Privacy Policy

Tradietool turns a voice note or typed job description into a draft Safe Work Method Statement (SWMS). This policy explains what personal information we handle, why, who we share it with, and what you can do about it.

1. About this policy

We have chosen to handle personal information in line with the Australian Privacy Principles (APPs) in the Privacy Act 1988 (Cth).

This policy covers:

• businesses and people who use Tradietool;
• workers who sign on to a SWMS through a link or QR code;
• PCBU approvers and principal contractors who approve or accept a SWMS through an emailed link;
• anyone named in a SWMS, such as supervisors, first-aid officers and crew members;
• people who join our waitlist, or send us feedback from our website without an account.

This policy is free to read on our website. If you need it in another format, such as printed, email us.

2. What we collect

Your account

• Your name, email address and password. Your password is stored hashed by our sign-in provider (Supabase), so it is never kept in plain text.
• If you choose Sign in with Google (where offered), the name, email address, profile picture and account ID that Google sends us.
• Set-up details: phone number, state, main trade, business name and ABN.
• Company details for your SWMS header, if you add them: company name, ABN, business address, phone, email, logo, and your WHS officer's name and phone.
• Your beta access status (pending, approved or declined) and when it changed.
• Which version of our Terms of Use and Privacy Policy you accepted, and when.

Your jobs and SWMS

• Voice notes you record or upload. A recording can also pick up other people's voices or names.
• While you record, a live preview of your words made by your browser's own speech recognition, which may send the audio to your browser maker (see section 6). The preview is only shown on your screen. We don't save it.
• Transcripts of your voice notes, and job descriptions you type or paste.
• Upload details: file name, size and type.
• What goes into a SWMS: the site address or work location, the PCBU or company name, the principal contractor, the supervisor and first-aid officer, workers' names, roles, licence numbers and phone numbers, emergency details, and the workers consulted.
• The SWMS PDFs we produce, including signatures and earlier versions.
• Consultation records you add: workers' names, date, method and notes.
• The results of our automated quality checks on each SWMS. These can quote parts of the SWMS.

Signatures, approvals and sign-ons

• Workers who sign on through a link or QR code: name, role, drawn signature, and the date and time.
• Workers who sign on your device: name, role and drawn signature.
• PCBU approvers: the name and email address you give us, and the approver's decision, notes and drawn signature.
• Principal contractors: the email address you give us, and the name, email address and drawn signature they enter when they accept.
• Worker acknowledgements and daily site confirmations, if they are recorded through our system: who recorded them and when, the worker's name and signature, whether site conditions changed and any description of the change, and any device or location details sent with them.

For each of these, technical details such as the browser and network (IP) address used may be recorded in our records and server logs.

Feedback

• Ratings and messages you send us, the page you were on, the SWMS involved and your browser details.

Waitlist and website feedback

• Waitlist: your name and email address, the trade and state you pick and why you joined; if you add them, your mobile number, business name and a message; and where your visit started (the first page, the site that sent you and any campaign tags in the link).
• Feedback from our website without an account: your answers, your email address if you give it, the page you were on and your browser details.
• We use your network (IP) address to limit how often these forms can be sent. We don't store it with your entry.

Technical information

• Sign-in records kept by our sign-in provider (Supabase): when you sign in, and the IP address and browser used.
• An audit log of actions on each SWMS: who did what and when, with the browser and network (IP) address used where they are recorded.
• Server logs and error reports. These can include email addresses, work locations, web addresses and parts of the data being processed when an error happened.
• Page-view analytics: the page visited (with sign-on and approval link codes removed), the page you came from, and your device type, browser and country.
• Website and product analytics (PostHog, from 1 December 2026): the same page-view details, plus how long a page stayed open and how far down it was scrolled, your operating system, screen size, language and time zone, an approximate location (such as city, postcode, state and country) worked out from your network (IP) address, and a few actions with no personal details attached: opening the sign-up page, creating an account, joining the waitlist (with the reason, trade and state you picked), starting and finishing a SWMS (with its trade, state and template tier) and downloading a SWMS PDF. PostHog never gets your name, email address, phone number, job description or SWMS content. See section 9.

What we don't collect

• Sensitive information. We don't ask for sensitive information, such as health information. Please don't put it in a voice note, job description or SWMS unless the SWMS genuinely needs it.
• Your location. The app's screens don't collect your precise (GPS) location, and our pages can't ask your device for it. Our system stores location details only if they are sent with a worker acknowledgement or daily site confirmation (see above).
• Your microphone. We use it only while you choose to record a voice note.
• Payment details. Billing is switched off during the free beta. If paid plans start, you'll enter card details on Stripe's payment page, not ours, and we'll update this policy first.

3. How we collect it, including other people's details

We collect most information directly from you: when you sign up, set up your account, record or type a job, edit a SWMS or send feedback.

We also collect information about other people:

• From you. You may name workers, supervisors, first-aid officers, approvers or principal contractors in a voice note, job description or SWMS, or enter their email address for an approval.
• From them. A worker may sign on, a PCBU may approve, or a principal contractor may accept, through a link.
• From Google. If you choose to sign in with Google.

If you give us someone else's details, you need to tell them. Tell them that Tradietool will hold their details for your SWMS, and point them to this policy. Only include what the SWMS needs. This is part of our Terms of Use.

The worker sign-on, PCBU approval and principal-contractor acceptance pages show a short privacy notice before anyone signs.

4. Can I stay anonymous?

You can't have an account without identifying yourself. A SWMS is a WHS record that has to identify the business and the people responsible, and during the beta we check each sign-up by hand.

You can keep personal details to a minimum:

• leave workers' names out of your voice note, and let workers sign on themselves;
• leave out phone numbers and licence numbers the SWMS doesn't need.

Some details, such as a first-aid officer's name, may be needed to complete a SWMS. If you don't give us the details we ask for, we may not be able to approve your account or finish your SWMS.

5. Why we use it

We use personal information to:

• Make your SWMS. We transcribe your voice note, pick out the job details, draft the SWMS with AI, run automated quality checks and produce the PDF. WHS laws require a SWMS for high-risk construction work and set out what it must contain. That's why we ask for some of these details.
• Run approvals and sign-ons. We send approval emails, record approvals, acceptances and worker sign-ons, and add signatures to the PDF.
• Keep a record. We keep an audit log of who did what to each SWMS, so there is a reliable history if questions come up later, for example after an incident.
• Run your account. This covers sign-in, password resets, and putting your business details on your SWMS.
• Check beta sign-ups. Our owner reviews each new application (name, email, business, ABN, trade and state) before approving it.
• Send service emails. These are welcome, approval and status emails.
• Support you and fix problems. We answer questions, look into errors, and look at any SWMS you report a problem with.
• Improve Tradietool. We use your feedback, ratings, quality-check results and usage numbers (such as how many SWMS are made) to fix problems and improve how Tradietool drafts SWMS.
• Understand how people find and use our website. Our analytics show which pages are read, which sites send visitors to us, and where people stop on the way to signing up or making a SWMS.
• Keep the service secure. We prevent and limit misuse and look into security issues.
• Meet legal obligations. For example, we respond to a lawful request from a regulator or a court.

We use personal information only for these purposes, or for a closely related purpose you would reasonably expect. We use it for anything else only if you agree or the law allows it.

We don't sell personal information. We don't use it for advertising. We don't train AI models on your content.

We don't use licence numbers or ABNs to identify people in our own systems. They appear on your SWMS as you enter them.

6. How we use AI

Tradietool uses AI to:

• turn your voice note into text;
• pick out job details, such as names, the site address and phone numbers, from your voice note or description;
• draft the task description, hazards and work steps; and
• run a second automated check that looks for problems in the draft.

To do this, we send Groq, an AI provider in the United States, your voice note, transcript or description, the details picked out from it, your company name and the full SWMS text. Groq processes this and sends back the result. Groq's terms for our account set how long Groq keeps this information and what it may keep it for, such as investigating abuse.

Live preview while you record. While you record a voice note, our record screen asks your browser to show your words as you speak. Your browser does this with its own speech recognition, which may send the audio to your browser maker's speech service, for example Google for Chrome and Android, Apple for Safari, or Microsoft for Edge. That service is usually overseas, often in the United States. Your browser maker handles the audio under its own privacy terms. We have no agreement with it about this and don't control what it keeps. The preview is only shown on your screen and we don't save it: the transcript Tradietool uses is the one Groq makes from your recording. If your browser has no speech recognition, there is no preview and nothing is sent for it. If you'd rather your audio didn't go to your browser maker, type or paste the job description instead.

AI makes mistakes. Every SWMS Tradietool produces is a draft. Before work starts, the PCBU or principal contractor must check it against the actual site, consult workers, fix anything that is wrong and approve it. See our Terms of Use.

Automated decisions. We don't use AI or any other automated system to make decisions about people that significantly affect their rights or interests. A person reviews each beta sign-up. The AI drafts a document; it doesn't decide anything about you. If this changes, we'll update this policy first.

If we change AI provider, we'll update this policy and give notice as described in section 15 before we send your information to the new provider.

7. Who we share it with

The people involved in your SWMS

• The business that issued a SWMS can see everything recorded against it, including worker sign-ons, signatures and the audit log (with network addresses where they are recorded). It can download all of this as a PDF.
• Other users in your business account can see your business's SWMS.
• PCBU approvers and principal contractors you name get an email with the SWMS title, trade, job location and hazards, and a link to review it.
• Anyone who opens a sign-on, approval or acceptance link can see the SWMS.
• Anyone with a SWMS's sign-on link can see the names, roles and sign-on times of the workers who have signed on, but not their signatures.

These links work like keys. Anyone you forward them to can use them.

Our service providers

These providers help us run Tradietool. Each one receives the information that passes through its part of the service.

• Supabase: database, sign-in and file storage. It holds accounts, SWMS, transcripts, voice notes uploaded with earlier versions of the app, PDFs, signatures, the audit log, feedback and the waitlist. Location: Sydney, Australia. Supabase, Inc. is based in the United States.
• Groq: speech-to-text, plus AI drafting and checking. It receives voice notes, transcripts, job details and SWMS text. Location: United States.
• Railway: runs our backend server. All app traffic passes through it, and it holds our server logs. Location: United States.
• Vercel: hosts our website and provides page-view analytics. Location: United States, with servers around the world.
• PostHog: website and product analytics, from 1 December 2026. It receives the page views and actions listed in section 2, with link codes removed, and the browser and network (IP) address details that come with them. Location: Germany, in the European Union. PostHog, Inc. is based in the United States.
• Resend: sends our emails. It receives recipient names and email addresses, SWMS titles, job locations, hazards, links, sign-up applications, waitlist entries and invitations, and feedback. Location: United States.
• Sentry: error monitoring, when switched on. It receives error reports, which can include web addresses and parts of the data being processed. Location: United States.
• Google: sign-in, if you choose Sign in with Google (where offered). Location: United States. Google may also receive your voice audio through the speech recognition in Chrome or Android while you record (see below).
• Stripe: payments, only once paid plans start (not during the free beta). Location: United States.

Sign-up applications, waitlist entries and feedback are also emailed to our owner's business inbox, which is hosted by Gmail (Google, United States).

Your browser maker, while you record

While you record a voice note, your browser's own speech recognition may send the audio to your browser maker, for example Google for Chrome and Android, Apple for Safari, or Microsoft for Edge, to show your words as you speak. Your browser maker isn't one of our service providers: it handles that audio under its own privacy terms. See section 6.

When the law requires it

We may disclose information when the law requires or allows it. Examples are a notice from a WHS regulator, a court order, or preventing a serious threat to someone's safety.

8. Sending information overseas

Our main database and file storage is in Sydney, Australia. Some information does go overseas, mainly to the United States:

• voice notes, transcripts, job descriptions and SWMS text (Groq, for AI processing);
• all app traffic and server logs (Railway);
• website traffic and page-view analytics (Vercel);
• email contents and addresses (Resend);
• sign-up applications, waitlist entries and feedback emailed to our owner's business inbox, at Gmail (Google, United States);
• error reports (Sentry, when switched on);
• Google sign-in details (Google, if you use it);
• payment details (Stripe, once paid plans start);
• your voice audio while you record, if your browser's speech recognition sends it to your browser maker for the live preview (for example Google, Apple or Microsoft; see section 6).

From 1 December 2026, website and product analytics (PostHog) go to Germany, in the European Union.

We choose providers that publish privacy and security commitments, and we review their terms. Information we send them may be held overseas, in the countries listed above. Your browser maker's speech recognition is part of your browser, not a provider we choose, so its own terms apply. We remain responsible for how our providers handle your information as part of our service.

If we add a provider or a country, we'll update this list and give notice as described in section 15.

9. Cookies, local storage and analytics

• Sign-in cookies (needed). A cookie named sb-…-auth-token keeps you signed in. It holds a sign-in token that includes your user ID and email address, and it lasts up to 400 days unless you sign out. A short-lived …-code-verifier cookie is used during Google sign-in and email links. The app doesn't work without these cookies.
• Local storage (for convenience). Your browser remembers whether you chose light or dark mode, and whether you've already rated or dismissed the rating card for a SWMS. These settings stay until you clear them.
• Page-view analytics. Vercel Web Analytics counts page views on our website, including the sign-on pages. We remove sign-on, approval and acceptance link codes from the web addresses it records. Vercel works out your device type, browser and country. We don't set analytics cookies.
• Website and product analytics (from 1 December 2026). PostHog records page views on our website and in the app, including the sign-on pages, how long each page stays open and how far down it was scrolled, the site that sent you (only its address, such as google.com), any campaign tags in the link (utm_…), and the actions listed in section 2. Before anything is sent, we remove sign-on, approval and acceptance link codes, and everything else after the "?" in a web address. SWMS and record numbers in web addresses are replaced with a placeholder. PostHog also gets your device type, browser, operating system, screen size, language and time zone, and works out an approximate location (such as city, postcode, state and country) from your network (IP) address. It counts visitors with a code it makes on its own servers from your network (IP) address and browser, which changes every day. It sets no cookies and stores nothing on your device. It doesn't record your screen, clicks or typing, and we don't link it to your account. If your browser sends a Do Not Track or Global Privacy Control signal, PostHog isn't loaded at all.
• Error monitoring. When it is switched on, Sentry gets a report when something breaks in your browser or on our server, plus a sample of performance data. Reports can include the page's web address, your browser and operating system, and parts of the data being processed. Sentry doesn't set cookies, and we haven't switched on screen recording.
• No advertising or social-media tracking. We use no Google Tag Manager, Meta pixel or anything similar.

You can delete cookies and local storage in your browser settings. If you delete the sign-in cookie, you'll be signed out.

10. Keeping it secure

We take reasonable technical and organisational steps to protect personal information from misuse, interference and loss, and from unauthorised access, change or disclosure. These steps include:

• encrypted (HTTPS) connections;
• passwords stored hashed, never in plain text;
• database rules so each business sees only its own records, and browsers can't change stored records directly;
• private file storage, with PDFs shared through short-lived download links;
• long, hard-to-guess codes in sign-on and approval links;
• an audit log that can't be edited;
• access within our business only for people who need it to run the service.

No system is completely secure. Tradietool is in beta, so keep your own copies of your SWMS (see section 11).

If something goes wrong. If we suspect a data breach, we'll act quickly to contain it and assess the risk. If it is likely to cause serious harm, we'll tell the people affected and the Office of the Australian Information Commissioner (OAIC), following the Notifiable Data Breaches scheme.

11. How long we keep it, and deleting it

During the beta, Tradietool doesn't delete records automatically. Here is what happens now:

• Account and business details are kept while your account exists. If we decline your beta application, we keep your application details unless you ask us to delete them.
• SWMS, transcripts, PDFs and signatures are kept with your account. Earlier versions of a PDF are kept too.
• Voice notes. When you record, the audio is transcribed and then deleted from our server; we keep the transcript with the SWMS. Recordings uploaded with earlier versions of the app (before May 2026) are stored with their SWMS. Ask us and we'll delete them.
• Audit log and quality-check records are append-only: new entries are added, and our database is set up to block edits and deletions of existing ones. We keep them as a history of each SWMS.
• Feedback is kept until you ask us to delete it. If your account is deleted, we may keep your feedback without the link to your account.
• Waitlist entries are kept until you ask us to delete them, or until we no longer need them to let you in or tell you Tradietool covers your trade or state.
• Job details being processed are held in our server's memory while a SWMS is made, and cleared when the server restarts.
• Provider copies. Our providers, such as Supabase, Groq, Resend, Sentry, Vercel, PostHog and Railway, keep their own logs and copies for periods set by their own terms and settings.
• Live preview audio. Your browser maker keeps any audio its speech recognition receives for as long as its own terms allow (see section 6).

When we no longer need personal information for a purpose in this policy, or to meet a legal obligation, we'll take reasonable steps to delete or de-identify it. If we start deleting records automatically, we'll update this policy and tell you.

Asking us to delete something. Email tradietool.team@gmail.com. There is no delete button yet, so we handle these requests by hand. Within 30 days we'll reply and tell you what we deleted, what we kept and why. We may keep:

• audit log entries, which can't be deleted;
• records another business relies on, such as a worker's sign-on that forms part of a business's WHS records (we'll talk to that business);
• anything we must keep by law or need for a legal claim.

Deleting your account. If you ask us to delete your account, we disable it so it can no longer be used, and remove your details where we can. An account that has made, approved or signed a SWMS can't be removed completely: your name stays in the audit log, and with the SWMS records it is linked to, because these form part of WHS records that must be kept.

Whatever we delete, copies in our database provider's backups roll off within about 7 days.

Keep your own copies. WHS law requires a PCBU to keep a SWMS until the work is finished, and for at least 2 years after a notifiable incident. Download and keep your SWMS PDFs and signed records yourself. Don't rely on Tradietool as your only copy.

12. Seeing and correcting your information

You can ask for a copy of the personal information we hold about you, or ask us to correct it. Anyone can ask, including workers, approvers and other people named in a SWMS, not only users.

• How to ask: email tradietool.team@gmail.com. We'll need to confirm who you are.
• Cost: asking is free. We don't expect to charge for access. If a request would take a lot of work, we'll tell you about any cost first, and it won't be excessive.
• Timing: we'll reply within 30 days.
• Fixing it yourself: you can update your company details and SWMS in the app. To change your name, email, phone, trade, state or ABN, email tradietool.team@gmail.com. Please keep your details accurate and up to date.
• Signed records: if correcting a signed or approved record would change what someone signed, we may decline to change it.
• If we say no: we'll tell you why in writing, and how to complain. You can ask us to attach a statement to the record saying what you think is wrong, and we will, so that anyone who sees the record can see it.
• Telling others: if we correct information we gave someone else, such as an approver or principal contractor, we'll tell them about the correction if you ask, unless that is impracticable or unlawful.

If you're a worker named in a business's SWMS, we may also refer you to that business, because it controls the SWMS. You can always contact us as well.

13. Emails we send

• Service emails. These are sign-up, approval, sign-on and status emails. You can't turn them off while you have an account, because the service needs them.
• Waitlist emails. If you join the waitlist, we email you when we can let you in, or when Tradietool covers your trade or state. Reply or email us to be taken off the list.
• Emails to people you nominate. Approval and acceptance emails to PCBUs and principal contractors are about your SWMS only. They contain no advertising.
• Marketing. We don't send marketing emails now. If we start, we'll send them only with your consent. Each one will identify us and have an unsubscribe link, and we'll act on an unsubscribe within 5 business days. If you ask us to stop using your information for marketing, we will.

14. Complaints

If you think we've mishandled your personal information:

1. Email tradietool.team@gmail.com and tell us what happened.
2. Within 30 days we'll reply with what we found and what we'll do about it.
3. If you're not happy with our reply, or we don't reply within 30 days, you can complain to the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au (opens in a new tab) or on 1300 363 992.

15. Changes to this policy

We'll update this policy when the way we handle information changes, for example when we add a provider or a country, start paid plans or start deleting records automatically. The version number and effective date at the top will change.

For users, this policy forms part of our Terms of Use, so changes follow the same rules as section 11 of those terms:

• If a change could disadvantage you, for example a new provider or a new country your information goes to, we'll email users at least 30 days before it takes effect and explain what's changing.
• A change the law requires, or one needed urgently for security, may take effect sooner. We'll tell you as soon as we can.
• Minor changes that don't disadvantage you, such as fixing typos, take effect when we publish them.

Earlier versions are available on request.

16. Contact us

Aditya Jamalpur (ABN 85 316 526 871), operator of Tradietool

• Email: tradietool.team@gmail.com