Privacy Policy

01About this policy

This policy explains how Admin Apprentice handles personal information, in line with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

Admin Apprentice Pty Ltd (ABN 95 701 314 301) operates Admin Apprentice, including the app at app.adminapprentice.com, our website at adminapprentice.com, and related services (together, the Service). In this policy, "we", "us" and "our" mean Admin Apprentice Pty Ltd.

Admin Apprentice is a business tool for Australian tradespeople. It turns voice notes recorded on-site into quotes, sends those quotes and invoices through your Xero account, and helps you track jobs and payments.

"Personal information" means information or an opinion about an identified or reasonably identifiable individual. This policy covers personal information about:

• Account holders and team members – the account owner and staff who use the Service ("you").
• Your customers – the people you quote, invoice and do work for, whose details you store in the Service.
• Website visitors and enquirers – anyone who visits our website or contacts us.

We do not sell or rent personal information.

02Personal information we collect

We collect only what we need to run the Service for your business. This includes:

a. Account and team details

Your name, email address, phone number and role, and the business you belong to. You give us these when your account is set up, or the account owner gives them to us when they invite you.

b. Business details

Your business name, ABN, address, state and time zone, logo and payment terms.

c. Customer details

The names, email addresses, phone numbers and site addresses of your customers, which you enter or bring in from your connected Xero account. See section 4.

d. Job content

Voice recordings, transcripts, quotes, line items, prices, invoices, work orders, job photos and private notes. See section 3.

e. Xero connection details

Your Xero organisation ID and access tokens (stored encrypted), and the status of your quotes, invoices and payments, which we receive from Xero once you connect it.

f. Billing details

Your subscription plan, seat count and billing history. Card details go straight to Stripe – we never see or store them.

g. Usage and technical data

Your IP address, browser and device type, pages viewed, actions taken, error logs and sign-in times, collected automatically when you use the Service.

h. Enquiries and support

Whatever you tell us when you contact us, and your name and contact details if you sign up for early access or book a meeting through our website.

We do not ask for sensitive information (such as health information) and we ask that you don't record it in voice notes, notes or photos. You can browse our website without telling us who you are, but you need to identify yourself to use the Service.

03Voice recordings, photos and AI

We use AI to turn your voice notes into draft quotes. You review and approve everything before it goes to a customer – the AI never sends anything on its own.

Your voice note is sent to our transcription provider to convert it to text. Only that text is sent to our AI provider to draft the quote – audio is never sent to the AI provider.

We keep the transcript and the quote. We do not keep a copy of the audio recording once it has been transcribed, and our transcription provider deletes it within a day.

We may use de-identified information to improve Admin Apprentice. This includes aggregated information about how the Service is used, and job content with names, contact details and addresses removed, which we use to test and improve how the Service turns voice notes into quotes. We never sell this information, and our AI providers are not permitted to use your content to train their own models.

Automated decisions. The Service does not use AI to make decisions that significantly affect you or your customers. The AI drafts; you decide what is quoted, charged and sent.

Job photos are stored securely in your account. A photo is only sent to Xero (as an attachment on an invoice) if you select "Attach to Xero" for that photo.

Private notes on quotes and invoices are for your team only. They are never sent to Xero, included in a quote or invoice, or shown to your customer.

04Your customers' information

When you store details about your customers in the Service, you control that information and we handle it on your behalf. We only use it to provide the Service to you – for example, to put a customer's name on a quote or send an invoice through Xero.

If you add a customer's details, you are responsible for having a lawful basis to collect them and for telling your customers, where required, that you use software like ours to manage quotes and invoices. If one of your customers asks us about their information, we will refer them to you, and help you respond where we can.

We never contact your customers for our own purposes and we never sell or market to them.

05How we use personal information

We use personal information to provide the Service and run our business, and for nothing you wouldn't reasonably expect. We use it to:

• set up and manage your account, team and sign-in;
• turn voice notes into draft quotes and keep your quotes, invoices, jobs and photos;
• send quotes and invoices through your Xero account and keep their status up to date;
• manage your subscription and billing;
• provide support when you ask for it;
• keep the Service secure, prevent misuse and fraud, and fix problems;
• understand how the Service is used so we can improve it;
• send you service messages (such as sign-in links and important account notices); and
• meet our legal obligations.

Support access. Our support staff cannot see your business's data unless someone in your business switches on support access in your settings. Even then, access is read-only and every action is logged. You can switch it off at any time.

Marketing. We may occasionally email you about Admin Apprentice features. Every marketing email has an unsubscribe link, in line with the Spam Act 2003 (Cth). Service messages are not marketing and can't be switched off while your account is active.

06Who we share it with

We share personal information only with the service providers who help us run Admin Apprentice, and only what each one needs. Each is bound by its own privacy and security commitments. They fall into five groups:

• Hosting and storage – our database, file storage, sign-in and app hosting (Sydney, Australia, with pages delivered through a global network).
• AI processing – speech-to-text transcription of voice notes, and AI that organises transcripts into draft quotes (United States).
• Accounting – Xero, which you connect to send quotes and invoices. Xero holds that data under its own privacy policy, which covers where it is stored.
• Payments – Stripe, which handles subscription billing. Card details go directly to Stripe (United States and Australia).
• Email and website – sending sign-in links and service emails, and hosting our website (emails are sent from Japan; the website runs on a global network).

We may also disclose personal information:

• where required or authorised by law, such as to a court or regulator;
• to prevent a serious threat to someone's life, health or safety, or to investigate suspected unlawful activity;
• to our professional advisers (lawyers, accountants) under confidentiality;
• to a buyer or successor if our business is sold or restructured, on the condition that they handle it in line with this policy; or
• with your consent.

07Information sent overseas

Your main database and files are stored in Sydney, but some of our providers process information outside Australia – mainly in the United States, with emails sent from Japan. Section 6 sets out the kinds of providers we use and where they process data.

Before we use an overseas provider, we take reasonable steps to make sure it handles personal information consistently with the APPs, including by choosing providers with strong security and privacy commitments and limiting what we send to what the task needs.

If we start sending information to a new country or for a new purpose, we will update this policy.

08Storage and security

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

• encryption of data in transit (HTTPS) and at rest;
• extra encryption (AES-256) of your Xero access tokens;
• strict separation between businesses, so one business can never see another's data;
• passwordless, invite-only sign-in – there are no passwords to steal or reuse;
• read-only support access that only you can switch on, with all actions logged; and
• an internal audit log of key system events.

No system is completely secure. If we have a data breach that is likely to result in serious harm, we will notify affected people and the Office of the Australian Information Commissioner (OAIC) as required by the Notifiable Data Breaches scheme.

09How long we keep it

We keep your business's data while your account is active, so your quotes, invoices and job history are there when you need them. If you close your account, or your free trial ends and you don't subscribe, we delete that data after 60 days. We don't keep voice recordings once they have been transcribed. We keep our own billing and tax records for 5 years, because Australian tax law requires it. Otherwise, once we no longer need personal information, we delete or de-identify it.

You can ask us to delete your account and your business's data at any time by contacting us (section 13). We may need to keep some records for longer where the law requires.

Anything already sent to Xero stays in your Xero account and isn't deleted when you close your Admin Apprentice account.

10Cookies and analytics

The app and our website use only the cookies they need to work, and no advertising or tracking tools.

• Essential cookies keep you signed in and protect your session. The app can't work without them.
• Preference storage remembers settings such as light or dark mode on your device.
• Analytics – we use privacy-friendly analytics tools to understand page views and app performance. These do not use cookies and do not identify you personally.

You can set your browser to block cookies, but you won't be able to sign in to the app if you do.

11Third-party websites

The Service and our website link to other sites and services, such as Xero and Stripe. Their own privacy policies apply when you use them, and we are not responsible for how they handle your information.

12Children

Admin Apprentice is a business service and is not intended for anyone under 18. We don't knowingly collect personal information from children, and if we find that we have, we will delete it.

13Access, correction, complaints and contact

Access and correction. You can see and update most of your information directly in the app. You can also ask us for a copy of the personal information we hold about you, or ask us to correct it. We will need to confirm your identity first. Access is usually free; if a request takes substantial work we may charge a reasonable fee and tell you first. If we refuse a request, we will explain why in writing.

Complaints. If you think we have mishandled your personal information, email us with the details. We will acknowledge your complaint and aim to resolve it within 30 days. If you're not satisfied with our response, you can complain to the Office of the Australian Information Commissioner at oaic.gov.au or on 1300 363 992.

Changes to this policy. We may update this policy as the Service changes. We will post the new version here with a new "last updated" date, and tell account owners by email about any significant change.

Contact us.
Privacy Officer, Admin Apprentice Pty Ltd
Email: [email protected]