Effective Date: 26 September 2026
Business: Tradie AutoPilot Pty Ltd
Contact: support@tradieautopilot.com.au
1. Information We Collect
1.1 Account Information
When you register, we collect your name, email address, and business details (business name, ABN, phone number, state). This information is used to create and manage your account.
1.2 Business Data
We store the business data you create within the app, including:
- Quotes, invoices, and job records
- Client contact details you enter
- Expense records and receipts
- Inventory and asset records
- Timesheet and payroll records
- Vehicle logbook entries
- SWMS (Safe Work Method Statements) and compliance documents
1.3 ✨ Real-Time Location Data (Live Tracking)
When you explicitly activate the "On My Way" feature, the app collects your device's GPS location (latitude, longitude, speed, and heading) and transmits it in real time to our secure Firebase servers.
Important details about location data:
- Location tracking is only active when you manually tap "On My Way" on a job card. It is never collected passively in the background.
- Tracking automatically stops when you move a job out of the "En Route" status on the Kanban board (e.g., to "In Progress" or "Completed").
- Your live location is made accessible (read-only) to the client linked to that specific job via a private, token-secured URL that was sent to them by SMS.
- Your live location is also visible to authenticated admin users of your Tradie AutoPilot account (e.g., your business owner or office manager) via the Schedule Map view.
- Location data is stored temporarily in Firestore and is flagged as inactive (
isTracking: false) once tracking stops. We do not retain historical GPS tracks. - You may revoke location permission at any time via your device's OS settings. Doing so will prevent the On My Way feature from functioning.
1.4 ✨ Voice Input Data
When you use the Voice Typing feature, your speech is transmitted to the Google Cloud Speech-to-Text API for transcription. We do not store audio recordings. Only the resulting transcribed text is retained within your job or document. You may also speak directly into any voice-enabled input — the audio is processed momentarily and discarded.
1.5 Usage and Device Data
We automatically collect standard usage analytics including:
- Device type and operating system
- App version
- Feature usage patterns (anonymised)
- Crash reports and error logs
1.6 Payment Data
Subscription payments are processed by Stripe. We do not store your card details. Stripe's privacy policy applies to payment data: stripe.com/au/privacy.
2. How We Use Your Information
| Purpose | Legal Basis | | Providing the core app service | Contractual necessity | | AI-powered document generation (via Gemini API) | Contractual necessity | | ✨ Live location sharing with your client during active jobs | Your explicit consent (On My Way action) | | ✨ Voice transcription for form input | Your explicit consent (microphone permission) | | Sending client SMS notifications (via Twilio) | Your instruction | | Processing subscription payments (Stripe) | Contractual necessity | | Improving the app and fixing bugs | Legitimate interest | | Responding to support requests | Legitimate interest |
3. AI and Gemini API
Tradie AutoPilot uses Google's Gemini AI models to generate quotes, invoices, SWMS, marketing copy, and other documents on your behalf.
- The content of your jobs and business details are sent to Google's Gemini API to produce AI-generated output.
- We use Google's Vertex AI / Google Cloud platform. Google's data processing agreement applies.
- Starting October 15, 2026, Google Cloud will enable Durable Caching for Gemini 3.x models by default. This may cause previously processed context to be reused for efficiency. No sensitive personal data is intentionally cached; however, you should be aware of this infrastructure change.
- AI-generated documents are suggestions only. You are responsible for reviewing accuracy before sending them to clients.
4. ✨ Third-Party Services
| Service | Purpose | Privacy Policy | | Google Firebase | Authentication, database, hosting | firebase.google.com/support/privacy | | Google Gemini / Vertex AI | AI document generation | cloud.google.com/terms/data-processing-addendum | | Google Maps Platform | Location mapping, ETA calculation | policies.google.com/privacy | | ✨ Google Cloud Speech-to-Text | Voice input transcription | cloud.google.com/terms/data-processing-addendum | | Stripe | Subscription billing | stripe.com/au/privacy | | Twilio | SMS notifications to clients | twilio.com/legal/privacy |
5. Data Storage and Security
- All data is stored on Google Firebase (Sydney, Australia region where available).
- Data is encrypted in transit (TLS) and at rest.
- Access to your data is restricted by Firebase Security Rules — only you (and users you authorise) can access your business data.
- ✨ Live location data is secured by Firebase App Check (reCAPTCHA Enterprise). Client-facing ETA tracking links are secured by unguessable UUID tokens.
6. Data Retention
- Account data: Retained for the life of your account plus 30 days after cancellation.
- Invoices and job records: Retained for 7 years (Australian tax record requirements).
- ✨ Live location data: Not retained. Marked inactive immediately when tracking stops.
- ✨ Voice transcriptions: Only the resulting text is retained as part of your job record.
- Crash logs: Retained for 90 days.
7. Your Rights (Australian Privacy Act 1988)
You have the right to:
- Access the personal data we hold about you
- Correct inaccurate data
- Request deletion of your account and associated data
- Withdraw consent for location and microphone access (via device settings)
- Opt out of non-essential communications
To exercise these rights, contact: support@tradieautopilot.com.au
8. Children's Privacy
Tradie AutoPilot is intended for use by Australian tradespeople and business owners aged 18 and over. We do not knowingly collect data from minors.
9. Changes to This Policy
We will notify you of material changes to this policy via in-app notification or email. Continued use of the app after changes constitutes acceptance.