Legal draft

Privacy policy

Last updated: 6 July 2026

This privacy policy is a working draft for legal review. It explains how Job Tracer collects, uses, discloses, stores, and protects personal information when you use our website, app, customer portals, booking pages, quote links, invoice links, and related services.

Who we are

Job Tracer provides job management software for trade and field-service businesses in New Zealand and Australia. For questions about this policy, contact us at hello@jobtracer.io.

Information we collect

Account information: names, email addresses, business names, phone numbers, roles, login details, invitation details, and workspace membership information.
Workspace content: customers, contacts, site addresses, jobs, quotes, invoices, payments, bookings, notes, photos, documents, certificates, reports, tasks, messages, and automation settings entered into the service.
Customer portal information: information submitted through public booking pages, quote approvals, invoice payment pages, report links, and other customer-facing links.
Payment and billing information: subscription plan, invoice history, billing contact details, payment status, and payment provider references. Card numbers are handled by our payment provider and are not stored by us.
Technical and usage information: device, browser, IP address, approximate location, pages viewed, errors, security events, sign-in history, and actions taken inside the service.
Support and sales information: emails, form submissions, demo requests, support requests, and any files or screenshots you send us.
Integration information: tokens, identifiers, settings, and sync status from connected services such as Xero, Stripe, Google Business Profile, Google Maps, Brevo, Twilio, or similar tools you choose to connect.

How we use information

To provide, operate, secure, maintain, and improve the service.
To create workspaces, authenticate users, manage permissions, and prevent unauthorised access.
To store and display job, customer, quote, invoice, scheduling, file, and messaging records.
To send emails, SMS messages, quote follow-ups, invoice reminders, review requests, and other communications configured by workspace users.
To process subscription billing and payment events.
To provide support, investigate faults, monitor service health, and respond to requests.
To measure website and product usage, including analytics and performance reporting.
To comply with legal obligations, enforce our terms, and protect the rights, safety, and security of users, customers, and the public.

Customer data and your responsibilities

When a business uses Job Tracer to manage its customers, jobs, quotes, invoices, messages, and files, that business decides what information is entered and how it is used. In that context, the business is responsible for telling its customers how their information is handled and for having the right consents or legal basis to send messages, store records, and use integrations.

Who we share information with

We do not sell personal information. We may share information with:

Service providers: hosting, database, storage, analytics, email, SMS, payments, security, monitoring, and customer support providers.
Connected integrations: third-party services a workspace chooses to connect, such as Xero, Stripe, Google Business Profile, Google Maps, Brevo, or Twilio.
Workspace users: owners, admins, staff, contractors, or invited users according to the roles and permissions set in the workspace.
Customer recipients: customers who receive quotes, invoices, booking links, reports, payment links, reminders, or other communications sent from a workspace.
Authorities or legal parties: where required by law, court order, regulator request, or to protect rights, security, and safety.
Business transfer parties: if we are involved in a merger, acquisition, financing, or sale of assets, subject to appropriate confidentiality protections.

International storage and processing

Our providers may store or process information in New Zealand, Australia, the United States, Europe, or other countries. Where information is processed outside your country, we take reasonable steps to use reputable providers and appropriate contractual, technical, and organisational safeguards.

Security

We use reasonable technical and organisational measures to protect information, including access controls, encryption in transit, secure hosting providers, role-based permissions, audit records, and monitoring. No online service can guarantee absolute security, so users must also keep passwords secure, use appropriate access permissions, and tell us promptly about suspected unauthorised access.

Retention, export, and deletion

We keep information for as long as needed to provide the service, comply with legal obligations, resolve disputes, enforce agreements, maintain backups, and support legitimate business records. Workspace owners can request export or deletion of workspace data. After cancellation, we may keep data for a reasonable period before deletion or de-identification, unless law requires a longer retention period.

Cookies and analytics

We use cookies and similar technologies for sign-in, security, preferences, analytics, and performance. Analytics helps us understand how visitors and users interact with the website and service. You can control cookies through your browser settings, but some parts of the service may not work properly if essential cookies are blocked.

Marketing communications

We may send service updates, product news, and marketing emails where permitted by law. You can unsubscribe from marketing emails using the link in the email or by contacting us. We may still send important service, billing, security, or account messages.

Your rights

Depending on where you are, you may have rights to access, correct, delete, restrict, or request a copy of personal information we hold about you. You may also object to certain processing or make a privacy complaint. To make a request, contact hello@jobtracer.io. We may need to verify your identity before acting on a request.

If you are in New Zealand, you can contact the Office of the Privacy Commissioner at privacy.org.nz. If you are in Australia, you can contact the Office of the Australian Information Commissioner at oaic.gov.au.

Children

The service is intended for businesses and is not directed to children. If we learn that we have collected personal information from a child without appropriate authority, we will take reasonable steps to delete it.

Changes to this policy

We may update this policy from time to time. If a change is material, we will take reasonable steps to notify users, such as by email, in-product notice, or a notice on the website. The updated policy applies from the date shown above.

Contact

Questions, requests, or complaints about privacy can be sent to hello@jobtracer.io.