Privacy Policy

1. Who we are

Woylie is software for project-based trade businesses to manage enquiries, proposals, live jobs, Site workflows, progress claims and a secure client portal. Woylie Pty Ltd (ABN 16 701 504 323) operates the Woylie service. References to “we”, “us” or “Woylie” mean Woylie Pty Ltd (ABN 16 701 504 323).

Privacy contact: michael@woylieapp.com.

2. Information we collect

Account and business information

When you create a workspace we may collect your name, email address, business name, trade type, phone, ABN (if you provide it), region, branding assets and role within the organisation.

Customer and project records

Workspace users may store client names, contact details, project addresses, enquiry answers, photographs, proposals, deposit and payment instructions, progress updates and related project communications. That content is controlled by the customer organisation that entered it.

Staff and Site activity

Site features may collect employee display names, daily reports, time entries, materials, photos and optional location information when a worker chooses to share location for a check-in. Location is requested in the browser at the time of the action; workers can start without sharing location where the product offers that option.

Client portal activity

Capability-based project links may record views and actions needed to show proposals, acceptances and project status to the intended recipient.

Billing metadata

If paid billing is configured, we may process subscription status, Stripe customer and subscription identifiers, trial dates and related billing events. Card details are handled by the payment provider — we do not store full card numbers in Woylie.

Technical and usage data

We process authentication session data, security logs and basic diagnostics needed to operate and secure the service.

3. How we use information

• Provide, maintain and secure workspaces and project portals.
• Send magic-link or one-time sign-in messages and service notices.
• Support trials, subscriptions and access control when billing is enabled.
• Generate AI-assisted drafts and suggestions for users to review before use.
• Respond to support and privacy requests.
• Detect abuse, protect accounts and meet legal obligations.

4. AI-assisted processing

Woylie may use AI providers to help draft briefs, proposals, summaries and similar content from information you or your clients provide. AI output can be incomplete or incorrect. Users must review AI-generated content before relying on it or sharing it with clients. Do not submit information you are not permitted to process.

5. Service providers and overseas processing

We use infrastructure and service providers for hosting, database, authentication, email delivery, AI-assisted drafting and (when configured) payment processing. Depending on the providers in use for your workspace, some processing may occur outside Australia. We do not publish a fixed subprocessor schedule on this page; ask michael@woylieapp.com if you need current provider details for a specific deployment.

6. Security

We use encrypted transport (HTTPS), authentication controls and multi-tenant access controls designed into the product. These measures reduce risk but do not guarantee that unauthorised access, loss or alteration cannot occur. Report suspected incidents to michael@woylieapp.com.

7. Retention

We do not publish a single fixed retention period for all data types. Personal information is kept while needed to operate the service, meet legal obligations, resolve disputes and enforce agreements. Workspace owners may request deletion of organisation data; some records may remain for a limited time in backups or where law requires retention.

8. Access, correction and deletion

You may request access to, correction of, or deletion of personal information we hold about you by emailing michael@woylieapp.com. We may need to verify your identity and the organisation relationship before acting.

9. Complaints and eligible data breaches

If you have a privacy complaint, contact us first at michael@woylieapp.com. You may also contact the Office of the Australian Information Commissioner (OAIC). Where an eligible data breach occurs under the Privacy Act 1988 (Cth), we will assess and notify as required by law.

10. Children

Woylie is intended for business use. It is not directed at children. Do not create a workspace for anyone who cannot lawfully enter a business software agreement.

11. Changes

We may update this Privacy Policy from time to time. The “Last updated” date at the top of this page will change when we do. Material changes may also be notified in-product or by email where appropriate.

12. Contact

Privacy officer contact: michael@woylieapp.com.