Privacy Policy

1. Introduction

Trades Digital Agency ("we," "us," or "our") operates ZYNKTRA and is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our field service management platform.

We comply with the Australian Privacy Act 1988, including the Australian Privacy Principles (APPs), and applicable international data protection regulations.

2. Information We Collect

2.1 Information You Provide

We collect information you directly provide:

• Account Information: Name, email address, phone number, company name
• Unfinished Signups: If you type your email on our signup page but don't finish, we keep your email (and your name and business name, if you typed them) and may email you once to ask why. That email has a link to stop any more
• Business Data: Customer details, job information, schedules, quotes, invoices
• Job Photos and Files: Photos you take with your device's camera or choose from your photo library, signatures, receipts, supplier bills and documents you attach to jobs, quotes, invoices and expenses
• Payment Information: Processed securely through Stripe (we don't store card details)
• Profile Information: User preferences, settings, profile photos
• Voice and Dictation: The text of notes you dictate and of requests you make to the voice assistant. We never receive or keep a recording of your voice (see section 2.4)
• Communications: Support requests, feedback, survey responses

If your tradesperson uses our missed-call service, we store the phone number you called from and the text messages you exchange with them, so they can call you back. Calls are never recorded.

2.2 Automatically Collected Information

We automatically collect:

• Usage Data: Features used, pages viewed, time spent
• Device Information: IP address, browser type, operating system
• Location Data: GPS coordinates, only while the app is open and in use and you have allowed location access (for example while you are clocked in to a job). We do not track your location in the background. See our GPS Tracking Policy
• Push Notification Token: If you allow notifications in the mobile app, a device token from Apple or Google so we can send job alerts to your device
• Cookies: Session tokens, preferences, analytics data
• Log Data: Access times, error reports, system activities

2.3 Information from Third Parties

We may receive information from payment processors (Stripe), accounting software your business connects (Xero, MYOB or QuickBooks), an email account your business connects (Google or Microsoft), and other services you choose to connect.

2.4 The Mobile App (iPhone, iPad and Android)

The Zynktra app asks for your permission before it uses your camera, photos, microphone, speech recognition, location or notifications. It asks about notifications when you first sign in, and about the others the first time you use a feature that needs them. You can say no, or switch any of them off later in your device's Settings app. Saying no only turns off the feature that needs it.

• Camera: To take photos of jobs, sites, equipment and receipts
• Photos: To attach photos that are already on your device
• Microphone and Speech Recognition: To dictate notes and talk to the voice assistant. Your speech is turned into text by your device's own speech recognition (Apple's on iPhone and iPad, usually Google's on Android, or your web browser's). Zynktra only receives the text, never a recording of your voice
• Location: Only while the app is open and in use, as described above. There is no background tracking
• Notifications: A push notification token, used to deliver alerts through Apple Push Notification service or Firebase Cloud Messaging
• Crash and Error Data: If the app crashes or hits an error, a report of what went wrong is sent to Sentry automatically so we can fix it. This doesn't use a device permission

3. How We Use Your Information

We use your information to:

• Provide, maintain, and improve our services
• Process payments and manage subscriptions
• Send you job notifications, reminders, and updates
• Provide the optional AI features you choose to use, such as Polish with AI and the voice assistant
• Provide customer support and respond to inquiries
• Send service announcements and product updates
• Analyze usage patterns and improve user experience
• Detect and prevent fraud, abuse, and security incidents
• Comply with legal obligations and enforce our terms
• Send marketing communications (with your consent)

4. How We Share Your Information

We do NOT sell your personal information. We may share your information only in these circumstances:

4.1 Service Providers

We share data with trusted third-party service providers who help us operate our business:

• Hosting and Storage: Supabase (database, sign-in, and storage for photos and files)
• Payments: Stripe (payment processing)
• Email: Mailgun (sending email from Zynktra). If your business connects its own Google or Microsoft email account, email can be sent through that account instead, and when you ask Zynktra to find supplier invoices it searches that mailbox for emails with PDF or image attachments
• SMS: ClickSend (text message notifications) and Plivo (the missed-call text-back service)
• AI: Anthropic (Claude), for the optional AI features described in section 4.2
• Document Reading: Amazon Web Services (Amazon Textract), to read receipts, supplier bills and other documents you upload or import, and pull out details such as the supplier, date and amounts
• Push Notifications: Apple Push Notification service (iPhone and iPad) and Firebase Cloud Messaging from Google (Android)
• Maps and Addresses: OpenStreetMap, for map images and to look up the addresses you type (through its Nominatim service), and Google Maps Platform, to work out the driving distance between two addresses when you use "Work out kms"
• Accounting (optional): Xero, MYOB or QuickBooks, if your business connects them, to sync invoices and payments
• Error Monitoring: Sentry (application error tracking and performance monitoring)
• Analytics: Google Analytics, on our public website pages only (not inside the app or the customer portal)

4.2 AI Features (Anthropic)

Some optional features use Claude, an AI model provided by Anthropic. When you use one, our servers send Anthropic only what that feature needs:

• Polish with AI (job sheets): The note text you ask it to tidy up
• Voice assistant: The text of what you said, today's date, and the details it looks up in your business's Zynktra records to answer you, such as matching clients, sites, jobs, invoices, quotes, parts, schedules and team member names. It can only look up what your own login is allowed to see
• Missed-call text replies: If a business uses the missed-call service, the text messages a caller sends and the business's name, so the AI can ask up to two short follow-up questions and write a one-line summary for the business

The app asks for your permission before you first use its AI features. We keep the text of voice assistant requests with your business's account so we can apply usage limits and fix problems.

4.3 Business Transfers

If ZYNKTRA is involved in a merger, acquisition, or sale of assets, your information may be transferred. We will notify you before your information becomes subject to a different privacy policy.

4.4 Legal Requirements

We may disclose your information if required by law, court order, or governmental request, or to protect our rights, property, or safety.

4.5 With Your Consent

We may share your information for any other purpose with your explicit consent.

5. Data Security

We implement industry-standard security measures to protect your data:

• Encryption: All data is encrypted in transit (TLS/SSL) and at rest
• Access Controls: Strict role-based access with multi-factor authentication
• Regular Backups: Automated daily backups with disaster recovery
• Security Monitoring: 24/7 monitoring for threats and vulnerabilities
• Compliance: Regular security audits and compliance checks

However, no method of transmission over the internet is 100% secure. While we strive to protect your data, we cannot guarantee absolute security.

6. Data Retention

We retain your information for as long as your account is active or as needed to provide services.

• Active Accounts: Data retained while your subscription is active
• Cancelled Accounts: Data retained for 90 days after cancellation
• Businesses Closed by Their Owner: Data permanently deleted 30 days after the owner closes the business (see section 8.3)
• Invoice and Payment Records: When a business's data is deleted, a copy of its invoices, payments, credit notes and supplier bills is kept for 7 years to meet Australian tax record-keeping obligations, then deleted
• GPS Data: Retained for 2 years after job completion
• Backups: Backup copies are retained for disaster recovery (30-90 days)

7. Data Breach Notification

We comply with the Notifiable Data Breaches (NDB) scheme under the Privacy Act 1988 (Cth). If we have reasonable grounds to believe an eligible data breach has occurred that is likely to result in serious harm to any individuals whose personal information is involved, we will notify the Office of the Australian Information Commissioner (OAIC) and affected individuals as soon as practicable.

Notifications will include details of what information was involved, what steps we have taken to contain the breach, and what steps affected individuals can take to protect themselves.

8. Your Privacy Rights

Under Australian privacy law, you have the following rights:

8.1 Access and Correction

You can access and update your personal information through your account settings at any time.

8.2 Data Export

You can export your data in common formats (CSV, JSON) through our export features.

8.3 Deleting Your Account

You can delete your account yourself, in the app or on the website. Tap your name or initial at the top right of the screen, choose My Profile, open the Edit tab, and under Danger Zone tap Delete My Account.

• Team members: Your sign-in is removed and your name, email address and phone number are wiped straight away. Jobs, invoices and other records belong to the business you work for, so they stay with that business but are no longer linked to your details.
• Account owners: If other people use your business's account, first make another team member the account owner (in Team). If you are the only administrator, first make someone else an administrator.
• The only person in a business: Deleting your account closes the business. You are signed out and the business is locked straight away. After 30 days your login and all of the business's data, including jobs, clients, quotes, invoices, photos and documents, are permanently deleted. Until then you can sign back in and cancel.
• Records we must keep: A copy of invoice and payment records is kept for up to 7 years to meet Australian tax record-keeping obligations, then deleted.

If you can't use the app, email contact@zynktrascheduling.com.au from the email address on your account and ask us to delete it. We will delete your data within 30 days, except where retention is required by law. For step-by-step instructions, see Delete your Zynktra account.

8.4 Marketing Opt-Out

You can unsubscribe from marketing emails using the link in any marketing message or through your account settings. In accordance with the Spam Act 2003, all commercial electronic messages we send include a functional unsubscribe mechanism.

8.5 Complaint Process

If you have concerns about how we handle your information, contact us at contact@zynktrascheduling.com.au. You also have the right to lodge a complaint with the Office of the Australian Information Commissioner (OAIC).

9. Cookies and Tracking

We use cookies and similar technologies to:

• Remember your preferences and settings
• Authenticate your login sessions
• Analyze how you use our service
• Improve our service performance

You can control cookies through your browser settings, but disabling cookies may affect service functionality.

10. Children's Privacy

Our service is not intended for children under 18. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately.

11. International Data Transfers

Your data is primarily stored on servers in Australia. However, some of our service providers may store or process data in other countries, including the United States and Europe.

When we transfer data internationally, we ensure appropriate safeguards are in place, such as standard contractual clauses and data processing agreements.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes via email or through the service at least 30 days before they take effect.

Your continued use of the service after changes become effective constitutes acceptance of the updated policy.

13. Contact Us

If you have questions or concerns about this Privacy Policy or our data practices, please contact us: