1. Who We Are

Admin Substitute ABN 55 618 712 648 (“we”, “us”, “our”) operates the Admin Substitute platform — an administrative automation SaaS for Australian trade businesses. This Privacy Policy explains how we collect, use, disclose, and protect your personal information in accordance with the Australian Privacy Principles (APPs) under the Privacy Act 1988 (Cth).

2. Information We Collect

Information you provide directly:

Account information: Name, email address, phone number, business name, ABN, trade/industry.
Billing information: Payment card details are processed and stored securely by Stripe — we never store card numbers on our servers.
Business data: Leads, quotes, jobs, customer contacts, invoices, and communications you create within the platform.
Waitlist/onboarding: Name, email, phone, trade type submitted via our forms.

Information collected automatically:

Usage data: Pages visited, features used, API calls, emails/SMS sent via the platform.
Device & browser data: IP address, browser type, operating system, device identifiers.
Analytics: We use Google Analytics (GA4) to understand how visitors interact with our marketing site. GA4 uses cookies — see section 7.

3. How We Use Your Information

We use your information to:

Provide, maintain, and improve the Service.
Process payments and manage your subscription.
Send transactional communications (welcome emails, invoices, password resets).
Send platform notifications (lead alerts, job updates, review reminders) that you configure.
Provide customer support and respond to enquiries.
Analyse usage to improve features and fix bugs.
Comply with legal obligations.

We will never sell your personal information to third parties.

4. How We Share Your Information

We only share your information with:

Stripe — for payment processing.
SendGrid (Twilio) — for sending transactional emails on your behalf.
Twilio — for sending SMS messages on your behalf.
Google Analytics — anonymised usage data on our marketing site.
Hosting providers — our infrastructure providers who store data securely.
Legal authorities — if required by law, regulation, or legal process.

All third-party processors are bound by data processing agreements and are committed to protecting your data.

5. Data Storage & Security

Your data is stored in secure, hosted database infrastructure with encryption at rest and in transit.
We use industry-standard security measures including HTTPS, hashed passwords (bcrypt), and role-based access control.
Access to production systems is restricted to authorised personnel only.
While we take all reasonable precautions, no system is 100% secure. If a data breach occurs, we will notify affected users in accordance with the Notifiable Data Breaches scheme.

6. Data Retention

Active accounts: We retain your data for as long as your account is active.
Cancelled accounts: Your data is retained for 30 days after cancellation (grace period) to allow re-activation or data export. After that, it may be permanently deleted.
Waitlist data: Retained until you unsubscribe or request deletion.
Analytics data: Anonymised analytics data may be retained indefinitely for aggregate analysis.

7. Cookies

We use the following cookies:

Essential cookies: Session cookies for authentication. These are necessary for the Service to function.
Analytics cookies: Google Analytics (GA4) cookies to understand marketing site traffic. These are only set on the public marketing site, not within the app dashboard.

You can disable cookies in your browser settings, but this may affect the functionality of the Service.

8. Your Rights

Under Australian privacy law, you have the right to:

Access the personal information we hold about you.
Correct any inaccurate or outdated information.
Request deletion of your personal information (subject to legal retention requirements).
Withdraw consent for marketing communications at any time.
Lodge a complaint with the Office of the Australian Information Commissioner (OAIC) if you believe your privacy has been breached.

To exercise any of these rights, contact us at [email protected].

9. Communications

Transactional emails/SMS: Required for the Service to function (account activation, payment receipts, lead notifications). These cannot be opted out of while your account is active.
Marketing communications: We may occasionally send product updates or feature announcements. You can unsubscribe at any time via the link in the email.

10. Children

The Service is not intended for individuals under 18 years of age. We do not knowingly collect personal information from children.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes via email or in-app notification. The “Last updated” date at the top indicates when this Policy was last revised.

12. Contact

For privacy-related enquiries or to exercise your rights:

Email: [email protected]
ABN: 55 618 712 648