Privacy Policy

1. Who we are and when this policy applies

TradePilot Pty Ltd, trading as TradePilot (TradePilot, we, us), provides software for trade and construction businesses. This policy covers our main website, Help Centre, account registration and onboarding, TradePilot software, browser and progressive web app access, mobile app access where provided, and our communications and support.

It applies to visitors, subscribers, administrators, employees, apprentices, contractors, customers, suppliers and other people whose information we handle. Contact our privacy contact at sales@tradepilot.com.au. A customer organisation's own privacy notices and workplace policies also apply to that organisation's activities. A third party's own service is governed by its own privacy notice.

We handle personal information in accordance with the laws that apply to us, including the Privacy Act 1988 (Cth) and the Australian Privacy Principles where applicable. We do not rely on your use of the website as consent to every possible use of information. Where a particular activity requires consent, we seek that consent separately.

2. Our role and your organisation's role

For enquiries, our own account administration, billing, support, service security and legal compliance, we decide why relevant information is handled. For job, customer, staff and other records entered into a workspace (Customer Data), the subscribing organisation generally decides the purposes of collection, permissions, disclosures and retention, and we provide the service on its behalf.

Where controller and processor terminology applies, the organisation is generally the controller of Customer Data and TradePilot is its processor. These labels do not remove either party's independent legal responsibilities. Our Data Processing Terms explain the arrangements.

Your employer or account administrator may access records and activity within its workspace according to its permissions, even when you use a personally owned device. This does not give it a general right to inspect unrelated personal information on your device. Direct requests about business records to the organisation where appropriate, or contact us for help. We do not refuse a request that the law requires us to handle merely because an administrator objects.

3. Information we may collect

The information depends on which features are used and what you or your organisation provide. Categories include:

• Identity and contact information: names, email addresses, telephone numbers, business details, job titles, addresses and emergency contacts.
• Account and access information: user and company identifiers, roles, invitations, authentication and recovery records, security events, and records of notices or agreements acknowledged.
• Staff and workforce records: date of birth where collected for onboarding, licences and qualifications, licence images and expiry dates, timesheets, leave, pay profiles, expenses and payroll-related information.
• Customer and job records: customer and supplier details, site addresses, bookings, job notes, diary entries, messages, photos, plans, files, assets, vehicle details, forms, job sheets, toolbox talks, isolation records, signatures and sign-off records.
• Commercial information: quotes, prices, invoices, claims, receipts, payment references, transaction and subscription information, and accounting records available through authorised integrations.
• Support and technical information: correspondence, support attachments, IP addresses, browser and device details, timestamps, logs, errors, Help Centre searches and article feedback.

Not every category is collected from every person. Files and photographs may contain information about other people or embedded metadata. Do not include unnecessary identity, payment, health or other sensitive information in general notes, messages or uploads.

4. Health information, licences and other sensitive records

Staff onboarding and safety records may include allergies, medical or safety information and related documents. This can be sensitive information and requires particular care.

Only provide sensitive information where it is reasonably necessary for an identified, lawful purpose and the required consent or another lawful basis exists. The organisation collecting it must give appropriate collection information, restrict access to people who need it and provide a suitable way to raise concerns. A general acceptance of terms is not a substitute for any specific consent the law requires.

Do not upload tax file numbers, full payment-card details, biometric templates, extensive medical histories or unrelated government identity documents into ordinary job records. Where a separately agreed workflow legitimately requires specially regulated information, its additional safeguards and notices must be established first. Licence records should contain only the details reasonably needed for verification or compliance.

We do not assume that an employer's employee-records exemption also exempts TradePilot when handling that employer's staff information.

5. How we collect information and your choices

We collect information directly through forms, onboarding, uploads, support and ordinary use; from an organisation administering your access; from people authorised to enter records about you; from legacy data imports; from integrations that your organisation authorises; and from technical interactions with our services and providers.

You can generally browse public information without giving us your name, although technical information may still be processed. You may make a general enquiry anonymously or under a pseudonym where practicable. We may need identifiable information to create or secure an account, respond to a specific request, provide paid services or satisfy the law. Without necessary information we may not be able to do those things.

Where we receive unsolicited personal information, we assess whether we could lawfully have collected it. If not, we take steps to destroy or de-identify it where lawful and reasonable.

6. Why information is used

We use information to provide configured features; administer accounts and permissions; authenticate users; deliver requested messages and documents; support job, workforce and accounting workflows; respond to enquiries; arrange demonstrations; provide support; investigate errors, fraud, misuse or incidents; improve reliability and usability; manage payments and business administration; and meet legal obligations or establish, exercise or defend legal claims.

We limit Customer Data processing to providing, supporting, securing and lawfully administering the service under the organisation's instructions and our agreement. Any statistics used outside those purposes must be effectively de-identified, or have a separate lawful basis and appropriate notice. Removing a name alone does not necessarily de-identify information.

We do not sell personal information or use private Customer Data to advertise unrelated products to your customers or staff. The ordinary service licence does not authorise training general-purpose AI models on identifiable or confidential Customer Data.

7. Document processing and automated features

Where your organisation uses receipt extraction, document recognition, suggested matching, calculations or other automated features, relevant documents and fields may be processed to produce the requested result. An external processing provider, if used for that feature, may receive the relevant content. Do not assume processing takes place only on your device or within Australia.

Outputs may be incomplete or incorrect. Users should check source documents, amounts, tax treatment, job allocations, payroll mappings, measurements and other important results before approving, issuing or relying on them. The customer remains responsible for its own employment, payment, safety and other substantive decisions.

We do not treat enabling a feature as permission for unrelated advertising or general-purpose model training. Feature-specific processing purposes, providers and applicable choices need to be considered separately. Contact us for the arrangements applicable to your deployment before uploading especially sensitive material. Where we use personal information for automated decisions that require additional notices or rights, we provide those as required by law.

8. Who information may be disclosed to

Access or disclosure is limited to an appropriate purpose and may include your organisation and its authorised users; intended recipients of documents or messages you send; personnel and contractors who need access to provide support or operate the service; hosting, communications, security, document-processing and other service providers; integrations your organisation enables; professional advisers and insurers; and regulators, law enforcement or other parties where required or permitted by law.

A prospective or actual business purchaser may receive relevant information for a genuine transaction under appropriate confidentiality and privacy safeguards. A transfer of the business does not authorise unrestricted new uses of personal information.

Public Help Centre content is visible to visitors. Workspace content is not made public merely because it is stored in TradePilot, but an authorised user may share or export it. Copies sent to external recipients, downloaded to devices or transferred to another service may no longer be within our control.

9. Service providers and overseas handling

We use Australian infrastructure and may also disclose information to, or allow it to be accessed by, providers outside Australia. Australian hosting of a core application does not mean all support, email, security, integration or backup processing stays in Australia.

Website providers identified on our Service Providers page include Amazon Web Services for website email, Cloudflare for bot protection and Google for hosted fonts. Overseas handling can include the United States. Where the customer connects Xero, its arrangements can involve Australia, New Zealand and the United States. The linked provider information explains the scope and limits of this list; customer-configured providers and additional enabled features may have different locations.

We take the steps required by applicable law in relation to overseas handling, including assessing providers and applying appropriate contractual and technical protections. We do not use this policy to obtain a blanket waiver of cross-border accountability. Contact us for applicable provider and location information, especially where your business has data-residency requirements. Any Australia-only residency commitment must be expressly agreed and must identify the services, support access and backups it covers.

10. Website forms, cookies and Help Centre records

Our enquiry form collects the details you enter and submission information, including the submission time and IP address. We use those details to respond and follow up about your request. The form uses Cloudflare Turnstile for bot protection and sends the enquiry by email. Do not use the enquiry form to send passwords, one-time codes, identity documents or health records.

The website uses a session cookie for functions such as form security and Help Centre administration. Google Fonts receives technical connection information when your browser requests hosted fonts. Help Centre search terms, timestamps and article feedback are stored on our server to help improve support. Avoid entering confidential or sensitive information into search.

Our Cookies & Website Technology Notice provides more detail. This version of the website does not add advertising pixels or a third-party visitor analytics platform.

11. Mobile apps, notifications and device permissions

When provided and enabled, mobile features may request camera, photo or file access to upload content, location access for a relevant feature, or notification permission. The information actually processed depends on the app build, enabled features and your device permissions. Browser or app-store permissions do not replace the organisation's responsibility to give lawful workplace notices.

Device permissions can generally be changed in your device settings, although this may limit a feature. Push notification content, if enabled, can appear on a locked screen or shared device. Email, SMS and push services use their delivery providers and networks; they are not a guarantee that only the intended person can see a notification.

This policy does not represent that all permission types, push notifications or continuous location tracking are currently enabled. Third-party app-store, mobile-wrapper and operating-system services have their own privacy arrangements.

12. Service messages and marketing choices

We may send messages needed to respond to your request or operate your account, including invitations, verification or recovery messages, billing information, important changes and security notices. Your organisation may separately send job-related communications using TradePilot.

Marketing is handled separately and only on an appropriate lawful basis. You can use the unsubscribe instructions in a marketing message or contact sales@tradepilot.com.au. We action marketing unsubscribe requests within five working days, or sooner where required. You do not need to create an account, sign in or pay us a fee to unsubscribe.

Submitting a demonstration enquiry is not blanket consent to unrelated ongoing marketing. Opting out of marketing does not necessarily stop genuine, necessary service messages. Promotional content cannot be relabelled as a service message to avoid applicable rules.

13. Security and incident response

We take reasonable technical and organisational steps appropriate to the information and risks to protect personal information from misuse, interference, loss and unauthorised access, modification or disclosure. This includes managing access and service security and responding to suspected incidents. No online service, device, authentication method, backup or file check eliminates every risk.

If we become aware of a personal information incident, we assess and contain it, investigate the circumstances, take appropriate remedial action and provide notifications required by law and our applicable data-processing agreement. Where the Australian Notifiable Data Breaches scheme applies, we notify the OAIC and affected individuals as soon as practicable when there are reasonable grounds to believe an eligible data breach has occurred, subject to applicable exceptions.

A suspected eligible breach must be assessed expeditiously, with all reasonable steps taken to complete the assessment within 30 calendar days. That assessment period is not permission to postpone notification after the notification threshold is met. Our processor-to-customer obligations may require notice even when statutory notification to individuals is not required.

Report suspected account compromise, malicious messages, malware or accidental disclosure promptly to sales@tradepilot.com.au, marked Security incident. Do not send live passwords, one-time codes or unnecessary copies of affected records. See Security & Data.

14. Retention, deletion, backups and exports

We keep personal information only for as long as reasonably needed for the purpose it was collected, our agreed services and legitimate legal requirements. Relevant factors include whether the workspace remains active, the organisation's lawful instructions, the record type, support or incident investigations, and applicable record-keeping or claims requirements. We review information that is no longer needed for destruction or effective de-identification.

Removing a user, archiving a record, uninstalling an app, ending a subscription and deleting a whole workspace are different actions. Historic job, financial or employment records may need to remain even when the person no longer has access. A customer's retention needs do not justify keeping every category of information indefinitely.

Deletion from active systems may not immediately remove a protected recovery copy. Retained backup copies must be restricted from ordinary use and removed through an appropriate retention cycle, subject to lawful preservation requirements. Where recovery restores information previously marked for deletion, the deletion must be reapplied where required. We do not promise immediate erasure of every historic backup.

The Terms of Service explain the post-termination export opportunity. Contact us to discuss available exports and a deletion request. We explain relevant timeframes, limitations and any lawful reason for retention rather than promising a fixed backup frequency or retention period that has not been agreed for the deployment.

15. Access, correction and other privacy requests

Contact sales@tradepilot.com.au to request access to or correction of personal information, or to raise deletion, consent or other privacy concerns. We may reasonably verify identity or authority without asking for more information than necessary. We respond within the period required by applicable law; for ordinary Australian privacy requests we aim to respond within 30 days and explain any reasonable delay.

There is no fee to make a request or request correction. Where an access charge is legally permitted, it must be reasonable and we explain it in advance. Rights may be subject to lawful exceptions, including protecting another person's privacy, legal retention or privilege. We explain a refusal or limitation and available complaint options where required.

For Customer Data controlled by an organisation, we may coordinate with or refer the request to that organisation, while meeting our own obligations. Access to another person's or a whole company's records requires appropriate authority. You can contact us even after your workspace access ends.

16. Apprentices and younger users

TradePilot is a business service, not a service directed at children. An organisation may invite a younger worker or apprentice for a legitimate work or training purpose. The organisation must assess authority, capacity, lawful workplace use and any guardian consent or notice that is required. Collect only information proportionate to that purpose and use particular care with identity, health and location information.

Contact us about information provided without appropriate authority or consent. A parent, guardian or employer is not automatically entitled to every record; applicable rights, the person's circumstances and appropriate authority must be considered.

17. Complaints and international rights

Send a privacy complaint to sales@tradepilot.com.au with enough detail for us to investigate, but without unnecessary sensitive attachments. We aim to acknowledge it within seven days and give a substantive response within 30 days. If more time is reasonably needed, we explain why and when to expect an update. These targets do not extend a legal deadline.

You may complain to the Office of the Australian Information Commissioner or another authority with jurisdiction. This policy does not prevent a complaint, protected disclosure or legal remedy.

Where European or other overseas privacy law applies, additional rights may include erasure, restriction, objection, portability, withdrawal of consent and protection concerning significant solely automated decisions. Which rights apply depends on the law and our role. Contact us for the information needed to exercise them. Australian jurisdiction wording in our Terms does not remove mandatory overseas rights.

18. Policy changes

We publish the current version and date on this page. Material changes will be brought to affected users' attention through an appropriate direct or in-product notice. A new purpose requiring consent will not be applied to existing information just because the website policy changed. Contract changes are dealt with separately in our Terms of Service.