Legal

Privacy Policy

Effective 3 August 2026

SubbieOS is job-management software for Australian subcontractors — quotes, progress claims, invoices, scheduling and on-site field records. This policy explains what information we collect when you use SubbieOS (the website, the field app, and related services), how we use it, and the choices you have. SubbieOS is operated from Newcastle, New South Wales, and we handle personal information in accordance with the Australian Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

Information we collect

We collect only what SubbieOS needs to do its job:

• Account details — your name, email address and password, handled by our authentication provider (Clerk). We never see or store your password.
• Business details — your company name, ABN, contact details and, if you choose to enter them, bank account details used to render your quotes and invoices.
• Job and financial records— the quotes, jobs, progress claims, invoices, variations and retention figures you create in SubbieOS, and your customers' contact details.
• Field records — timesheets, safety sign-offs (SWMS) and site photos captured by your crew, including the time each entry was made.
• Connected accounts — if you connect Xero, we access the accounting data you authorise (such as your profit-and-loss figures) to power features like the rate build-up. You can disconnect at any time.
• Device notification tokens— if you turn on notifications in the field app, a token identifying that device so we can send the job notifications you've asked for. It doesn't identify you personally, and it's revoked when you sign out.
• Technical data — session cookies used to keep you signed in, and basic logs needed to run the service securely. We do not use advertising or cross-site tracking.

How we use your information

We use your information to provide and operate SubbieOS: to run your account, generate your documents, keep your data separated from other businesses, send service messages you ask for (such as lead alerts or access requests), keep the service secure, and meet our legal obligations. We do not sell your personal information, and we do not use your business or customer data to train third-party AI models.

Who we share it with

We share information only with the service providers that help us run SubbieOS, and only as needed:

• Clerk — authentication and account security.
• Fly.io — application and database hosting, in Sydney, Australia.
• Object storage — for the files and photos you upload.
• Xero — only if you connect it, and only the data you authorise.
• Email delivery — to send the service messages you enable.
• Google (Firebase Cloud Messaging) — to deliver push notifications to your device, if you turn them on.

We may also disclose information if required by law, or to protect the rights, safety and property of SubbieOS, our customers or others.

Where your data is stored and how it's protected

Your data is hosted in Australia. Each business's data is isolated at the database level so one customer can never read another's. Access is protected by authentication and role-based permissions, traffic is encrypted in transit, and administrative access is limited to what's needed to operate and support the service.

How long we keep it

We keep your information for as long as your account is active and as long as needed to provide the service. Business and financial records may be retained longer where required to meet legal, tax or record- keeping obligations. You can ask us to delete your account and its data, subject to those obligations.

Your rights

Under the Australian Privacy Principles you can ask us to access or correct the personal information we hold about you. To make a request, or to raise a privacy concern, contact us using the details below. If you are not satisfied with our response, you can contact the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au.

Children

SubbieOS is a tool for businesses and is not intended for use by anyone under 16. We don't knowingly collect personal information from children.

Changes to this policy

We may update this policy from time to time. When we do, we'll change the effective date above and, for significant changes, let you know in the app.

Contact us

Questions about privacy or this policy? Email office@newcastlewaterproofing.com.