Privacy Notice

1. Who This Notice Covers

This Privacy Notice explains how OneAdmin handles personal information when you use our website, public pages, support tools, attendance workflows, job administration tools, document workflows, quotations, invoices and reporting features.

In many workplaces, your employer, company administrator, builder, principal contractor or site owner decides how OneAdmin is used. In that case, they are usually responsible for telling workers and visitors how site attendance and job records are managed. OneAdmin provides the software platform and processes information to deliver the service.

2. Information We Collect And Hold

• Account and profile details, such as name, email address, phone number, company, role and login records.
• Site attendance details, such as check-in or check-out action, site name, time, date, device information, location data where enabled, GPS accuracy and receipt codes.
• Job administration records, such as projects, sites, contacts, notes, inspections, photos, marked documents, reports, quotations, invoices, receipts and OCR outputs.
• Support and feedback information, such as issue descriptions, screenshots, page path, browser or device details and contact details you provide.
• Security and operational data, such as audit logs, anti-abuse signals, IP metadata, verification events and system diagnostics.
• Billing and commercial records, such as plan, usage, credit, invoice, payment status and subscription information where billing features are used.

3. How We Collect Information

We collect information directly from users when they create accounts, check in or out, submit forms, upload documents, request support, create records or use modules. We may also collect information from company administrators, authorised team members, devices, browsers, integrations, payment or communication providers and system logs.

If you do not provide information needed for a workflow, the relevant feature may not work. For example, without site or identity details OneAdmin may be unable to record a useful attendance event, and without contact details we may be unable to respond to a support request.

4. How We Use Information

• Provide site check-in, check-out, project, inspection, document, quotation, invoicing, reporting and bookkeeping-ready record workflows.
• Verify attendance events and help prevent spoofing, replay, unauthorised access, abuse and service misuse.
• Send service messages, support responses, verification messages, reports and account-related notifications.
• Improve reliability, diagnose errors, handle support requests and maintain auditability for high-trust site records.
• Administer subscriptions, credits, billing, entitlements and account access where those features apply.
• Comply with legal, tax, security, dispute resolution and recordkeeping obligations where applicable.

5. Sharing Information

We do not sell personal information. We share information only where needed to operate OneAdmin, support a customer account, comply with law, protect the service, or work with trusted providers such as cloud hosting, email delivery, SMS delivery, security, storage and analytics providers.

Company administrators and authorised users may see information connected to their company, sites, workers, projects, reports, invoices and records according to their role and permissions. We may also share information with professional advisers, regulators, courts, law enforcement, payment providers or a buyer or successor if the business is reorganised, sold or transferred.

6. Overseas Disclosure

OneAdmin uses cloud, support, communications, security and payment providers that may process information in Australia and overseas. Likely overseas locations may include the United States and other countries where Microsoft, communications, payment, support or security providers operate.

Where Australian privacy law requires it, we take reasonable steps before disclosing personal information overseas, including using reputable providers and contractual, technical or operational safeguards. Provider locations can change, so contact support if you need current information about a specific provider.

7. Storage, Security And Retention

OneAdmin uses cloud infrastructure, access controls, encryption in transit where available, role-based permissions and operational monitoring to protect information. No online service can guarantee absolute security, so customers should also manage user access, passwords, device security and internal permissions carefully.

We keep information for as long as needed to provide the service, support customer records, meet audit or compliance needs, resolve disputes, prevent abuse and satisfy legal obligations. Retention periods can vary by module, company settings, contract requirements and record type.

8. Access, Correction And Deletion

If your OneAdmin account is managed by an organisation, contact your company administrator first for access, correction or deletion requests. If you need help reaching the right administrator, contact OneAdmin support.

You may also contact OneAdmin support to ask for access to, or correction of, personal information we hold about you. We may need to verify your identity and may refuse or limit a request where the law allows us to do so. Some records may need to be retained for audit, safety, payroll, tax, dispute or legal reasons. Where deletion is not available, we may restrict access or retain only what is required.

9. Privacy Complaints

If you think OneAdmin has not handled personal information properly, contact support@oneadmin.com.au with your name, contact details, organisation, site or account details where relevant, and a description of the issue. We will acknowledge the complaint and aim to respond within a reasonable time after we have enough information to assess it.

If you are not satisfied with our response, you may have the right to contact the Office of the Australian Information Commissioner or another relevant regulator.

10. Data Breaches

If OneAdmin becomes aware of a data breach involving personal information, we will assess the incident and take steps to contain, investigate and remediate it. If Australian law requires notification, we will notify affected individuals and the Office of the Australian Information Commissioner with the information required by the Notifiable Data Breaches scheme.

11. Contact

For privacy questions, access requests, correction requests or complaints, contact support@oneadmin.com.au. We may ask for information to verify your identity and understand the account, company or site involved.