SmarteBuild

Privacy Policy

Effective date: 1 January 2019 · Revised: 19 September 2026

1. INTRODUCTION

This document sets out the privacy policy of BREINZ PTY LTD ABN 29 630 324 006, trading as SmarteBuild (referred to in these terms and conditions as ‘we’, ‘us’, or ‘our’).

We take our privacy obligations seriously and we’ve created this privacy policy to explain how we store, maintain, use and disclose personal information.

By providing personal information to us, you consent to our storage, maintenance, use and disclosing of personal information in accordance with this privacy policy.

We may change this privacy policy from time to time by posting an updated copy on our website and we encourage you to check our website regularly to ensure that you are aware of our most current privacy policy.

2. TYPES OF PERSONAL INFORMATION WE COLLECT

The personal information we collect may include the following:

  • name;
  • mailing or street address;
  • email address;
  • social media information;
  • telephone number and other contact details;
  • information about your business or personal circumstances;
  • information in connection with client surveys, questionnaires and promotions;
  • your device identity and type, I.P. address, geo-location information, page view statistics, advertising data and standard web log information;
  • information about third parties; and
  • any other information provided by you to us via our website or our online presence, or otherwise required by us or provided by you.

We do not collect or store credit card or other payment card details, and we do not collect your age or date of birth. Payments are processed by our payment provider (Stripe); you give your card details directly to them, and they are never held on our systems.

3. HOW WE COLLECT PERSONAL INFORMATION

We may collect personal information either directly from you, or from third parties, including where you:

  • contact us through our website;
  • submit any of our online sign up forms;
  • communicate with us via email, telephone, SMS, social applications (such as LinkedIn, Facebook or Twitter) or otherwise;
  • interact with our website, social applications, services, content and advertising; and
  • invest in our business or enquire as to a potential purchase in our business.

We may also collect personal information from you when you use or access our website or our social media pages. This may be done through use of web analytics tools, 'cookies' or other similar tracking technologies that allow us to track and analyse your website usage. Cookies are small files that store information on your computer, mobile phone or other device and enable and allow the creator of the cookie to identify when you visit different websites. If you do not wish information to be stored as a cookie, you can disable cookies in your web browser.

4. USE OF YOUR PERSONAL INFORMATION

We collect and use personal information for the following purposes:

  • to provide services or information to you;
  • for record keeping and administrative purposes;
  • to provide information about you to our contractors, employees, consultants, agents or other third parties for the purpose of providing goods or services to you;
  • to improve and optimise our service offering and customer experience;
  • to comply with our legal obligations, resolve disputes or enforce our agreements with third parties;
  • to send you marketing and promotional messages and other information that may be of interest to you and for the purpose of direct marketing (in accordance with the Spam Act). In this regard, we may use email, SMS, social media or mail to send you direct marketing communications. You can opt out of receiving marketing materials from us by using the opt-out facility provided (e.g. an unsubscribe link);
  • to send you administrative messages, reminders, notices, updates, security alerts, and other information requested by you; and
  • to consider an application of employment from you.

We may disclose your personal information to cloud providers, contractors and other third parties located inside or outside of Australia. If we do so, we will take reasonable steps to ensure that any overseas recipient deals with such personal information in a manner consistent with the Australian Privacy Principles.

The countries in which those recipients are likely to be located are: Australia, the United States of America, New Zealand and member states of the European Union (including Poland). Those recipients include our hosting providers, our payment provider, our accounting integration partner, our email and productivity providers, our website analytics provider and our live chat provider.

5. SECURITY

We take reasonable steps to ensure your personal information is secure and protected from misuse or unauthorised access. Our information technology systems are password protected, and we use a range of administrative and technical measure to protect these systems. However, we cannot guarantee the security of your personal information.

6. DATA BREACHES

If we become aware of a data breach involving your personal information that is likely to result in serious harm to you, we will assess it promptly, take steps to contain and remediate it, and notify you and the Office of the Australian Information Commissioner as required under the Notifiable Data Breaches scheme in Part IIIC of the Privacy Act 1988 (Cth).

8. HOW LONG WE KEEP YOUR INFORMATION

We keep personal information only for as long as we need it for the purposes set out in this policy, or for as long as we are required to keep it by law.

When we no longer need it, and we are not required by law to retain it, we will take reasonable steps to destroy it or to de-identify it.

Information you have entered into the Services is retained in accordance with our Software Terms & Conditions.

9. REQUESTING ACCESS OR CORRECTING YOUR PERSONAL INFORMATION

If you wish to request access to the personal information we hold about you, please contact us using the contact details set out below including your name and contact details. We may need to verify your identity before providing you with your personal information. In some cases, we may be unable to provide you with access to all your personal information and where this occurs, we will explain why. We will deal with all requests for access to personal information within a reasonable timeframe.

If you think that any personal information we hold about you is inaccurate, please contact us using the contact details set out below and we will take reasonable steps to ensure that it is corrected.

10. COMPLAINTS

If you wish to complain about how we handle your personal information held by us, please contact us using the details set out below including your name and contact details. We will investigate your complaint promptly and respond to you within a reasonable timeframe.

11. THE SMARTEBUILD MOBILE APP

The SmarteBuild mobile app for Android and iOS is part of the SmarteBuild service, and everything set out above applies to it. This section explains what the app itself collects on your phone, why, and who it is shared with.

What the app collects

  • Your sign-in details and name. You sign in with the email address and password issued by the SmarteBuild account holder you work for. The app keeps a sign-in token on the phone so that you do not have to sign in again every day.
  • Photographs and files you choose to add. Photos you take or select for defects, site diary entries, checklists, safety incidents and delivery dockets. They are stored against the project you added them to.
  • Voice recordings, only while you are dictating. If you use the microphone button to dictate a note, that recording is sent for transcription and the resulting text is placed in the field you were writing in. Dictation is optional and the app works fully without it.
  • Location, only if you allow it. The app asks for your location when you clock in or out of a timesheet, so that the time record shows where it was made. If you refuse, the clock still works and no location is recorded. Photographs may also carry the coordinates your phone camera stores inside the photo file itself.
  • A notification token for your device. An identifier issued by Google or Apple so that messages and alerts can be delivered to your phone. It identifies the device, not you personally.
  • Basic technical information. App version, device type and error reports, used to keep the app working.

How it is used, and who it is shared with

  • Everything you record in the app is stored in the SmarteBuild account it was created in, and is visible to the people that account holder has given access to. We do not sell personal information and we do not use it for advertising.
  • Speech to text. Dictated audio is sent to our transcription provider (currently OpenAI) for the sole purpose of converting it into text. It is not used to build a profile of you.
  • Notifications. Alerts are delivered through Google Firebase Cloud Messaging on Android and the Apple Push Notification service on iOS.
  • Weather. Site diary entries look up the weather using the project postcode only. No personal information is sent to the weather provider.

Keeping and deleting your information

Records created in the app belong to the SmarteBuild account they were created in and are kept while that account is active, because they form part of that builder’s project history (see section 8). If you want the personal information we hold about you deleted, contact our Privacy Officer using the details below and we will action it, subject to our obligations to the account holder and to any records we are required by law to keep. Signing out of the app removes the sign-in token and the copies of your jobs that are held on the phone for working without signal.

The app is intended for people working in the building industry and is not directed at children.

What the app does not do

The app contains no advertising, analytics or tracking libraries. We do not track you across other apps or websites, we do not build advertising profiles, and we do not sell or share personal information with data brokers.

Everything the app sends travels over an encrypted connection, and the sign-in token is held in the secure storage the phone provides for that purpose.

Where the information goes

Your project records are stored on our servers in Australia. Two parts of the app involve providers outside Australia: dictation is transcribed by our transcription provider, and notifications are delivered through Google (Android) or Apple (iOS). Section 4 sets out how we handle information disclosed overseas.

Permissions are yours to refuse

The camera, photo library, microphone, location and notification permissions are each requested only when you first use the feature that needs them, and each one can be refused or later withdrawn in your phone settings. The app keeps working without them; only the feature that needs a permission stops working.

How to have your information deleted

Email privacy@smartebuild.com.au from the address you sign in with, and ask for your account and the personal information we hold about you to be deleted. We will action it within 30 days, subject to our obligations to the account holder you work for and to any records the law requires us to keep. The account holder can also remove your user access at any time.

Project records themselves - photographs, diary entries, checklists and timesheets - belong to the builder whose account they were created in and are dealt with under section 8 and the Software Terms and Conditions, because they form that builder’s project history.

12. CONTACT US

For further information about our privacy policy or practices, or to access or correct your personal information, or to make a complaint, please contact us:

Privacy Officer
SmarteBuild
Suite 86/42 Manilla St, East Brisbane QLD 4169
Email: privacy@smartebuild.com.au
Phone: +61 7 3397 8805

If you are not satisfied with how we have handled your complaint, you may contact the Office of the Australian Information Commissioner at www.oaic.gov.au or on 1300 363 992.

Questions about this document? Emailhello@smartebuild.com.au or call+61 7 3397 8805.