Privacy.

Who we are

This site belongs to TradeSmart Systems (ABN 48 688 420 229), on the Central Coast, NSW. "We" and "us" on this page means TradeSmart Systems. For anything about your information, email support@tradesmartsystems.com.au.

What the site collects

Just browsing. Our web server doesn't keep a log of normal visits. If a request causes an error on the server, the error is logged, including the address it came from, so we can fix the fault.

Our Facebook and Instagram ads. Our main pages run the Meta Pixel, a small piece of code from Meta (Facebook and Instagram). It tells Meta which of our pages you visited and a few plain steps you took (searched for a business in the free demo, started a demo call, left your details, or pressed a Buy button), so Meta can show our ads to people likely to want them and tell us whether they worked. It never sends what you type. Meta may set a cookie and can link the visit to a Facebook or Instagram account you're logged in to; Meta's own privacy policy covers that, and you can control ads in your Facebook and Instagram ad settings. The pixel doesn't run on private pages (like the page after you buy, or your questionnaire), and it switches itself off if your browser sends Global Privacy Control. Blocking it doesn't stop anything on the site from working.

Fonts. The fonts on this site load from Google Fonts, so your browser asks Google's servers for them, and Google sees your IP address when it does. Google's own privacy policy covers that.

Calls booked before 22 October 2026. We no longer take call bookings. If you booked a call with us on Calendly before then, what you typed there (your name, email, phone number and anything else you added) came to us through Calendly, and Calendly's own privacy policy covers how they handle it.

Emailing us. If you email support@tradesmartsystems.com.au, we get whatever you send. Our email runs on Google Workspace.

Texting us. A text to 0455 404 806 goes straight to James's business mobile, and he replies himself.

Calling us. Calls to 0455 404 806 may be answered by our AI receptionist, and the call is recorded. It asks what you need, saves your name, number and what the job is (and your email address and business name, if you give them) to our customer records, and may send you a text. Our phone and AI call providers handle the call and the recording to do that.

The chat. The chat on this site is an AI assistant, not a person. What you type into it, and any details you give it (like your name, your business and trade, your phone number or email), goes to our server and on to Anthropic, whose AI, Claude, writes the replies. If you leave your contact details, the conversation is emailed to us at support@tradesmartsystems.com.au so we can get back to you. If you don't, we don't keep a copy of the chat. Please don't put passwords or card or bank details in it.

Registering interest. The Register interest form on the TradeSmart page collects your name, your business name, your trade, your email or phone number, and anything you tell us you'd want it to do or think we've missed. It goes to our server, is emailed to us, and is kept on our list of people interested in TradeSmart. We only use it to tell you about TradeSmart, and we never sell it. Ask us and we'll delete it from our list and our inbox. Otherwise it's kept for the same 24 months as an enquiry (see How long we keep it).

The free demo. On the Try it free page you type a business name and suburb, and we look it up on Google Maps (through our search data provider) to show you the matches. Once you pick one, we use that business's public Google listing (its name, trade, area, rating and hours) to set up an AI receptionist demo, and to run a findability check on it. When you start the demo call, your browser asks to use your microphone, and the call runs through our AI call provider. Demo calls end after 3 minutes and are recorded, so we can make the AI better. If you leave your name and mobile or email, and tick the box saying we can contact you, those details, what you picked and your check result are emailed to us and kept on our list, the same as registering interest. If you don't, we only keep the call recording and a count of how many demos were run.

The questionnaire. If you buy a website from us, we send you a link to your private page, where you fill in a questionnaire about your business. Your answers, and anything you upload (like your logo, photos or price list), save to our server as you go so you can come back to it, and are only used to set up your business. If you use the microphone button, your browser's own speech-to-text service (Google for Chrome, Apple for Safari, Microsoft for Edge) turns your voice into words; we never get a recording.

Connecting your Google Calendar. If you use the TradeSmart app (app.tradesmartsystems.com.au) and choose Connect Google Calendar, you sign in with Google and approve two things: seeing when you're busy or free (so our AI receptionist only offers times that are free), and adding new events (so a booked site visit or call back lands in your calendar). Signing in also tells us your Google account's email address, which we show so you can see which calendar is connected. We don't read the titles, notes or guests of the events in your calendar, and we never change or delete any event in it. What we store: a secure access key from Google (a refresh token), kept in a protected file on our server in Sydney, and that email address. We don't keep a copy of your calendar. Busy and free times are checked when a caller is booking and aren't saved; the free times worked out from them are passed to our AI call provider during the call so the receptionist can offer them. Events we add contain the caller's name, phone number, email if they gave one, and what the job is, and they live in your own calendar. We also keep a note of each booking's time on our side, so it can't be booked twice. We use this only to run the booking feature you switched on. We never sell it, never use it for advertising, never use it to decide credit, and our staff don't read it unless you ask us to help with a fault or the law requires it. You can disconnect at any time in the app under Connections, which cancels the key with Google and deletes our copy straight away, or at myaccount.google.com/permissions. Events already added stay in your calendar, as they're yours.

TradeSmart Systems' 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.

TradeSmart Portal app

This part covers the TradeSmart Portal: the app on Google Play and the App Store ("TradeSmart Portal") and the web version at app.tradesmartsystems.com.au. It is for tradies who use our AI receptionist. The rest of this page covers our website.

What the app collects.

• Your account. Your name, email address, mobile number and password, and your business name and settings.
• Calls our AI receptionist answers for you. The caller's number and name, their email address and business name if they give them, what they said, a recording of the call, a written transcript and a summary.
• Your voice, only when you tap to talk. The app uses your phone's microphone only when you choose to: to try out your receptionist, to set it up by phone, or to speak to your Assistant. Never in the background. Trying out or setting up your receptionist is a call through Retell, our AI call provider, which keeps a recording and transcript, as it does for any receptionist call. We don't keep those ourselves, only how long a try-out call ran and the answers a setup call picked up for you to check. The Assistant turns your voice into words on our own server and doesn't keep the audio; the words go to Anthropic, whose AI (Claude) writes the replies, and we don't keep a copy of the conversation.
• Texts between you and your customers.
• Leads and contacts. The names, numbers, emails, suburbs and job details of your customers, which the receptionist captures and you add.
• Photos and files. Photos callers send in through a link, and files or videos you upload.
• Your phone's notification token, so we can alert you to a new call or an urgent job. Also your sign-in sessions and the IP address you sign in from, kept for security.
• Optional connections. Your Google Calendar (see Connecting your Google Calendar) and, if you switch them on, your Gmail inbox and ServiceM8. Each is off until you connect it.

Why. To run the app and the receptionist for you: answer your calls, send you the details, book jobs and text your customers. To keep your account secure and send you the alerts you asked for. To bill you. We don't use it for anything else.

No ads, no tracking, no selling. The app has no advertising, no Meta Pixel and no analytics or tracking tools. We never sell your information or your customers' information, and we don't share it with anyone to use for their own purposes. The app doesn't track you across other apps or sites.

Calls are recorded. The receptionist tells callers the call is recorded. If a caller asks whether they are talking to an AI, it tells them straight away.

Where it is stored. On our server in Sydney, Australia, run by BinaryLane. Some of the companies below handle it in the United States.

Who handles it for us. Only these, and only to run the service:

• Twilio, United States: carries the calls and texts.
• Retell AI, United States: the voice AI that answers calls. It holds the recording and transcript.
• Anthropic, United States: only if you use the Assistant. Its AI (Claude) writes the replies from the words you say.
• Our CRM provider, United States: our customer records system, where we keep enquiries and client records.
• Stripe: takes your payment on our website. The app never sees your card details.
• Google: delivers notifications to your phone (Firebase Cloud Messaging) and, only if you connect them, Google Calendar and Gmail.
• ServiceM8: only if you connect it.
• Our backup provider: holds encrypted nightly backups of our database. We hold the key, so they can't read them.

How long we keep it. While you have an account, we keep your records until you delete them or your account. When you delete a lead or contact, you can undo it for 45 days, then it is erased for good. Stored copies of connected email are cleared after 12 months. Sign-in and traffic logs are cleared after 90 days. We don't set an automatic time limit on call recordings, transcripts or texts while your account is open; they stay until you delete them or your account.

Deleting your account. In the app: Settings, Delete my account, then type your business name. Or email support@tradesmartsystems.com.au from your account email and we'll reply once it's done. How it works, and what we keep, is on the Delete your account page.

Your say over it. You can ask us what we hold about you, ask us to fix it, or ask us to delete it. Email support@tradesmartsystems.com.au. If you're not happy, tell us first. You can also contact the Office of the Australian Information Commissioner at oaic.gov.au.

Contact. TradeSmart Systems, ABN 48 688 420 229, Central Coast, NSW. support@tradesmartsystems.com.au.

What we do with it

We use what you give us to reply to you and, if you go ahead, to quote and deliver the work. We never sell your details.

Who else sees it

• Calendly, in the United States, for calls booked before 22 October 2026.
• Twilio, in the United States, which carries the calls our AI receptionist answers.
• Anthropic, in the United States, whose AI (Claude) writes the chat's replies. Anthropic's own privacy policy covers how they handle what's sent to them.
• Our phone and AI call providers, in the United States, for calls our AI receptionist answers, and our customer records system for the details you give.
• Google, for our email, the fonts, and, only if you connect it, your Google Calendar (see Connecting your Google Calendar). Nothing from your calendar goes to any other company, apart from the free times our AI call provider uses to offer them on the call.
• Meta (Facebook and Instagram), through the Meta Pixel on our main pages, for our ads (see Our Facebook and Instagram ads).
• Our hosting provider, which runs the server this site is on, in Sydney, Australia.
• Your browser's speech service (Google, Apple or Microsoft), only if you use the microphone button in the questionnaire.

How long we keep it

We keep enquiries, bookings and emails for 24 months after we last hear from you, then delete them, unless we're doing work for you or the law needs us to keep them longer.

Questionnaire answers and the files you upload are kept while we're doing your work and for 24 months after we last hear from you, then deleted.

A chat you leave your contact details in counts as an enquiry: we keep the emailed copy for the same 24 months. The copy on our server is deleted as soon as it's been emailed to us.

Your say over it

You can ask us what we hold about you, ask us to fix it, or ask us to delete it. Email support@tradesmartsystems.com.au and we'll sort it out.

If you're not happy with how we've handled it, tell us first. You can also contact the Office of the Australian Information Commissioner at oaic.gov.au.

Changes

If what the site collects changes, this page changes first, with a new date at the top.