Privacy Policy
1. Introduction
Synchronyze Pty Ltd ("we", "us", "our") provides software-as-a-service (SaaS) for civil maintenance and project contractors. We are committed to protecting the privacy of individuals and handling personal information securely, in accordance with the Privacy Act 1988 (Cth), including the Australian Privacy Principles (APPs), where applicable.
We use the information you give us only to set up and run your Synchronyze account and to give you support.
2. What Information We Collect
We may collect the following types of information:
- Business information: legal and trading name, ABN, business address, website, years operating, the mix and types of work you do, and the clients and customers you work for.
- Personal Information: name, mobile number, work email and role of your primary contact, billing contact, first admin user and authorised person, and of the other users you add to your account.
- Setup information: how you plan, quote, record hours, run forms and safety checks, and track tickets and licences; your boards and the suburbs they cover; your rate schedules, plant and vehicle lists, forms, logo and quote terms; your preferred start and training times.
- Account data: the jobs, quotes, timesheets, photos, forms and other records you and your team create in Synchronyze.
We do not ask for passwords, bank details or ID numbers. Please do not put them in the onboarding form or in any file you attach. If you attach a file, we receive everything in it.
We do not use your information for marketing, profiling or unrelated product development.
3. How We Collect Information
We collect information:
- Directly from you or your authorised representatives, including through our onboarding form
- Through the Synchronyze app when you and your team use it
4. Purpose of Collection
We collect and use personal information to:
- Set up, run, maintain and support your Synchronyze account
- Create your users, set up your boards, work types, rate schedules, plant, forms and quote wording, and run training
- Ensure data integrity, security and compliance
- Communicate with users and provide support
- Meet legal and regulatory obligations
Once you are a customer, the information you gave us for setup becomes the data in your account. We keep using it to set up and run your account and give you support. We do not sell it. We do not use it for marketing.
5. Consent and Authority
We do not directly collect consent from your staff, clients or customers. You remain responsible for making sure you have the authority to give us their names, contact details and any other information, including your staff's names and email addresses. We act on your behalf and under your instructions in handling the information in your account.
6. Disclosure of Information
We may disclose personal information to:
- Your authorised users, as set by you in the app
- Third-party service providers (for example cloud hosting, email and text message delivery, address lookup and mapping, and support) who help us run the service
- Regulatory bodies or law enforcement, where required by law
- Overseas recipients (only where necessary and with safeguards in place)
We do not sell or rent personal information to third parties. We do not give your information to other parties except as listed here.
7. Data Hosting
The Synchronyze app, its database and its file storage are hosted on Microsoft Azure in Australia (the Australia East region). Where AI features are enabled, they run on Azure OpenAI in the Australia East region. Some providers that handle limited data to run particular features, such as email delivery and address lookup, may process it outside Australia.
8. Security and Data Retention
We implement security measures that include:
- Role-based access controls
- Separation of each customer's data from other customers' data
- Secrets held in a key vault
We keep personal information only as long as necessary to provide your account and support. While you are a customer, that is for as long as you have an account. After your agreement ends, data is retained or deleted in accordance with your instructions or as required by law.
If you do not become a customer, we keep the onboarding form and its files for 90 days after we receive them, then delete them. You can ask us to delete them sooner.
9. Access, Correction and Deletion
You may request details of the personal information that we hold about you. An administrative fee may be payable for the provision of such information. In certain circumstances, as set out in the Privacy Act 1988 (Cth), we may refuse to provide you with personal information that we hold about you.
If you believe that any information we hold about you is inaccurate, out of date, incomplete, irrelevant or misleading, please contact us using the details below. We will take reasonable steps to correct any information found to be inaccurate, incomplete, misleading or out of date.
You may also ask us to delete the information you gave us.
If your employer gave us your name, mobile number or email, you can make the same requests. We may need to check with your employer, who is our customer.
Requests can be made by contacting:
Email: hello@synchronyze.com.au
Support: support@synchronyze.com.au
We may require verification of identity before processing requests.
10. Complaints and Concerns
If you have a concern about how we handle your information, please contact us. If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC):
Website: www.oaic.gov.au
11. Changes to This Policy
We may update this Privacy Policy from time to time. The latest version will always be available on our website. If a change affects how we use information you have already given us, we will tell you by email before it applies.
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