1. Who we are

Assistly is a field service management platform operated by ReeceAI Solutions, based in Perth, Western Australia. We provide software tools for Australian trade businesses including leads management, job scheduling, quoting, and invoicing.

We're bound by the Australian Privacy Act 1988 and the Australian Privacy Principles (APPs). This policy describes how we meet those obligations.

If you have any questions about this policy, contact us at reece@assistlyapp.com.au.

2. Information we collect

Information you provide

• Business details — name, ABN, address, phone, email
• Account credentials — email address and password
• Customer information — names, phone numbers, email addresses, job addresses
• Job and financial data — quotes, invoices, job notes and photos
• Tradie details — names, contact information, login credentials for any additional staff you grant access to your account

Information collected automatically

• Usage data — pages visited, features used, actions taken
• Device information — browser type, operating system, screen size
• Log data — IP address, access times, error logs

Information collected through our platform

• Missed call data — customer name, phone number and issue description captured by SMS via our Twilio integration, then processed by our AI assistant (OpenAI) to extract the name and issue
• Payment information — processed securely via Stripe and Stripe Connect (we never store card details)
• Accounting integration data — if you connect Xero or MYOB, we sync invoices and customer records you create in Assistly with those services on your direction

Information from advertising

If you respond to an Assistly advertisement on Facebook or Instagram and submit a lead form, Meta passes us the information you provided in that form. This typically includes your name, email, phone number, and answers to a small number of qualifying questions (such as your trade, team size, and the challenges you face). We use this to follow up with you about Assistly.

3. How we use your information

We use the information we collect to:

• Provide and improve the Assistly platform
• Send quotes, invoices and notifications on your behalf
• Notify tradies of job assignments via SMS
• Process payments and manage subscriptions
• Provide customer support
• Ensure the security and integrity of our platform
• Comply with legal obligations

We do not sell your personal information. We do not use your business or customer data to train AI models. We do not share your data with advertisers.

4. How we share your information

We share data only with trusted service providers necessary to operate our platform:

• Supabase — database, authentication and file storage infrastructure
• Railway — application and workflow hosting
• Twilio — SMS notifications and missed call capture
• OpenAI — AI processing of incoming SMS messages to extract customer name and issue description (short conversation snippets only; per OpenAI's API terms, our data is not used to train their models)
• Stripe — payment processing for Assistly subscriptions and, via Stripe Connect, processing customer-to-tradie payments through the platform
• Xero — optional accounting integration (only if you connect your Xero account; we push invoices and customers you create in Assistly)
• MYOB — optional accounting integration (only if you connect your MYOB account; we push invoices and customers you create in Assistly)
• Resend — transactional email delivery
• Meta (Facebook / Instagram) — when you respond to an Assistly ad on Meta platforms, Meta passes us your lead form submission
• Plausible Analytics — anonymous, cookie-free website analytics (no personal data shared)

All third-party providers are bound by data processing agreements and appropriate privacy protections.

We may also share information when we have a legal obligation to (for example, in response to a valid court order, subpoena, or government request), or with your consent for any other purpose.

5. Data storage and security

Your data is stored securely in Supabase's infrastructure, currently in the AWS Asia Pacific (Seoul) region. Migration to an Australian region (Sydney) is planned on our 2026 roadmap.

We implement industry-standard security measures including:

• Encrypted connections (HTTPS/TLS) for all data in transit
• Encrypted storage for sensitive data at rest, with additional PGP encryption applied to OAuth tokens for third-party integrations (Xero, MYOB, Stripe)
• Row-level security policies to ensure clients can only access their own data
• Regular security reviews and updates

No system is completely secure, so while we do our best, we can't guarantee absolute security. If we become aware of a data breach that's likely to result in serious harm, we'll notify you and the Office of the Australian Information Commissioner (OAIC) in line with the Notifiable Data Breaches scheme.

6. Data retention

• While your account is active: we keep your information for as long as you're using Assistly.
• After account cancellation: we retain your data for 90 days before permanently deleting it, giving you time to export anything you need.
• Financial records (invoices, receipts, payment transactions): we retain these for at least 7 years, as required by Australian taxation law, even after account closure.
• Marketing leads (people who haven't yet signed up): if you submitted a lead form but didn't become a customer, we keep your information for up to 24 months for follow-up, then delete it. You can ask us to delete it sooner at any time.
• Backups: backup copies are retained on a rolling 30-day cycle, after which they are purged.

7. Your rights

Under Australian Privacy Law (and GDPR where applicable), you have the right to:

• Access the personal information we hold about you
• Request correction of inaccurate or out-of-date information
• Request deletion of your data (subject to any legal obligations we have to retain it)
• Export your data in a portable format
• Object to certain types of processing, or withdraw consent for optional uses (such as marketing emails) at any time
• Make a complaint to us about how we've handled your information, and if you're not satisfied, to the Office of the Australian Information Commissioner

To exercise any of these rights, email reece@assistlyapp.com.au. We'll respond within 30 days. We may need to verify your identity before acting on a request, to protect your information from being released to the wrong person.

8. Cookies

Assistly uses minimal cookies and local storage to maintain your login session and remember your preferences. We do not use advertising or tracking cookies on the application. Marketing landing pages may use Plausible Analytics, which is cookie-free and does not track individuals.

9. Data deletion for Meta (Facebook/Instagram) sourced information

This deletion mechanism is provided to comply with Meta Platform Terms. If you also have an active Assistly account, separate retention rules apply to that account (see Section 6).

10. Children's privacy

Assistly is designed for use by business owners and trade professionals. We do not knowingly collect information from anyone under 18 years of age.

11. Changes to this policy

We may update this Privacy Policy from time to time. We will notify you of significant changes by email or via a notice in the app. Continued use of Assistly after changes are posted constitutes acceptance of the updated policy.

12. Contact us

If you have any questions, concerns or complaints about this Privacy Policy or how we handle your data, please contact us:

• Entity: Reece Klaassen (sole trader)
• ABN: 22 465 892 338
• Postal address: 8 Allendale Crescent, Dawesville WA 6211, Australia
• Email: reece@assistlyapp.com.au
• Website: assistlyapp.com.au
• Location: Perth, Western Australia, Australia

If you're not satisfied with our response, you can lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au.