Privacy Policy

1. Introduction

Ready Team Pty Ltd (Ready Team, we, us, our) is committed to protecting your privacy and handling personal information in accordance with the Australian Privacy Principles (APPs) in the Privacy Act 1988 (Cth) (Privacy Act).

This Privacy Policy explains how we collect, use, disclose and store personal information in connection with our AI-powered administration platform for residential builders, our websites, and our related services (together, the Service). By using the Service, you acknowledge that your personal information will be handled as described in this policy.

2. What personal information do we collect?

Personal information is any information or opinion about an identified individual, or an individual who is reasonably identifiable, whether true or not, and whether recorded in material form or not. Depending on how you interact with us, we may collect:

• Account and identity information — your name, email address, phone number, business name, ABN, job title and login credentials;
• Business and project information — details of building projects, quotes, jobs, schedules, suppliers and subcontractors that you enter into or connect to the Service;
• Communications data — the content and metadata of emails, messages and documents you connect to or process through the Service, including correspondence handled by our AI assistants;
• Financial and bookkeeping data — invoices, bills, payment records and accounting information you connect to the Service. We do not store full payment card details; payments are handled by our payment processor;
• Technical and usage data — device information, IP address, browser type, log data, and information about how you use the Service, including through cookies and similar technologies;
• Support and feedback information — records of your enquiries, support requests and feedback.

We do not actively seek to collect sensitive information (such as health information or racial or ethnic origin). Please do not enter sensitive information into the Service unless it is necessary and you have the right to provide it.

3. How do we collect personal information?

We collect personal information directly from you when you register for an account, use the Service, contact us or provide feedback. We also collect information automatically through your use of the Service, and from third-party systems you choose to connect, such as your email account and accounting software. In some cases we may collect information about you from your employer or the business account holder that provides you with access to the Service.

4. Information about your clients, subcontractors and suppliers

The Service allows builders to manage information about other people, such as homeowners, clients, subcontractors and suppliers. Where you enter or connect personal information about another person, you confirm that you are entitled to provide it to us and that you have taken reasonable steps to make that person aware of this Privacy Policy. We handle that information as a service provider to you, only for the purpose of providing the Service, and in accordance with this policy and our agreement with you.

5. How do we use artificial intelligence?

The Service uses artificial intelligence to automate administrative tasks such as drafting email responses, preparing quotes and processing bookkeeping records. This means personal information you connect to the Service may be processed by AI systems, including AI models operated by our third-party technology providers.

The Service is designed to keep you in control: AI-generated outputs such as emails, quotes and bookkeeping entries are prepared for your review and approval, and the Service does not make decisions that significantly affect an individual's rights or interests without human involvement. We do not permit our AI model providers to use your personal information to train their general-purpose models. We will update this policy as required to meet the enhanced transparency obligations for automated decision-making that commence under the Privacy Act on 10 December 2026.

6. Why do we collect, use and hold personal information?

We collect, hold and use personal information to:

• provide, operate and support the Service and its features;
• verify your identity and administer your account, billing and subscriptions;
• communicate with you about your account, the Service, and your enquiries;
• improve, develop and secure the Service, including through analytics and research;
• comply with our legal obligations and protect our rights and interests; and
• send you marketing and promotional material where permitted by law.

7. Direct marketing

We may send you marketing communications about the Service and related products where you have consented or would reasonably expect to receive them. You can opt out at any time by using the unsubscribe link in our communications or by contacting us using the details below. We do not sell your personal information.

8. Who do we disclose personal information to?

We may disclose personal information to:

• our service providers and contractors who assist us to deliver the Service, including cloud hosting, data storage, AI model providers, payment processing, analytics, communications and customer support providers;
• our related entities and professional advisers;
• other users within your business account, and any person you direct or authorise us to share information with;
• a purchaser or prospective purchaser of our business or assets, subject to appropriate confidentiality protections; and
• law enforcement, regulators or government authorities where required or authorised by law.

9. Overseas disclosure

Some of our service providers, including cloud hosting and AI model providers, are located or store data outside Australia, including in the United States. Before disclosing personal information overseas, we take reasonable steps to ensure the recipient handles it in a manner consistent with the APPs, including through contractual protections.

10. How do we protect personal information?

We take reasonable steps, including technical and organisational measures, to protect personal information from misuse, interference, loss, and unauthorised access, modification or disclosure. These measures include encryption in transit and at rest, access controls, authentication requirements and staff confidentiality obligations. No method of transmission or storage is completely secure, and you are responsible for keeping your account credentials confidential and notifying us promptly of any suspected compromise.

If a data breach occurs that is likely to result in serious harm, we will notify affected individuals and the Office of the Australian Information Commissioner (OAIC) in accordance with the Notifiable Data Breaches scheme under the Privacy Act.

11. How long do we keep personal information?

We retain personal information for as long as it is needed to provide the Service, comply with our legal obligations (including tax and record-keeping requirements), resolve disputes and enforce our agreements. When personal information is no longer required, we take reasonable steps to destroy or de-identify it. You may request deletion of your account data by contacting us; some information may be retained where required by law.

12. Anonymity, access and correction

Where lawful and practicable, you may deal with us anonymously or using a pseudonym, for example when making a general enquiry. However, we generally need to identify you to provide the Service.

You can access and update most of your personal information at any time through your account settings. You may also request access to, or correction of, personal information we hold about you by contacting us using the details below. We may need to verify your identity before acting on a request, and we will respond within a reasonable time in accordance with the APPs. If we refuse a request, we will explain why and how you may complain about the refusal.

13. Cookies and analytics

We use cookies and similar technologies to operate the Service, remember your preferences, and understand how the Service is used so we can improve it. You can manage cookies through your browser settings, although disabling cookies may affect the functionality of the Service.

14. Complaints

If you have a question, concern or complaint about how we handle your personal information, please contact us using the details below. We will acknowledge your complaint promptly, investigate it, and aim to respond within 30 days. If you are not satisfied with our response, you may contact the OAIC at www.oaic.gov.au or on 1300 363 992.

15. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, the Service or the law. The current version will always be available on our website, and material changes will be notified by email or through the Service. Your continued use of the Service after an update takes effect constitutes acceptance of the updated policy.

16. Contact us

If you have any questions or feedback about this Privacy Policy or our handling of your personal information, please contact our Privacy Officer:

• Email: privacy@readyteam.ai
• Address: Level 1, 6 Boyanton Street, Denman Prospect, ACT 2611