ABOUT THIS POLICY

TRAiDMIN Pty Ltd (ACN 689 589 286) (TRAiDMIN, we, us, or our) operates an AI-enabled quoting platform for licensed trades businesses, available as a web application and mobile applications (Platform).

This Privacy Policy explains how we collect, use, disclose, and protect personal information in connection with the Platform.

, We are committed to handling your personal information in accordance with the Australian Privacy Principles contained in the Privacy Act 1988 (Cth) (Privacy Act).

In this policy, 'you' or 'your' refers (as applicable) to users of the Platform, including account holders and their team members, as well as anyone else who provides personal information to us or whose personal information we collect (such as contractors, suppliers, job applicants, and website visitors). Where we say 'your customers', we mean the end-customers whose information you enter into the Platform.

WHO THIS POLICY COVERS

This Privacy Policy applies to personal information we collect in connection with the Platform and our business. It covers the following categories of personal information:

• Tradies(you): We collect your personal and business information directly when you sign up and use the Platform. We are the data controller for this information, which means if you want to access or delete your data, you deal with us directly.

• Your customers: When you enter your customers' details into the Platform (for example, to generate and send quotes), we process that information on your behalf. You are the data controller for your customers' data, and we act as the data processor. Your customers should contact you in the first instance with any questions about their data

• Other individuals:  We may also collect personal information from other people who interact with us, including contractors, suppliers, job applicants and visitors to our website. We handle this information in accordance with this Privacy Policy.

This Privacy Policy does not apply to employee records that are directly related to a current or former employment relationship with us, which are exempt under the Privacy Act.

WHAT INFORMATION WE COLLECT

Information about you(tradies)

When you create an account and use the Platform, we collect the following:

‍Information about your customers

When you use the Platform to generate quotes and manage jobs, you may enter personal information about your customers, including:

•       Name

•      Address

•       Phone number

•       Email address

•       Additional site addresses (for example, if a customer owns or manages other properties)

You are responsible for ensuring you have obtained any necessary consents from your customers before entering their personal information into the Platform.

Information about other individuals

If you interact with us outside the Platform (for example, as a contractor, supplier, job applicant, or website visitor), we may collect personal information that is relevant to our interaction with you. This may include your name, contact details, and any other information you provide to us or that we reasonably need for the purpose of our engagement with you. If you are a job applicant, this may also include your work history, qualifications and referee details.

Information we do not collect

We do not collect sensitive information as defined under the Privacy Act (such as health, biometric, religious or criminal record information). We do not collect or store payment card details. All payment processing is handled by our third-party payment processors.

HOW WE COLLECT YOUR INFORMATION

We collect personal information in the following ways:

Directly from you

We collect information directly from you when you create an account, set up your business profile, enter job details and customer information, use AI-assisted features (including voice and text input), upload images, or contact us for support.

Automatically

We automatically collect certain information when you use the Platform, including device and browser information, IP address, and usage data. We collect this information through cookies and similar technologies, server logs, and analytics tools.

HOW AND WHY WE USE YOUR INFORMATION

We only use your personal information where it is reasonably necessary for our functions or activities. In particular, we use your personal information to:

•       Provide the Platform: Creating and managing your account, generating AI-assisted quotes, processing material and labour allocations, sending quotes and communications to your customers on your behalf, and facilitating integrations with third-party services such as Xero.

•       Process payments: Facilitating subscription payments through our payment processors.

•       Personalise your experience: The Platform may learn terminology and language preferences specific to your trade to improve the accuracy of AI-generated content within your account. This personalisation is confined to your account and is not shared with other users or used to train general-purpose AI models.

•       Keep you informed: Sending you account notifications, usage alerts, platform updates and feature announcements.

•       Share relevant updates: With your consent, we may send you marketing communications about our products and services. You can opt out at any time by following the unsubscribe link in any marketing email or adjusting your preferences in your account settings.

•       Improve the Platform: Analysing how the Platform is used to fix issues, develop new features and improve the user experience. Where possible, we use de-identified or aggregated data for this purpose.

•       Meet our obligations: Complying with our legal obligations, enforcing our terms, detecting fraud, and protecting the security and integrity of the Platform.

AI & YOUR DATA

Processing by AI

The Platform uses artificial intelligence models provided by third-party providers to assist with quote generation, material identification, copy writing and image visualisation. When you use these features, information you provide (including job requirements and, in some cases, customer names and addresses communicated via voice or text input) may be processed by our AI providers.

Training

We do not use your data to train general-purpose AI models. The Platform may use your data to personalise your experience within your own account, for example, by learning terminology specific to your trade. Any personalisation is confined to your account and is not shared with other users.

No automated decision-making on pricing

The Platform does not make pricing decisions. AI assists with identifying materials and allocating line items based on job requirements you describe, but the cost of each line item is controlled by you in your settings. You review and approve all quotes before they are sent to your customers.

WHO WE SHARE YOUR INFORMATION WITH

We do not sell your personal information. We share personal information only as necessary to provide the Platform and as described below.

•       Your customers: When you send a quote through the Platform, your business details (including company name, ABN, contact number, email and address) are included in the customer-facing quote. Your customers receive automated emails from thePlatform on your behalf, including quotes, one-time passwords, confirmations, and reminders.

•       Service providers: We share your personal information with service providers who help us operate the Platform, including AI providers (currently OpenAI and Anthropic) who power AI-assisted features, Xero for invoice generation, Stripe and RevenueCat for payment processing via the web application, Apple and Google for in-app purchases,Twilio for sending emails on your behalf, Google Cloud for hosting and datastorage, Attio for nurture tracking and automated communication and PostHog for analytics to help us understand Platform usage.

•       Other parties: We may disclose your personal information to anyone else with your consent, to comply with legal obligations, to protect our rights or safety, in connection with a business sale, merger or restructure, or to our professional advisers(such as lawyers and accountants).

Our third-party serviceproviders are only permitted to process personal information in accordance with our instructions and for the purposes of providing their services to us.

COOKIES

Cookies are small files storedon your device that help us improve your experience on our Platform. They allow us to remember your preferences, analyse how the Platform is used, and support user testing and product development.

We may use third-party analytics tools (such as Google Analytics) that collect aggregated and de-identified data about how users interact with the Platform.

You can adjust your browser settings to control or disable cookies, but this may affect your ability to use some Platform features.

STORAGE AND SECURITY

We take reasonable steps to protect your personal information, including:

•       Encryption of data at rest and in transit

•       Database-level encryption

•       Access controls and authentication measures

•       Monitoring our systems for unauthorised access

No online service is completely secure, so we encourage you to keep your login details safe and contact us immediately if you suspect any security issues.

Data hosting

Your data is hosted on Google Cloud infrastructure located in Sydney, Australia.

Overseas recipients

Some of our service providers store or process data outside Australia, including in the United States. In particular, our AI providers (OpenAI and Anthropic) and certain other service providers may process data on servers located overseas. When we share information with overseas recipients, we take reasonable steps to ensure that they do not breach the Australian Privacy Principles, including through contractual arrangements where appropriate.

Data breaches

If we become aware of a data breach involving personal information held on the Platform, we will:

•       take reasonable steps to contain the breach

•       notify you as soon as practicable after becoming aware of it

•       comply with our obligations under the Privacy Act, including the Notifiable Data Breaches scheme where applicable

If you become aware of any unauthorised access to data held on or through the Platform, please let us know immediately at support@traidmin.com.

HOW LONG WE KEEP YOUR INFORMATION

We keep your personal information for as long as your account is active and as reasonably necessary to provide the Platform to you, and to comply with our legal obligations. When we no longer need to keep your personal information, we’ll take reasonable steps to securely destroy or de-identify it.

If you cancel your subscription, your account and data will be archived. Your data will be restored if you reactivate your account by subscribing to a paid plan.

You can delete your data at any time through the Platform by using the delete function in your account settings.

RETAINED DATA

Following cancellation of your account on the Platform, we may retain de-identified and aggregated data relating to the scope of work performed at particular locations (Job Record Data). We apply a de-identification standard that ensures you or your customers cannot be reasonably identified. Job Record Data will not include pricing, quote amounts or information that identifies you or your customers. This data is used for our legitimate business purposes, including to improve the Platform and develop future services.

YOUR PRIVACY RIGHTS

Under the Privacy Act, you have the right to:

•       Access: You can request access to the personal information we hold about you by contacting our Privacy Officer.

•       Correction: You can update your account and business information directly through the Platform, or contact us to request a correction.

•       Deletion: You can delete your data at any time using the delete function in your account settings.

Since we process your customers’ data on your behalf, your customers should contact you directly in the first instance to access, correct or delete their personal information. If a customer contacts us directly, we will refer them to you.

CHANGES TO THIS POLICY

We may update this Privacy Policy from time to time by publishing the updated version on the Platform. We will notify you of material changes by email or through the Platform. Your continued use of the Platform after the updated policy takes effect constitutes your acceptance of the changes.

CONTACT US

We’re here to help with any privacy questions or concerns.

Privacy Officer
TRAiDMIN Pty Ltd
Email: support@traidmin.com

We will usually acknowledge your complaint within a week, and in most cases respond within 30 days. If the matter is more complex or our investigation may take longer, we’ll let you know.

If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC) by phone on 1300 363 992 or by using the contact details on the OAIC website at www.oaic.gov.au.