Privacy Policy

Tradie Mate ("we", "us", "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, store and share personal information when you use our platform. It is designed to align with the Australian Privacy Act 1988 (including the Australian Privacy Principles) and to be readable in plain English.

If you have any questions about this policy, please contact us using the details at the bottom of this page.

Account & profile information

When you sign up, we collect your name, email address, business name, Australian Business Number (ABN) and trade category (e.g. electrician, plumber, HVAC). This helps us personalise your quotes and ensure they are ABN-compliant.

Customer contact details

You may store your customers' names, phone numbers, email addresses and physical addresses so we can generate customer-facing quotes and invoices. We treat this information as confidential and do not use it for any purpose other than providing the service to you.

Voice recordings & transcripts

When you record a voice note, the audio is sent to our AI transcription partner to convert speech to text. The audio file itself is temporarily stored for processing and then deleted within 30 days. The transcript is retained as part of your job record so you can review, edit and generate quotes from it.

AI-generated quotes, invoices & documents

We store the quotes, invoices, line items, pricing and exclusions generated by our AI so you can view, edit, send and track them over time. This includes PDF exports and payment link records.

Uploaded files

You may upload photos, receipts or other documents related to a job. These are stored in encrypted cloud storage and linked to your account.

Payment information

Tradie Mate does not store your payment card details. All payment processing is handled securely by Stripe, a PCI-DSS Level 1 certified provider. We receive confirmation that a payment has succeeded or failed, along with a transaction reference, but we never see or store your card number, CVV or expiry date.

We use the information we collect to:

• Provide, operate and improve the Tradie Mate platform
• Transcribe voice notes into job summaries, quotes and invoices
• Send quotes, invoices and follow-up messages to your customers on your behalf
• Generate payment links and track payment status
• Send you essential service notifications (e.g. quote sent, payment received)
• Prevent fraud, abuse and security incidents
• Comply with legal obligations and respond to lawful requests

We do not sell your personal information. We do not use your customer contact lists for marketing or share them with third parties for their own purposes.

Tradie Mate uses artificial intelligence to transcribe voice recordings, extract job details and generate quotes and invoices. This processing happens through secure API calls to OpenAI.

Important: AI-generated quotes, invoices and follow-up messages are produced automatically based on your voice input. They may contain errors, omissions or inaccuracies. You must review every AI-generated output before sending it to a customer. Tradie Mate is a tool to assist you, not replace your professional judgment.

We do not use your data to train OpenAI's general models. Your voice transcripts and job details are processed for the sole purpose of delivering the service to you.

We rely on carefully selected third-party services to run Tradie Mate:

• SupabaseDatabase, authentication & file storage

  Stores your account data, job records and uploaded files in secure Australian-hosted cloud infrastructure.

• OpenAIAI transcription & quote generation

  Processes voice transcripts and generates quote and invoice content via encrypted API.

• StripePayment processing

  Handles all card payments, direct debits and refunds. PCI-DSS Level 1 certified. Tradie Mate does not store card data.

• TwilioSMS & voice communications

  Delivers SMS notifications and voice reminders to your customers when you choose to use those features.

• ResendEmail delivery

  Sends quote and invoice emails, as well as follow-up messages, to your customers on your behalf.

Each of these providers is bound by their own privacy and security commitments. We only share the minimum data necessary for them to perform their specific function.

We take security seriously. Our platform is built on the following practices:

• All data is encrypted in transit (TLS 1.2+) and at rest (AES-256)
• Access to production systems is strictly limited and logged
• We conduct regular security reviews and dependency audits
• User accounts are protected by strong authentication (email + password, with optional Google sign-in)
• Database access is controlled by Row-Level Security (RLS) policies — users can only access their own data

No system is perfectly secure. If we discover a breach that affects your personal information, we will notify you as soon as practicable and in accordance with the Notifiable Data Breaches scheme under the Privacy Act.

We use essential cookies to keep you logged in and maintain your session. These are strictly necessary for the platform to function and cannot be disabled.

We may use basic analytics cookies to understand how visitors use our marketing website (not the app dashboard). This helps us improve our content and layout. You can block analytics cookies in your browser without affecting core functionality.

We do not use cookies for cross-site tracking, retargeting advertising or profiling.

Under Australian privacy law and applicable data protection regulations, you have the right to:

• Access the personal information we hold about you
• Request correction of inaccurate or out-of-date information
• Request deletion of your personal data (see Account Deletion below)
• Complain to the Office of the Australian Information Commissioner (OAIC) if you believe we have mishandled your data

To exercise any of these rights, contact us using the details at the bottom of this page. We will respond within 30 days.

We retain your account and job data for as long as your account is active. This allows you to view historical quotes, invoices and customer records.

If you cancel your subscription or close your account, we will retain your data for 90 days in case you wish to reactivate. After that period, we permanently delete your personal information, job records and uploaded files from our live systems.

Some data may remain in encrypted backups for up to 12 months after deletion, but it is not accessible for live use and is progressively purged.

You can request account deletion at any time by emailing us at the address below. Deletion removes:

• Your profile and account credentials
• All jobs, quotes and invoices
• Customer contact lists
• Uploaded files and voice recordings

Once deleted, this information cannot be recovered. We will confirm deletion via email within 7 business days.

If you have questions about this Privacy Policy, want to exercise your rights, or need to report a privacy concern, please contact us:

For formal complaints, you may also contact the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au.

We may update this Privacy Policy from time to time to reflect new features, legal requirements or operational changes. If we make material changes, we will notify you via email or an in-app notice at least 14 days before they take effect.

Your continued use of Tradie Mate after the effective date of any changes constitutes acceptance of the updated policy.