Privacy policy
Last updated [date]. [Company name], ABN [number] ("TradeMate", "we").
This policy explains what personal information TradeMate handles, why, who it's shared with, and your rights under the Privacy Act 1988 (Cth) and the Australian Privacy Principles.
Who this covers
People who use TradeMate (business owners, office staff and team members), and the customers of businesses that use TradeMate, whose details a business keeps in TradeMate. For customers' details, the business is responsible for collecting them; we handle them for the business.
What we collect
- Your account: name, email address, password (held by our sign-in service; we never see it), and your role in the business.
- Your business: its name, ABN, address, licences, bank details for customers to pay you, and settings.
- What you put in TradeMate: jobs, quotes, invoices, notes, photos, time on jobs, materials, and your customers' names, phone numbers, emails and addresses.
- From services you connect: from Xero, contacts, invoices, bills, bank balances and payroll summaries; from ServiceM8, jobs and staff.
- What you say to the app: your phone turns speech into text; we receive the text, not the recording.
- Payments: TradeMate's own subscription is billed through Stripe. Card payments you take go through your own Stripe account. We don't receive or store card numbers.
- Technical information: sign-in records, the device's push notification address, and logs needed to keep the service running and secure.
Why we use it
To run TradeMate for your business: drafting quotes and invoices, texting and emailing your customers when you send something, forecasting your cashflow and schedule, writing Foreman's briefing, billing your subscription, keeping the service secure, and helping you when you ask for support. We don't sell personal information, and we don't use it for advertising.
Who we share it with
Only the services TradeMate needs to work, each for its own part:
- Anthropic (United States): the AI behind Foreman. It receives the information needed for each request (for example, the job you're quoting), under its commercial terms.
- ClickSend: sends the texts you choose to send to customers.
- Stripe: billing for TradeMate, and card payments into your own Stripe account.
- Xero and ServiceM8: only if you connect them, to keep your books and jobs in step.
- Apple and Google: to deliver notifications to your phone.
- [Email provider]: sends the quotes, invoices and account emails.
- [Hosting provider]: our servers and database, in Australia.
Some of these are overseas, as noted. We take reasonable steps to make sure they handle information consistently with the Australian Privacy Principles. We may also disclose information where the law requires it.
Support access
TradeMate staff can't see your business's records in the normal course. If you ask for help, a staff member can open a time-limited support view of your business; each look is recorded in your business's audit log.
Keeping it safe
Information is kept in Australia, encrypted in transit, and separated by business so one business can never see another's. Connections to Xero and ServiceM8 are stored encrypted. Staff access is limited, needs two-step sign-in, and is logged.
How long we keep it
While your business uses TradeMate, and after that for as long as the law requires (for example, tax records for five years), then we delete it. [Retention periods to be confirmed.]
Your rights
You can ask to see or correct the personal information we hold about you, or complain about how we've handled it, by emailing [privacy contact email]. We'll reply within 30 days. If you're not satisfied, you can complain to the Office of the Australian Information Commissioner (oaic.gov.au).
Changes
We'll post any changes here and tell account holders about significant ones by email.