, or wish to discuss your project’s status or retention options, please contact us at:
Commnia Pty Ltd
Email: hello@commnia.com
Phone: +612 9571 5540
Address: Suite 603, 65 York Street, Sydney NSW 2000, Australia
Related documents: Terms of Service | Acceptable Use Policy | Privacy Policy