Privacy policy

This policy explains how Pro Suite collects, uses, shares and protects personal information. It applies to our website, our software products and our consulting services.

Pro Suite is operated by Time Bends Pty Ltd (ABN 83 628 452 862), Kingsley, Western Australia. For privacy questions, requests or complaints, email admin@prosuite.com.au.

We are a small business and may not be legally required to comply with the Australian Privacy Principles (APPs) in the Privacy Act 1988 (Cth). We have chosen to follow them as the standard for how we handle personal information.

We collect only what we need to provide our services. Depending on how you deal with us, this may include:

• Contact and account details: name, email, phone, company name, role and login details.
• Billing and subscription records: purchases, invoices, subscription status and payment history. Card details are entered directly with our payment provider, Stripe; we do not see or store full card numbers.
• Bookings and enquiries: meeting bookings, enquiry forms, support requests and related correspondence.
• Connection details: configuration settings and access credentials (such as API keys or authorisation tokens) for business systems you connect to our products.
• Technical information: device and browser type, IP address, session information and security logs.

How we collect it. Most information comes directly from you, through our website, forms, bookings, emails and calls. Some comes from your employer or organisation when they set you up as a user. Technical information is collected automatically when you use our website or products.

Please do not send passwords or full card details through enquiry forms or email. Only give us personal information about other people where you are authorised to do so.

We use personal information to:

• provide, operate and support our products and consulting services
• set up and manage accounts, subscriptions and billing
• arrange bookings and respond to enquiries
• send service messages, such as receipts, account notices and security alerts
• keep our services secure and investigate misuse
• meet our legal, tax and record-keeping obligations

If you don't provide information we need, we may not be able to provide the service you've asked for.

Marketing. We send marketing emails only to people who have agreed to receive them, or where the law otherwise permits it. Every marketing email includes an unsubscribe link, and we act on unsubscribe requests within 5 business days. We keep a record of consent and a minimal suppression list so we don't contact people who have opted out. Service messages, such as receipts and security alerts, are not marketing and are sent regardless of your marketing preferences.

Client business data. Our products connect to business systems our clients use, such as Simpro. Those systems may hold personal information about our clients' own customers, staff and contacts. When our products read or update that data, we do so on our client's instructions and only to perform the action requested. Our client remains responsible for that data, and their own privacy policy applies to it.

We do not keep copies of records from connected systems. We store only the connection settings and access credentials needed to run the service. Credentials are stored securely and deleted when a connection is removed. Our terms of service set out our obligations to clients in more detail.

AI services. Some of our products use AI models to read, summarise or act on information. Where a client connects our products to their own AI assistant, information is processed by that assistant under the client's own arrangements with its provider. Where our products call an AI provider directly, we use only providers whose commercial terms prohibit training their models on the data we send. We do not use customer data to train AI models.

Our products help people carry out tasks; they do not make decisions that significantly affect individuals' rights or interests without human involvement.

We never sell personal information, and we never let third parties use it for their own marketing or other independent purposes.

We share information with service providers only as needed for them to deliver their service to us. Some of them store or process information outside Australia. Where we disclose personal information overseas, we take reasonable steps to ensure it is handled consistently with the APPs, and we remain accountable for that disclosure.

We may also disclose information where required or authorised by law, such as to a court or regulator. A list of our current service providers is available on request.

We use cookies and similar browser storage for sign-in, session security and remembering your preferences. Embedded services, such as our booking widget and Stripe checkout, may set their own cookies under their own privacy policies.

We use analytics to understand how our website is used. We do not use advertising or cross-site tracking cookies.

You can block or delete cookies in your browser settings. Blocking essential cookies may stop sign-in, bookings or payments from working.

We take reasonable steps to protect personal information from misuse, loss and unauthorised access, change or disclosure. These include encrypted connections, access controls limited to the people who need them, secure storage of credentials, and reputable hosting providers. No online system is completely secure.

If a data breach is likely to cause serious harm to the people affected, we will notify them promptly and tell them what they can do to protect themselves. We follow the approach of the Notifiable Data Breaches scheme, and will notify the Office of the Australian Information Commissioner (OAIC) where the law requires it.

We keep personal information only as long as we need it for the purposes above or to meet legal obligations. After that we delete it or de-identify it.

Deleted information may remain in our database backups for up to 7 days before those backups are overwritten. Records we must keep by law are not deleted early, even on request.

Email admin@prosuite.com.au to:

• ask what personal information we hold about you, or get a copy of it
• correct information that is wrong, out of date or incomplete
• ask us to delete your information
• make a privacy complaint

We may need to confirm your identity first. We aim to respond within 30 days. If we can't fully meet your request, for example because the law requires us to keep certain records, we'll explain why.

If you're not satisfied with our response to a complaint, you can contact the Office of the Australian Information Commissioner at oaic.gov.au. Whether the OAIC can investigate depends on whether the Privacy Act applies to us.

We may update this policy as our services change. The current version will always be on our website with its effective date. If we make a significant change, we'll tell account holders by email before it takes effect.