Privacy Policy

Last updated: 22 March 2026

Who We Are

ToolMate AI (ABN: 12 456 352 027) provides AI-powered automation services to trades and construction businesses in Australia.

Contact: michael@mytoolmate.com.au

What Data We Collect

From Clients (Business Customers)

• Business details: Company name, ABN, contact name, email, phone number
• Gmail access (InboxCommander only): We access your Gmail inbox via Google OAuth to classify emails and generate draft replies. We process email subject lines, sender addresses, and body content in real-time.
• Rate cards (QuoteMate only): Hourly rates, material costs, markup percentages, terms and conditions
• Company WHS data (ComplianceBot only): Team member names, roles, license numbers, PPE inventory, emergency procedures, site details
• Scope of works documents: PDFs and text uploaded for quote generation

From Website Visitors

No personal data is collected from website visitors. We do not use cookies or tracking scripts.

How We Use Your Data

Data	Purpose	Retention
Business details	Service delivery, invoicing, communication	Duration of service + 7 years (tax records)
Gmail content	Email classification and draft generation	Processed in real-time, not stored permanently
Rate cards	Quote generation	Duration of service, deleted within 14 days of termination
WHS company data	Compliance document generation	Duration of service, deleted within 14 days of termination
Scope of works	Quote generation	Deleted after processing unless client requests retention

Third-Party Services

Service	Provider	Purpose
Claude AI API	Anthropic	Text processing and AI generation
Gmail API	Google	Email access (with your OAuth consent)
Google Sheets API	Google	Data storage and reporting
Stripe	Stripe Inc.	Payment processing

Important: Anthropic (Claude AI) does not use API inputs to train their models. Your data is processed and discarded.

Data Security

• Client data is stored in access-controlled directories on secured infrastructure
• Google OAuth tokens are stored locally and are not shared
• All API communications use HTTPS encryption
• We do not store passwords — authentication is handled via Google OAuth

Your Rights

Under the Privacy Act 1988 (Cth), you have the right to:

• Access your personal data we hold
• Correct inaccurate data
• Request deletion of your data
• Withdraw consent for Gmail access at any time (revoke via Google Account settings)
• Complain to the Office of the Australian Information Commissioner (OAIC) if you believe we have breached the Australian Privacy Principles

Data Breach Notification

In the event of a data breach likely to result in serious harm, we will notify affected clients and the OAIC within 30 days, in accordance with the Notifiable Data Breaches scheme.

Changes to This Policy

We may update this policy from time to time. Clients will be notified of material changes via email.

Contact

For privacy-related queries or to exercise your rights:
Email: michael@mytoolmate.com.au