Privacy Policy

1. About this Privacy Policy

TradePilot Pty Ltd, trading as TradePilot, is committed to protecting personal information and handling it responsibly. In this policy, “TradePilot”, “we”, “us” and “our” means TradePilot Pty Ltd. “You” means a visitor to our website, a customer, a prospective customer, an authorised user of our platform, or another person who interacts with us.

This policy explains what personal information we may collect, how we may use it, when we may disclose it, how we protect it, and how you can contact us about privacy matters.

2. What personal information we collect

The types of personal information we collect depend on how you interact with us. This may include:

• your name, business name, role or job title;
• email address, phone number and other contact details;
• information you submit through website forms, enquiries, support requests, demos or onboarding forms;
• account information, login details, user roles and platform permissions;
• business, job, project, client, site and workflow information entered into the TradePilot platform;
• timesheet, scheduling, job sheet, field work, photo, document, form, checklist, WHS, variation, progress claim and operational records entered into the platform;
• communications between you and TradePilot, including emails, calls, SMS messages and support interactions;
• billing, subscription, payment status and account administration information;
• technical information such as IP address, browser type, device information, operating system, pages visited, access times, referral URLs and general website usage information;
• any other information you choose to provide to us.

We generally do not seek to collect sensitive information unless it is necessary for a specific purpose, you have consented, or we are permitted or required by law to collect it. If you enter sensitive information into the platform, such as information contained in safety, incident, injury, compliance or workplace records, it should only be entered where you are authorised to do so.

3. How we collect personal information

We may collect personal information:

• directly from you when you contact us, complete a form, request a demo, create an account, use the platform, request support or communicate with us;
• from your employer, business, administrator, manager or another authorised user who sets up or manages your TradePilot access;
• through your use of the TradePilot website, platform and related services;
• from documents, forms, job records, timesheets, photos, files or communications uploaded or entered into the platform;
• from third party services that are connected to, integrated with, or used to support TradePilot, where permitted by law.

4. Why we collect, hold, use and disclose personal information

We may collect, hold, use and disclose personal information for purposes including:

• providing, operating, maintaining and improving the TradePilot website, platform and services;
• responding to enquiries, demo requests, support requests and customer communications;
• creating and managing user accounts, access permissions and subscriptions;
• helping customers manage jobs, staff, scheduling, job sheets, documents, forms, photos, compliance records, timesheets, variations, progress claims and related workflows;
• providing onboarding, training, technical support and account management;
• processing billing, administration and service notices;
• monitoring, maintaining and securing our systems;
• identifying and resolving errors, support issues, misuse, security issues or unauthorised access;
• improving our products, services, website, customer experience and internal operations;
• sending service updates, product information or marketing communications where permitted;
• meeting legal, regulatory, accounting, insurance, tax, dispute resolution or compliance obligations;
• protecting our rights, property, customers, users and systems.

5. Platform data and customer-controlled information

Where a business uses TradePilot for its own operations, that business may control the information entered by its administrators, staff, contractors or other authorised users. This may include job records, staff details, client/site information, photos, job files, forms, checklists, timesheets, variation records, progress claims and compliance information.

If your access to TradePilot is provided by your employer or another organisation, that organisation may be responsible for deciding what information is entered into TradePilot, who can access it, how long it is kept, and how it is used within that organisation.

6. Website forms, enquiries and demo requests

When you submit a form on our website, such as “Send us a message”, “Get Started” or “Book a Demo”, we collect the details you provide so we can respond to you. This may include your name, email address, phone number, company name and message.

We may use this information to contact you about your enquiry, provide information about TradePilot, arrange a demo, answer questions, or follow up on your request.

7. Cookies, analytics and website usage

Our website may use cookies, analytics tools and similar technologies to help operate the website, improve performance, understand how visitors use our pages, and protect against misuse or security issues.

You can usually adjust your browser settings to refuse or delete cookies. Some parts of our website or services may not work properly if cookies are disabled.

8. Direct marketing and communications

We may send you information about TradePilot, product updates, service notices, offers or other communications that may be relevant to you or your business. You can opt out of marketing communications at any time by using the unsubscribe link where available or by contacting us.

We may still send you non-marketing communications, such as account notices, service updates, security alerts, billing information and support messages.

9. Who we may disclose personal information to

We may disclose personal information to:

• our employees, contractors, officers, advisers and authorised representatives;
• the business, employer, account owner or administrator connected with your TradePilot account;
• service providers who help us operate our website, platform, hosting, email, communications, support, analytics, security, billing or business systems;
• professional advisers, insurers, accountants, lawyers and auditors;
• payment, subscription or billing providers where relevant;
• government, regulatory, law enforcement or dispute resolution bodies where required or permitted by law;
• another party where you have consented, or where disclosure is otherwise permitted by law.

We do not sell personal information.

10. Overseas disclosure and cloud services

TradePilot may use cloud hosting, software, communications, analytics, security, support and other service providers. Some providers may store or process information outside Australia, or may have support personnel or infrastructure located overseas.

Where we use third party providers, we take reasonable steps to select appropriate providers and protect personal information in accordance with applicable privacy obligations.

11. Security of personal information

We take reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification or disclosure. These steps may include access controls, authentication, role-based permissions, encryption where appropriate, logging, backups, security monitoring and internal procedures.

No system or internet transmission is completely secure. Users should keep login details confidential, use strong passwords, restrict access to authorised users, and notify us promptly if they suspect unauthorised access or a security issue.

12. Retention of personal information

We keep personal information for as long as needed for the purposes described in this policy, including to provide services, maintain records, resolve disputes, meet legal obligations, support customers and protect our legitimate interests.

Where information is no longer required, we may delete, de-identify or securely archive it, subject to legal, contractual, backup and operational requirements.

13. Accessing and correcting personal information

You may request access to personal information we hold about you, or ask us to correct information you believe is inaccurate, incomplete or out of date.

If your TradePilot access is managed by your employer or another organisation, we may direct you to that organisation where it is more appropriate for them to handle your request.

We may need to verify your identity before responding. In some cases, we may refuse access or correction where permitted by law, and we will explain why where appropriate.

14. Privacy complaints

If you have a concern or complaint about how we handle personal information, please contact us using the details below. Please include enough information for us to understand and investigate your concern.

We will review your complaint and respond within a reasonable time. If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner at oaic.gov.au.

15. Third party websites and integrations

Our website or platform may contain links to third party websites, services or integrations. We are not responsible for the privacy practices, security or content of third parties. You should review the privacy policies and terms of any third party services you use.

16. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our business, services, technology, legal obligations or privacy practices. The updated version will be published on this page with the latest updated date.

17. Contact us

If you have any questions about this Privacy Policy, or if you wish to request access to or correction of personal information, contact us: