Privacy Policy

TradeFlow (“TradeFlow”, “the platform”, “we”, “us”) provides job, scheduling, timesheet and invoicing software to trade and field-service businesses. This Privacy Policy explains what personal information we collect, why we collect it, how we use and protect it, and the choices and rights you have. We handle personal information in accordance with the Australian Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

TradeFlow is used by independent trade businesses to run their operations. When a business uses TradeFlow to manage its own customers and staff, that business is responsible for the personal information it enters and is a separate data controller. We act as the platform that stores and processes that information on the business’s behalf, and also collect some information directly for operating and securing the service.

1. Information we collect

Account & profile information

• Name, email address, phone number and password (stored only as a secure hash).
• Your role within a business (for example owner, office staff or technician) and related permissions.
• Business details such as trading name, ABN, address and contact details.

Customer & job information

• Customer contact details, site addresses, job notes, quotes, invoices and payment status entered by a business using the platform.
• Photos, documents and checklist records uploaded against a job.
• Messages and enquiries submitted through customer portals or public intake forms.

Technician location information

Where a business enables location features, TradeFlow records the location of staff members while they are clocked on to a shift or job. This is described in more detail in section 4 below. Location is not collected when a staff member is off shift.

Technical & usage information

• Device, browser and operating-system details, and IP address.
• Log data such as sign-in events, pages accessed and actions taken, used for security and troubleshooting.
• Cookies and similar technologies used to keep you signed in and remember preferences.

2. Why we collect and use information

We collect and use personal information only for purposes connected with running the service, including to:

• Create and manage accounts and authenticate users.
• Schedule jobs, assign work, track time and produce timesheets and payroll figures.
• Prepare and send quotes and invoices, and record payments.
• Enable communication between a business, its staff and its customers.
• Verify attendance and work performed at job sites, and support workplace safety.
• Maintain the security and integrity of the platform and investigate misuse.
• Comply with legal, tax and record-keeping obligations.

3. Cookies and analytics

We use essential cookies to keep you securely signed in and to remember settings. We may use limited, privacy-respecting analytics to understand how the service is used and to improve it. We do not sell personal information and we do not use it for third-party advertising.

4. Location tracking — how it works

TradeFlow includes optional location features that help businesses confirm attendance, keep timesheets accurate and support the safety of lone or mobile workers.

• Only while on shift. A staff member’s location is recorded only while they are clocked on to a shift or job. It stops when they clock off.
• Why. To verify attendance at a job site, improve the accuracy of recorded work time, and assist with worker safety.
• Transparency. Staff are shown a clear notice in the app and must acknowledge it before location features apply to them.
• Who can see it. Location records are visible only to authorised staff (such as the business owner and office administrators) within that business.
• Control. Location data is collected through your device. You can disable location permission at the device or browser level at any time, although doing so may reduce timesheet accuracy.

Where applicable, businesses using these features are responsible for meeting their obligations to employees under workplace surveillance and privacy laws in their state or territory.

5. Disclosure of information

We disclose personal information only as needed to operate the service:

• To the business that holds the account, and its authorised staff, according to their roles.
• To service providers who help us run the platform (such as secure cloud hosting, file storage, email delivery and accounting integrations), under confidentiality obligations.
• Where required by law, or to protect the rights, safety or property of users or the public.

We do not sell personal information to third parties.

6. Data storage and security

Personal information is stored on secure, access-controlled cloud infrastructure. Passwords are stored only as cryptographic hashes. Access to data is restricted by role, and connections are encrypted in transit. While no online service can guarantee absolute security, we take reasonable steps to protect information from misuse, interference, loss and unauthorised access, modification or disclosure.

7. Data retention

We keep personal information only for as long as it is needed for the purposes above or to meet legal, tax and record-keeping obligations. Some records — such as invoices and time records — must be retained for a minimum period under Australian law. Location history is retained according to the retention period configured by the business and is then removed or anonymised. When information is no longer required, we take reasonable steps to delete or de-identify it.

8. Accessing and correcting your information

Under the Australian Privacy Principles you may request access to the personal information we hold about you and ask us to correct it if it is inaccurate. Much of your information can be viewed and updated directly in the app. For other requests, contact us using the details below, or contact the business that holds your account where the information was entered by that business.

9. Deleting your account and data

You can request deletion of your account from within the app, or by contacting us. When you delete your account we remove or anonymise your personal information. Certain records that we are legally required to retain (for example financial records, and time and pay records) are kept for the required period in a de-identified form where possible, and are not used for any other purpose.

10. Children

TradeFlow is intended for use by businesses and their staff and customers. It is not directed at children, and we do not knowingly collect personal information from children.

11. Changes to this policy

We may update this Privacy Policy from time to time. When we make material changes we will update the “Last updated” date above and, where appropriate, notify users within the app.

12. Contact us & complaints

If you have a question, an access or correction request, or a privacy complaint, you can contact us at [email protected]. We will respond within a reasonable time. If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au.