Privacy Policy

1 Who we are

MopTrack Pty Ltd, ABN 32 703 629 985, provides cleaning operations software. Privacy enquiries and requests can be sent to support@moptrack.com.

This policy covers information we handle in providing the service and managing our business. Customer organisations also decide how their workspace is used and which staff, client and site information they enter. Their own privacy notices and obligations may apply alongside this policy.

2 Information we handle

Depending on how you use the service, information may include your name, sign-in email, account identifier, contact details, job title, role, site permissions and invitation or account status.

Workspace information may include site addresses, schedules, staff assignments, shifts, client requests, descriptions, location details supplied by users, comments, completion records and associated timestamps. Pre-build records may include agreed prices, minimum charges, recorded billable hours and approval documents.

Photographs, logos, approval emails, screenshots and uploaded documents may contain information about staff, clients, tenants, visitors or other people. Support emails and recorded support sessions may contain contact details and information customers choose to share.

3 How information is collected

We collect information when you or your organisation creates or uses an account, sends an invitation, submits a request, updates a job, uploads a file or contacts us. We also receive sign-in information from the identity provider used by the service.

A customer administrator, manager, client or other authorised user may enter information about you. We use that information to provide the relevant workspace functions. We work with customer organisations to provide appropriate collection notices, including when information is supplied by another person.

A QR code identifies an area or link; opening it does not by itself independently verify a person’s physical attendance.

4 Why we use information

We use relevant information to authenticate users, manage invitations and permissions, display authorised work, organise tasks and rosters, process requests, retain job and approval records, produce reports and respond to support enquiries.

We also use information as reasonably necessary to protect the service, investigate misuse, manage our customer relationship, resolve disputes and meet legal obligations. Access for support or investigation must be limited to an authorised purpose.

5 Who can see workspace information

Authorised users can see information according to their roles, assigned sites and the settings selected by the customer administrator. The administrator may permit managers, cleaners and clients to view different details, including names, notes, requests, photographs and reports.

Customers can export or share reports outside MopTrack. They are responsible for choosing appropriate recipients and protecting exported copies. Removing a person’s access does not automatically erase information from previously created reports, audit records or copies already received by others.

Support enquiries are received at support@moptrack.com through a mailbox managed by Hostinger. Screen-sharing assistance is provided through Microsoft Teams when customers choose to share their screen. Support personnel can see information displayed during these sessions. With participants’ prior agreement to recording and training use, sessions are recorded for training purposes and deleted within 30 days of the session. We may disclose information where required or permitted by law.

6 Hosting service providers and overseas handling

We use Microsoft Azure to host the application and Azure SQL Server to store workspace data, including uploaded photographs and documents. Microsoft Entra ID provides user sign-in. Hostinger hosts the public WordPress homepage and manages automated emails and our support mailbox. Stripe processes payments and provides security for payment information handled within its service. Microsoft Teams is used for screen-sharing support and session recording. These providers handle information for their relevant services and may use subcontractors.

Our workspace database is currently hosted on Australian servers. We plan to introduce hosting in other regions as the service expands and will update this policy to reflect material changes to our hosting arrangements.

Australian hosting of the workspace database does not mean that all service-provider processing, support access or backups are necessarily confined to Australia. Where personal information is disclosed overseas, we take the steps required by applicable law and identify likely recipient countries where practicable.

7 Cookies browser storage and device permissions

The service uses authentication/session mechanisms and browser storage for functions such as keeping users signed in and remembering interface preferences. Disabling required storage may affect access or selected settings.

Analytics and visitor-tracking tools are used on the public homepage. They are not used within the customer workspace. The workspace uses storage needed for sign-in and operation, including remembering interface preferences.

Photos are accessed when users choose to upload them. Camera access is used for user-initiated scanning or capture features. Users can manage device permissions in their device settings. MopTrack does not actively collect device GPS location. Uploaded photographs may contain embedded metadata, including location information.

8 Security and incidents

We use encryption during transmission and while workspace data is stored. User access is governed by roles, site permissions and account settings. We take reasonable steps appropriate to the information and service to protect personal information from misuse, interference, loss and unauthorised access, modification or disclosure.

No system can eliminate all security risks. Users and administrators should keep credentials secure, use suitable device protections and report suspected unauthorised access promptly to support@moptrack.com. This does not remove MopTrack’s own security obligations.

If an incident occurs, we will investigate, contain and respond to it and notify affected customers, individuals and authorities where required.

9 Retention archiving and deletion

We retain personal information only for as long as reasonably needed for the purposes described in this policy, agreed service requirements and applicable legal obligations. Information that is no longer needed is deleted or de-identified where required and technically appropriate, taking account of lawful preservation requirements.

After the paid subscription ends, customers have 30 days of read-only access to view and export records. Customers are responsible for saving their records before this period ends. Workspace data, including backups, is deleted by the end of that period, subject to required legal retention.

Archiving a site, task or person preserves its history. Deleting an account membership or removing access does not necessarily delete historical job records, photographs or approvals. A request to delete personal information is considered separately, including whether records must be retained for a lawful reason.

Support-session recordings are deleted within 30 days of the session. Customer-held report exports and copies held by other recipients are outside MopTrack’s deletion process and may be subject to separate retention responsibilities.

10 Access correction and other requests

You can ask us about personal information we hold about you or request access, correction or deletion by contacting support@moptrack.com. We may take reasonable steps to verify your identity and protect information about other people.

Where information is managed by your organisation, contacting its administrator may be the quickest way to correct an operational record. We will explain when a request needs coordination with that organisation and will consider our own obligations.

We will respond within the period required by applicable law, or otherwise within a reasonable period. If we cannot meet a request, we will explain the reason where appropriate and how you may complain. Our response target is 30 calendar days for privacy requests.

11 Marketing and contact preferences

Service messages, such as invitations, security notices and essential account communications, are used to operate the service. Optional marketing must be identified separately from those messages.

Product updates and promotional emails may be sent to customers, and general marketing may be sent to prospective customers where permitted by law and with the required consent. Leads may come from website sign-ups, direct enquiries or purchased lists; purchasing a list does not itself establish consent. Promotional emails include an unsubscribe option. Essential account, billing, security and service messages continue independently of marketing preferences. Customer workspace content is not sold or used for advertising or unrelated purposes.

12 Complaints and policy changes

If you have a privacy concern, contact support@moptrack.com with details and the outcome you seek. We will acknowledge and investigate the concern and explain the outcome. Our response target is 30 calendar days.

Where the Privacy Act applies and a concern remains unresolved, you may be able to complain to the Office of the Australian Information Commissioner at www.oaic.gov.au. Other rights and complaint avenues remain available where applicable.

We will publish the effective date of this policy and explain material changes through email with 30 days’ advance notice for significant changes. A policy update is not retrospective consent to an unrelated new use of personal information. We will obtain any additional consent required by law.