Tradie AutoPilot (ABN: 56 699 733 152 | ACN: 699 733 152) ("we", "us", or "our") respects your privacy and is committed to protecting your personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). This policy explains how we handle your data when you use our website, application, or software suite.
1. Information We Collect
To provide our comprehensive business automation suite, we collect and process several types of data:
a. Account & Identity Data
When you register, we collect your Name, Business Name, ABN/ACN, Trade Licences, Email address, Phone number, and specific business settings (such as hourly rates and default terms of trade).
b. CRM & Client Data (Third-Party Data)
By using Tradie AutoPilot, you may upload data regarding your own clients (including their names, addresses, phone numbers, emails, and job notes). We process this data solely to provide the service (e.g., generating invoices, drafting SMS reminders, abandoning quote follow-ups, and delivering communications via Resend or Twilio).
c. Media, Voice & Operational Data
We collect and process audio recordings (e.g., Ambient AI Debriefs, Voice-to-Task delegation), voice samples (for generating synthetic voice models), images (receipts, site photos, competitor quotes, blueprints), videos (Snag Lists), and electronic signatures uploaded or generated within the platform. We also process massive supplier pricing catalogues uploaded by you to construct your local inventory databases.
d. Financial & Open Banking Data
We do not store credit card details locally. Subscription and invoice payments are securely handled by Stripe. If you opt to connect your bank via our Open Banking partner (Basiq) or your accounting software (Xero), we receive read-only transaction data and authentication tokens to facilitate automated reconciliation.
e. Telecommunications, Radar & Portal Metadata
We collect metadata related to communications sent via "Ghost Admin" (SMS delivery logs, call durations, and caller IDs). Our "Radar" system actively tracks email deliveries, opens, clicks, and bounces via Resend webhooks. When your clients interact with the "Client Portal" to electronically sign documents, view quotes, or pay invoices, we collect standard telemetry data, including IP addresses, device types, and interaction timestamps for legal audit trailing, fraud prevention, and contract enforcement.
f. Location Data
If enabled in your settings, our application may request access to your device's GPS background location to provide Geo-Fenced Auto-Timesheet functionality (automatically starting/stopping timers based on proximity to job sites).
g. Biometric & Sensor Data
We use WebAuthn Passkeys to enable secure, passwordless authentication. This means your device handles the biometric verification (e.g., FaceID, TouchID, or Windows Hello) locally. We do not collect, transmit, or store your raw biometric data on our servers. We also access local device hardware sensors (such as the accelerometer and gyroscope) to power tools like the Digital Bubble Level. This sensor data is processed entirely on your device in real-time and is never stored or transmitted to our servers.
2. How We Use Your Data
We use the collected information strictly for the following purposes:
- Service Delivery: To generate documents, estimates, Safe Work Method Statements (SWMS), and manage automated client communications via SMS, synthetic voice calls, and Email.
- AI & Synthetic Media Processing: To transcribe audio, analyse site photos, extract data from massive PDF supplier catalogues using Google Cloud Document AI, clone voice profiles for automated dispatch (via tools like ElevenLabs), and draft legally mediated communications using Large Language Models (Google Gemini). By using the platform, you grant TRADIE AUTOPILOT PTY LTD irrevocable consent to process your data (and your clients' data) through these AI sub-processors. Your private business data is never used to train public AI models.
- Financial Automation & Legal Enforcement: To reconcile bank feeds, enforce late fees, calculate tax liabilities, sync with external accounting ledgers, and securely capture legally binding electronic signatures and audit trails from your clients via the Client Portal.
- App Improvement & Security: To troubleshoot issues, monitor app performance, manage session states securely, process read-receipts via Radar, and prevent fraudulent activity across the Tradie interface and Client Portal.
3. Third-Party Integrations & Overseas Disclosure
Tradie AutoPilot is a cloud-based software that relies on secure third-party infrastructure. By using the service, you consent to the processing of your data by the following sub-processors, some of which may utilise servers located outside of Australia (such as the United States):
- Google Cloud & Firebase: For secure database hosting, authentication, file storage, serverless functions, and Document AI processing (Sydney region preferred where available).
- Google Gemini: For Artificial Intelligence processing, image analysis, and voice-to-text translation.
- ElevenLabs & Twilio: For advanced voice cloning, synthetic media generation, and telephony/SMS routing.
- Stripe: For processing subscription payments and facilitating your client's invoice payments securely.
- Basiq & Xero: For secure Open Banking connections and accounting ledger synchronisation.
- Resend: For the automated dispatch of invoices, reminders, and Letters of Demand via email.
- OpenStreetMap: For non-identifiable geocoding and address validation.
We ensure our partners are reputable and adhere to global privacy standards, though cross-border disclosures are made under your consent in accordance with APP 8.1.
Law Enforcement & Subpoenas: TRADIE AUTOPILOT PTY LTD will fully comply with lawful subpoenas, warrants, or orders issued by Australian law enforcement, courts, or regulators (including the ATO, SafeWork, or Fair Work Ombudsman). We bear no liability to you for disclosing your data to authorities under a valid legal order.
4. Cookies and Tracking Technologies
We use cookies, local storage, and similar tracking technologies to maintain your session securely, remember your preferences, and track application performance. While you may configure your browser to reject cookies, doing so will severely impede the core functionality and security mechanisms of the Tradie AutoPilot platform.
5. Data Retention & Compliance Vault
We retain your data for as long as your subscription is active, or as needed to provide you with the services. Documents securely uploaded to the "Compliance Vault" or "Safety Engine" are retained based on your directives. If you cancel your subscription, we will retain your data for a limited grace period to allow for reactivation, after which it will be securely deleted or irreversibly de-identified, except where retention is strictly required by law (e.g., ATO taxation records and financial ledgers).
6. Data Security & Notifiable Data Breaches
We implement industry-standard security measures, including Firebase Authentication, secure tokens, encrypted cloud storage, and strict role-based access controls, to protect your information. In the unlikely event of a data breach that is likely to result in serious harm, we will comply with the Notifiable Data Breaches (NDB) scheme under the Privacy Act and notify you and the Office of the Australian Information Commissioner (OAIC) accordingly. To the maximum extent permitted by law, TRADIE AUTOPILOT PTY LTD explicitly limits its liability for damages arising from third-party data breaches or cyber-attacks to the subscription fees you have paid in the preceding three (3) months.
7. User Obligations Regarding Client Data
As a user of Tradie AutoPilot, you act as the "Data Controller" for the personal information of your clients that you input into our CRM, while we act as the "Data Processor." You warrant that you have obtained the necessary consents from your clients to enter their names, phone numbers, emails, property addresses, and property images into our system for the purpose of receiving automated SMS/voice communications, quotes, and services.
8. Access, Correction, & Deletion
Under the APPs, you have the right to access the personal information we hold about you and request corrections if it is inaccurate. You may also request the complete deletion of your account and associated data (including CRM records, invoices, and stored media) at any time through the "Danger Zone" module in the App settings or by contacting us.
10. Jurisdictional Scope (Australian Users Only)
TRADIE AUTOPILOT PTY LTD provides its services exclusively to businesses operating within Australia. We do not actively market to, nor are we subject to the jurisdiction of, the European Union (GDPR), the United Kingdom (UK GDPR), or the State of California (CCPA). By using our services, you warrant that you are an Australian entity and agree that Australian privacy law exclusively governs our handling of your data.
11. Contact Us
If you have questions about this policy, wish to access your data, or want to lodge a privacy complaint, please contact us. We will respond to all enquiries within a reasonable timeframe (usually 14 days).
Email: mark@tradieautopilot.com.au
Location: PO Box 214, South Grafton, NSW, 2460, Australia