Tradmin← Back to home

Legal

Privacy Policy

Effective date: 6 July 2026

1. Who We Are

Tradmin is operated by Jetin Mathew, a sole trader based in New Zealand ("we", "us", "our"). This Privacy Policy explains how we collect, use, store, and protect your personal information when you use the Tradmin mobile application and related services (the "App").

Because Tradmin is operated as a sole trader rather than a registered company, Jetin Mathew is personally the data controller for the purposes of this policy.

If you have any questions about this policy or how your data is handled, contact us at [email protected].

2. Scope of This Policy

This policy applies to information collected through:

  • The Tradmin mobile app (iOS and Android)
  • Any related websites (e.g. tradmin.app)
  • Customer support communications

It applies to both tradies (business owners using Tradmin to run their trade business) and their end customers (people who receive quotes, invoices, or payment requests via Tradmin on behalf of a tradie).

3. Information We Collect

3.1 Information you provide directly

  • Name, email address, and mobile number (for account creation and verification)
  • Business details (business name, address, GST/tax number where applicable)
  • Customer records you create (names, phone numbers, addresses, job history)
  • Quotes, invoices, job notes, and photos you upload
  • Voice notes you record for job creation
  • Payment and banking details required to receive payouts via Stripe

3.2 Information collected automatically

  • Device information (device model, OS version, unique device identifiers)
  • App usage data (features used, crash logs, performance data)
  • Location data, only when you grant permission, used for suggesting optimised job routes, auto-filling job site addresses, and weather alerts relevant to scheduled outdoor jobs

3.3 Information from third parties

  • Payment status and payout information from Stripe
  • Message delivery status from Twilio (SMS) and Resend (email)

4. How We Use Your Information

We use your information to:

  • Provide and maintain the App's core functionality (quoting, invoicing, job management, payments)
  • Generate AI-assisted quotes from photos and voice notes (see Section 5)
  • Send job-related SMS and email notifications (e.g. quote sent, payment received)
  • Improve app reliability and troubleshoot issues
  • Provide customer support
  • Comply with legal and tax obligations (e.g. NZ GST record-keeping)

We do not sell your personal information to third parties, and we do not use your data to serve third-party advertising.

5. AI Processing (Photo to Quote & Voice to Job)

Tradmin uses OpenAI's GPT-4o model to analyse:

  • Photos submitted through "Photo to Quote," to suggest line items and pricing
  • Voice recordings submitted through "Voice to Job," to auto-fill job details

Photos and voice recordings you submit for AI analysis are sent securely to OpenAI for processing. OpenAI processes this data as a subprocessor under its API data usage policies and does not use this data to train its models (per OpenAI's API terms). We retain the source photo/audio only as long as needed to generate and let you review the result, per the retention periods in Section 8.

6. Voice Notes

If you use the voice note feature, your recording is:

  1. Transcribed and analysed to extract job details
  2. Stored temporarily so you can replay or re-confirm details before the job is created
  3. Deleted automatically 30 days after the associated job is created, unless you delete it sooner from within the app

We do not use voice recordings for any purpose beyond the job creation flow described above.

7. Who We Share Data With (Subprocessors)

To operate Tradmin, we share limited data with the following third-party service providers, each acting as a data processor on our behalf:

  • Supabase – Database hosting, authentication, backend infrastructure (all app data encrypted at rest)
  • Stripe – Payment processing and payouts (payment details, transaction data)
  • OpenAI – AI-powered photo/voice job and quote analysis (photos, voice recordings, associated text)
  • Twilio – SMS notifications and verification codes (phone number, message content)
  • Resend – Transactional email delivery (email address, message content)
  • Cloudflare – Content delivery and security (technical/network data, IP address)
  • PowerSync – Offline data sync (app data encrypted in transit and at rest)

Each provider is contractually restricted from using your data for any purpose other than providing services to us, and each maintains its own security and compliance certifications.

We do not currently integrate with Xero or MYOB. If integrations are added in future, this policy will be updated before they go live.

8. Data Retention

We retain personal information only as long as necessary for the purposes described in this policy:

  • Account information: until account deletion, plus 30 days
  • Customer records: until deleted by the tradie, or account deletion
  • Voice notes: 30 days after associated job creation
  • Photos (quotes/jobs): until deleted by the tradie, or account deletion
  • Financial/invoice records: 7 years (NZ tax record-keeping requirement)
  • Support communications: 2 years

9. Your Rights

New Zealand users
Under the Privacy Act 2020, you have the right to:

  • Access the personal information we hold about you
  • Request correction of inaccurate information
  • Complain to the Office of the Privacy Commissioner if you believe your information has been mishandled

Australian users
Under the Privacy Act 1988 (Cth) and the Australian Privacy Principles, you have similar rights to access and correct your personal information, and to lodge a complaint with the Office of the Australian Information Commissioner (OAIC).

To exercise any of these rights, email [email protected]. We will respond within 20 business days.

10. Data Security

We take reasonable steps to protect your information, including:

  • Encryption of data in transit (TLS) and at rest
  • Access controls limiting who can view customer data
  • Regular review of third-party subprocessor security practices

No system is 100% secure, and we cannot guarantee absolute security of information transmitted to the App.

11. International Data Storage

Some of our subprocessors (for example OpenAI and Stripe) may store or process data outside New Zealand and Australia, including in the United States. Where this occurs, we rely on the subprocessor's own compliance frameworks to ensure your data remains protected.

12. Children's Privacy

Tradmin is not directed at children, and we do not knowingly collect personal information from anyone under 18.

13. Changes to This Policy

We may update this Privacy Policy from time to time. If changes are significant, we will notify you via email or in-app notice before they take effect. The "Last updated" date at the top of this page will always reflect the most recent version.

14. Contact Us

For any questions, requests, or complaints about this Privacy Policy or your personal information: