Platinum Consultants Aust Pty Ltd (“Platinum Consultants”, “we”, “us”) runs Platinum Apps, our website chat, our membership and our training and consulting services. This policy explains what personal information we collect, why, and what we do with it. We are bound by the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).
1. What we collect
- Your account: your name, business name, email address, phone number, password (stored only in a form we cannot read) and two-step sign-in settings.
- What you enter or import: for example employee names, pay rates and on-costs for the Overhead Calculator, and profit and loss figures.
- Data from your Simpro: when you connect Simpro with your own API key, the tools you run read the records they need, such as customers, sites, contacts, jobs, quotes, invoices, catalogue items, staff and schedules.
- Data from your accounting system: when you connect Xero or MYOB, the figures the Service needs, such as your profit and loss and chart of accounts.
- Payments: handled by Stripe. We see what you bought, when and whether it was paid. We never see or store your full card number.
- When you deal with us: emails, website chat and contact form messages, phone calls, texts, social media messages, bookings, support requests and notes our consultants make.
- Recordings: recordings and transcripts of sessions held with us on Zoom, and captions or transcripts of our training videos.
- How you found us: when you use our website chat, the page you first landed on, the website that referred you (its address only) and any campaign tags in the link. We do not record your IP address for this.
- Technical information: the logs we need to run and secure the Service, such as sign-in times and errors.
2. Why we use it
To provide the Service and the tools you run; to connect to your Simpro and accounting system when you ask; to bill you; to answer and follow up your enquiries; to run bookings, sessions and training; to improve the Service; to keep it secure and prevent misuse; and to meet our legal obligations. We only send marketing to people who can expect it, and every marketing email has a way to unsubscribe.
3. Your Simpro and accounting connections
- The keys and tokens you give us are stored encrypted and are never shown back on a screen.
- They are used only for the tools you, or someone in your workspace, start, and for scheduled tasks you set up.
- Our health-check reports only read your data. Tools that change your data only run when started by someone with permission in your workspace.
- Our support staff can open your workspace only when your workspace allows Platinum access. That access is limited and recorded.
- You can disconnect at any time, and revoke the key or connection in Simpro, Xero or MYOB directly.
4. Google and YouTube
Where the Service connects to Google, it asks only for the access it needs: to upload videos to Platinum Consultants’ own YouTube channel (the youtube.upload permission), and to manage our own Google Business Profile, including reading and replying to reviews. It does not ask for access to your Gmail, contacts, files or calendar.
Platinum Apps’ use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. In particular, we use information from Google only to provide those features; we do not sell it, use it for advertising, or use it to train artificial intelligence models; and nobody at Platinum Consultants reads it unless you ask us to, it is needed for security, or the law requires it. You can remove the Service’s access at any time from your Google Account’s security settings.
5. Zoom recordings and transcripts
When a session with us is held on Zoom and recorded, we copy the recording and its transcript into the Service so we can keep notes of what was agreed, follow up actions, and build training material. Short clips are only published after a person at Platinum Consultants has reviewed them. Ask us if you would like a recording of a session you took part in removed.
6. Artificial intelligence
Some features send text to OpenAI to draft replies, summarise, transcribe or explain. We send only what the feature needs, and never the names of our staff. The figures you see are calculated by the Service, not by AI. Under the terms that apply to its API, OpenAI does not use this data to train its models.
7. Who we share it with
We do not sell personal information. We share it only with service providers who help us run the Service, under their own privacy and security obligations, and only as much as each needs:
- Supabase (database and sign-in) and Fly.io (hosting), which host the Service;
- Cloudflare (file storage);
- Stripe (payments);
- Resend (sending email), Microsoft 365 (our email and calendars) and Twilio (phone calls and text messages);
- Zoom (online sessions and recordings), Google and YouTube (as described above), and LinkedIn and Meta (our own social media posts and Facebook messages);
- OpenAI (the AI features described above); and
- Simpro, Xero and MYOB, only when you connect them.
We may also disclose information where the law requires it, or to protect someone’s safety or our legal rights.
8. Where it is stored
The Service is hosted with Supabase and Fly.io. Our application servers run in Fly.io’s Sydney region and our database is hosted with Supabase in Sydney. Some of the providers listed above, including OpenAI, Stripe, Zoom, Google, Microsoft, Twilio and Resend, may process information outside Australia, including in the United States. We take reasonable steps to make sure they protect it in a way that is consistent with the APPs.
9. How we protect it
Information travels encrypted, access is limited to the people who need it, and our staff sign in with two-step verification. Connection keys and tokens are encrypted before they are stored. No system is perfectly secure, so please keep your own login safe and tell us straight away if you think it has been misused.
10. Cookies and browser storage
We use your browser’s storage to keep you signed in, remember which workspace you last used, and remember preferences such as light or dark mode. Our website chat remembers in your browser how you first arrived, so we know which of our pages and campaigns help people find us. We do not use advertising cookies or third-party tracking on the Service. Clearing your browser storage signs you out and resets these preferences.
11. How long we keep it
We keep information while your account is active and for as long as we need it to provide the Service, support you, and meet legal, tax and record-keeping obligations. The owner of a workspace can permanently delete the account from within the Service, which removes its data and logins. Copies in our backups are overwritten in the normal course. Some records, such as invoices, must be kept for the period the law requires.
12. Your choices and rights
You can ask to see the personal information we hold about you and ask us to correct it. You can disconnect Simpro, your accounting system or Google at any time, unsubscribe from marketing, and ask us to delete your information. We will respond within a reasonable time, usually 30 days. You can deal with us without identifying yourself where that is practical, although we cannot provide an account that way.
13. Complaints
If you have a concern about how we have handled your personal information, please contact us first so we can put it right. If you are not satisfied with our response, you can complain to the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au or on 1300 363 992.
14. Changes to this policy
We will update this policy when what we collect or how we use it changes. The date at the top shows when it last changed.
15. Contact us
For privacy questions, requests or complaints: admin@platinumconsultants.com.au.