Privacy Policy

Important context

Fire Track Pro is business software used by service companies and authorised users. Customers are responsible for how they configure their tenant and for the records they choose to enter.

1. Who this policy covers

This policy explains how FireTrack Pro Pty Ltd handles personal information across FireTrack Pro, including our public website, web portal, mobile applications, Android Auto experience, APIs, integrations, support services and related products. FireTrack Pro is business software used by service companies, their authorised users and customer-approved contacts.

2. Information we collect

The information we collect depends on how FireTrack Pro is configured and used. It may include:

• Account and identity details such as name, email address, phone number, role, company, username, authentication state and permission settings.
• Billing, subscription, proposal, invoice and payment administration details.
• Tenant records entered by customers or authorised users, including customers, properties, site contacts, asset records, grouped systems, jobs, schedules, tasks, reports, certificates, defects, notes and attachments.
• Field records from the mobile app, including photos, scanned codes, signatures, checklist results, readings, timestamps, offline queue status, travel timer events and sync history.
• Device and usage information such as app version, device type, operating system, diagnostics, logs, crash information, network state, IP address, browser data, cookies and local storage identifiers.
• Integration data and metadata from customer-selected systems such as accounting, email, mapping, payment, notification, document or ERP services.
• Support, sales and onboarding communications, including emails, form submissions, call notes and troubleshooting material you choose to send us.

3. Sensitive information and customer-entered records

FireTrack Pro is not designed to collect health information, government identifiers or other sensitive information unless a customer chooses to enter it into their tenant for a lawful business purpose. Customers are responsible for ensuring they have authority to collect and use information about their staff, subcontractors, customers, site contacts and other individuals.

4. How we collect information

We collect information directly from you, from authorised users and administrators in your organisation, from customer-configured workflows, from devices used to access the service, from connected integrations, from support and sales interactions, from forms on our website, and from service providers that help us operate FireTrack Pro.

5. How we use information

We use information to provide, operate, secure, support and improve FireTrack Pro; manage users, tenants, subscriptions and billing; process field service and compliance workflows; operate mobile sync, offline queues and integrations; generate reports and records; respond to enquiries; monitor performance; prevent misuse; investigate faults; maintain audit trails; and comply with legal, regulatory, accounting, tax and dispute-resolution obligations.

6. Mobile app permissions and offline use

The FireTrack mobile app may request access to device capabilities only where needed for field workflows. Camera and photo access may be used for asset photos, defect evidence, document scanning and code scanning. Location may be used for maps, navigation, depot or job context where enabled. Notifications may be used for job, sync, message or update alerts. The app stores some data locally so authorised users can work offline, then syncs queued changes when a connection is available.

7. Android Auto and vehicle features

When FireTrack is used with Android Auto or car mode, the vehicle experience is limited to driving-suitable job context, navigation handoff, site contact actions and travel or job status actions. The phone interface pauses interactive controls while driving mode is active. Vehicle-related events may be stored locally and synced to the tenant as part of the job record.

8. Cookies, analytics and logs

We may use cookies, local storage, analytics, logs and similar technologies for authentication, session management, security, diagnostics, performance monitoring, service improvement and abuse prevention. These technologies help us keep the service reliable and understand how the website and product are used.

9. Disclosure

We may disclose information to trusted service providers that help us run FireTrack Pro, including hosting, storage, communications, payment, analytics, diagnostics, support, security, backup and professional advisory providers. We may also disclose information to integration providers selected by a customer, to a customer's authorised administrators, to related parties involved in operating the service, or to authorities where required or permitted by law. We do not sell personal information.

10. Overseas processing

Some providers or integrations may process, store or access information outside Australia. Countries are likely to include Australia, the United States and other countries where our hosting, support, payment, mapping, communications, analytics, diagnostics or customer-selected integration providers operate. Where overseas processing is used, we take reasonable steps to use reputable providers and protect information in a manner consistent with applicable privacy obligations.

11. Security and storage

We use administrative, technical and organisational safeguards designed to protect information from misuse, interference, loss, unauthorised access, modification and disclosure. These safeguards include access controls, tenant separation, secure transmission, backups, monitoring and operational security practices. No internet service is risk-free, and customers and users must also protect credentials, devices and account access.

12. Retention and deletion

We retain information for as long as needed to provide FireTrack Pro, meet legal and business obligations, resolve disputes, maintain backups, support audit requirements and enforce agreements. Customer tenant data is retained, exported, de-identified or deleted in accordance with the applicable subscription, service arrangement, lawful requirements and reasonable technical limits such as backup expiry cycles. Users or customer administrators may request account or data deletion, and we will process the request unless we need to retain information for legal, security, fraud prevention, accounting, dispute or regulatory reasons.

13. Access and correction

You may request access to personal information we hold about you or ask us to correct inaccurate information. If the information is controlled by one of our customers, we may direct your request to that customer or require their approval before making changes. We may need to verify your identity or authority before responding.

14. Complaints

If you have a privacy complaint, contact us first so we can investigate and respond. We will consider the issue, take reasonable steps to resolve substantiated concerns and tell you the outcome. If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner.

15. Changes to this policy

We may update this policy when our services, legal obligations or information handling practices change. The current version will be published on our website with an updated date.

16. Contact

For privacy questions, access or correction requests, complaints, or account and data deletion requests, contact FireTrack Pro Pty Ltd at [email protected].