Last updated: July 2026
This Privacy Policy describes how Industry Forms Limited ("we", "us", or "our") collects, uses, and protects your personal information when you use our mobile application and SaaS platform (collectively, the "Service"). We are committed to protecting your privacy and complying with the New Zealand Privacy Act 2020 and the Australian Privacy Act 1988.
By using our Service, you agree to the collection and use of information as described in this policy. If you do not agree, please discontinue use of the Service.
When you register for an account, we collect your full name, email address, password (stored in encrypted form), and business or organisation name (if applicable).
To process your subscription, we collect billing details including credit or debit card details (processed and stored by our payment provider, Stripe — we do not store full card numbers on our servers), billing address, and transaction history. Payments are processed by a PCI DSS-compliant third-party payment processor.
If you use the Service to collect payments from your own customers — including online invoice payments and in-person card payments via Tap to Pay on a supported device — those payments are also processed by Stripe. The customer's card details are captured and handled directly by Stripe and are never stored on our servers; we receive only transaction metadata (amount, status, timestamps, last four digits, and dispute or chargeback information) needed to reconcile the invoice and manage payment risk. Contactless card and mobile-wallet data used for Tap to Pay is processed by Stripe and the device operating system, not by us.
As part of using our productivity tools, you may input or upload business data, documents, contacts, or other customer information ("Customer Data"). We process this data solely to provide the Service to you.
With your permission, the mobile app collects precise GPS location data — including in the background while the app is not open — to provide the automated vehicle travel logbook feature (recording trip start/end points and distance) and to show assigned jobs on a map. Background collection only occurs while you have the feature enabled and location permission granted. Location data is associated with your account and is accessible to your company's administrators. You can disable location access at any time through your device settings, which will disable these features.
With your permission, the app accesses your camera and photo library so you can attach job photos and capture customer sign-off signatures. These images are stored against the relevant job and are visible to your company.
Where you choose to use voice input to fill in fields, your speech is converted to text using your device's or browser's built-in speech-recognition service, and the resulting text (not the raw audio) is processed by the Service to populate the relevant fields. We do not retain audio recordings.
We automatically collect certain technical data including device type, operating system, app version, IP address, log data (pages visited, features used, timestamps), and crash reports.
Some features use third-party AI providers — currently OpenAI and Anthropic — to perform specific tasks you request, such as reading a supplier invoice you upload to extract its line items, suggesting or rewriting text, and interpreting voice or typed input to fill in fields.
When you use one of these features, the relevant content you submit (for example the invoice text or image, or the note you ask us to rewrite) is sent to the AI provider solely to perform that task and return a result to you. These providers are contractually restricted to using the data only to provide the service to us and do not use your content to train their models. We do not use these features to make automated decisions that produce legal or similarly significant effects about you, and any output is provided for you to review and edit before use.
We do not sell your personal information.
We engage trusted third-party companies to help us operate the Service. Each processes data only for the purpose shown and is contractually obligated to handle it securely. These currently include: Stripe (payment processing), Twilio (SMS delivery), email delivery providers, OpenAI and Anthropic (AI features, see Section 2), Xero and Google (optional accounting and calendar integrations you connect), and cloud hosting, database, file-storage, and error/analytics providers. AI providers are restricted from using your content to train their models.
We may disclose your information if required to do so by law, court order, or governmental authority.
In the event of a merger, acquisition, or sale of our business assets, your personal information may be transferred to the acquiring entity. We will notify you of any such change.
Your data is stored on secure servers located in Australia or New Zealand, or with cloud providers that maintain data centres in these regions. We implement industry-standard security measures including encryption in transit (TLS) and at rest, access controls, and regular security reviews.
We retain your personal information for as long as your account is active or as needed to provide the Service. If you close your account, we will delete or anonymise your personal data within 90 days, unless we are required to retain it for legal, compliance, or dispute resolution purposes.
Under the New Zealand Privacy Act 2020 and/or the Australian Privacy Act 1988, you have the right to:
Our Service is not directed at children under the age of 13, and we do not knowingly collect personal information from children.
We may update this Privacy Policy from time to time. When we make material changes, we will notify you by email or via a prominent notice in the app at least 14 days before the changes take effect.
If you have any questions or requests regarding this Privacy Policy, please contact our Privacy Officer:
Industry Forms LimitedWe aim to respond to all privacy enquiries within 20 working days.
To request deletion of your account and associated data, use our account deletion request form.