Legal
This Privacy Policy explains how MySpannr collects, holds, uses and discloses personal information, in line with the Australian Privacy Principles (APPs) in the Privacy Act 1988 (Cth). It applies to people who use MySpannr, their team members, and the customers of businesses that use MySpannr. By using MySpannr, you agree to the practices described in this policy. If you do not agree, please do not use our services.
MySpannr ("we", "us", "our") is a software-as-a-service platform for Australian tradespeople and service businesses. It provides quoting, job management, scheduling, recurring jobs, invoicing, team management, cost tracking and AI document scanning, through our website and our Android app.
We handle personal information in two ways:
For privacy enquiries, contact us at accounts@myspannr.com.
Because MySpannr is a business administration platform that requires ABN verification and a secure sign-in, we cannot provide our services to account holders anonymously or under a pseudonym. All users must register with accurate business and personal information. You may contact us with a general question without identifying yourself.
When you enter your ABN, we verify it against the Australian Business Register (ABR). We store:
We do not store your registered business address, postcode or state from ABR records, in line with the ABR terms of use. ABN data is used only to pre-fill your business profile and documents. If the ABR issues a data withdrawal notice, we will delete the affected entity information within 30 days.
A business can invite its staff to MySpannr as team members. For each team member we hold their name, email address, login details, the jobs they are assigned to, their timesheets and expense claims, and any job photos, notes or captions they add (each photo records who uploaded it). The business that invites a team member is responsible for having the right to give us their details. See section 17 for team members under 18.
When a customer of a MySpannr business accepts a quote or a variation online, we record the date and time and the IP address used. For quotes, we also record the name they type, their drawn signature, and the device and browser used. This record shows the document was accepted and helps resolve any dispute about it. The IP address and device details are stored securely and are not shown on the signed document or included in any email. The business that sent the document can ask us for the record if it is needed as evidence.
Job photos are stored in Cloudflare R2 object storage under the business's account. If object storage is temporarily unavailable, a photo may instead be stored securely in our database. File attachments added to job notes (such as PDFs, spreadsheets and images) are stored in our database. You keep ownership of all files you upload.
When you visit myspannr.com we count page visits ourselves to understand how people find us. For each visit we record the page, the date, your IP address, the country and city worked out from it, your browser and device type, and the site that referred you (if any). This is not shared with advertisers and is not used to build a profile of you.
Your MySpannr subscription is paid through Stripe, Inc. using PCI-DSS compliant payment infrastructure. Card details go directly to Stripe; we never see or store full card numbers. We receive a customer reference, subscription status and transaction details from Stripe. See Stripe's Privacy Policy.
We do not ask for sensitive information, such as health information, racial or ethnic origin, religious beliefs or criminal records. Please do not enter sensitive information about yourself, your team or your customers into notes, photos or other fields unless it is genuinely needed for the work.
When a business uses MySpannr, it enters details about its own customers (for example a homeowner it is quoting for). We hold and use that information on the business's behalf, only to provide MySpannr to that business. The business is responsible for having the right to collect it and for telling its customers how it is used.
On the business's instructions, we send emails to its customers, including quotes, invoices, payment reminders, variations, a copy of an accepted quote, and invoices for recurring work that the business has set to send automatically. These emails come from the business's name and replies go to the business. We never use a business's customer information to market our own services.
If you are a customer of a business that uses MySpannr and want to access, correct or delete your details, please contact that business first. You can also contact us at accounts@myspannr.com and we will work with the business to help.
If we receive unsolicited personal information that we did not request and that is not reasonably necessary for our functions, we will destroy or de-identify that information as soon as practicable, unless we are legally required to retain it.
We use personal information for the purpose it was collected (providing MySpannr), for related purposes you would reasonably expect, or where the law requires or allows it.
| Purpose | Information used | Why |
|---|---|---|
| Providing the MySpannr service | All account and business information | Primary purpose |
| Verifying your ABN with the ABR | ABN, entity details | Primary purpose |
| Sending quotes, invoices, reminders and variations to your customers | Customer contact details, job data | Primary purpose |
| Creating and emailing invoices for recurring work automatically, when you turn this on | Customer contact details, job and visit data, your business and payment details | Primary purpose |
| Syncing invoices, contacts and bills with Xero, when you connect it | Invoice, customer and supplier data | Primary purpose |
| Managing your team's jobs, timesheets and expenses | Team member details, assignments, timesheets, expenses | Primary purpose |
| Scanning supplier invoices and price lists with AI | The documents you upload | Primary purpose |
| Processing your subscription | Email, billing details via Stripe | Primary purpose |
| Recording that a customer accepted a quote or variation | Time and IP address, plus typed name, signature, device and browser for quotes | Primary purpose |
| Sending service emails (billing, security, account and legal notices) | Email address | Primary purpose |
| Keeping accounts secure and preventing fraud and misuse | IP address, sign-in and device data, error reports | Related purpose |
| Improving the platform | De-identified usage data, website visit counts | Related purpose |
| Telling you about MySpannr updates and features | Your name and email address | Direct marketing (see section 8) |
| Meeting legal obligations and responding to lawful requests | As required | Required or authorised by law |
We do not sell personal information. We do not use it for third-party advertising.
We may email account holders about new MySpannr features, tips and offers. You can opt out at any time by replying to the email or contacting us at accounts@myspannr.com. Service emails about your account, billing, security or these terms are not marketing and will still be sent. We never send marketing to your customers or your team members.
We share personal information only with the providers we use to run MySpannr, and only as needed for them to provide their service to us:
We may also disclose personal information to our professional advisers, where required or authorised by law (for example to a court, regulator or law enforcement agency), or to a buyer or successor if MySpannr is sold or restructured, in which case this policy will continue to apply to your information.
Some of the providers listed in section 9 store or process information outside Australia. The countries most likely to be involved are Singapore and the United States (Railway, Stripe, Anthropic and Google), and Cloudflare operates a global network. Where this occurs, we take reasonable steps to ensure these providers maintain data protection standards consistent with Australian privacy law.
By using MySpannr, you acknowledge and consent to the cross-border disclosure and transfer of your personal information to these locations, as permitted under Australian Privacy Principle 8 (APP 8) of the Privacy Act 1988 (Cth).
We take reasonable steps to ensure that overseas recipients of your personal information do not breach the Australian Privacy Principles in relation to that information.
Your data is stored on Railway-hosted PostgreSQL servers. We take reasonable steps to protect personal information from misuse, interference, loss, and unauthorised access, modification or disclosure. These include:
Access by MySpannr staff. We only access account data when you ask for support, to investigate a security or technical problem, or when the law requires it. To give support, we may view your account as you see it. Every such access is logged.
When personal information is no longer needed, we delete or de-identify it as described in section 14.
No security system is perfect. If we become aware of a data breach that is likely to result in serious harm, we will act quickly to contain it and will notify affected people and the Office of the Australian Information Commissioner (OAIC) where required by the Notifiable Data Breaches scheme.
Under the Privacy Act 1988 (Cth) and the Australian Privacy Principles, you can ask us to:
Most account details can be viewed and updated directly in MySpannr. For anything else, email accounts@myspannr.com. We will respond within 30 days and will not charge you for making a request. If we refuse a request, we will tell you why in writing and how to complain. Team members and customers of a business should usually contact that business first, as it controls their records.
MySpannr uses a small amount of cookies and device storage:
We do not use advertising cookies, tracking pixels or cross-site tracking. Our own website visit counts are described in section 3.8.
The MySpannr Android app works the same way as the website and holds the same information. If you allow it, the app uses your camera and photos only to take or upload job photos and to scan supplier invoices. The app does not track your location. You can turn these permissions off at any time in your phone's settings.
Deleting your account: cancel in Settings and your account data is deleted 30 days after your paid access ends (see section 14), or email accounts@myspannr.com to ask for deletion sooner.
Business accounts can only be opened by people aged 18 or over. A business may add a team member who is under 18, such as an apprentice. We do not ask for or store anyone's age. When a business adds a team member, it confirms it has the right to give us their details. For anyone under 18, the business is responsible for getting and keeping any parent or guardian consent that is required. We do not collect or store that consent ourselves.
For these team members we collect only what is needed for their work: name, email address, login details, job assignments, timesheets, expenses and job photos or notes they add. We never use their information for marketing.
If you believe we hold information about a young person that should not be here, contact us at accounts@myspannr.com and we will remove it.
We may update this Privacy Policy as MySpannr changes or the law changes. We will notify account holders of material changes by email or by displaying a notice in the app. Continued use of MySpannr after changes take effect constitutes acceptance of the updated policy. The latest version is always on this page.
If you have a complaint about how we handle your personal information, please email accounts@myspannr.com with the details. We will acknowledge it promptly and aim to respond within 30 days. If you are not satisfied with our response, you can complain to the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au or on 1300 363 992.
For all privacy enquiries: