Privacy Policy
Last Updated: July 16, 2026
Effective Date: January 17, 2026
Version: 1.0
1. Introduction
Taskroo Pty Ltd ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our field service management software-as-a-service platform ("Taskroo" or the "Service").
By using Taskroo Pty Ltd, you acknowledge and agree to the data practices described in this Privacy Policy.
We may update this Privacy Policy from time to time. We will notify you of material changes by email or through a notice on our website. Your continued use of Taskroo Pty Ltd after such notification constitutes acceptance of the updated Privacy Policy.
2. Information We Collect
We collect information that you provide directly to us, information automatically collected when you use Taskroo, and information from third-party sources.
2.1 Account Information
When you create an Account, we collect:
- Email address
- Password (stored in encrypted/hashed form)
- First name and last name
- Phone number (optional)
- Job title (optional)
- Password (stored in encrypted/hashed form)
- First name and last name
- Phone number (optional)
- Job title (optional)
2.2 Business Information
When you set up your workspace, we collect:
- Company or organization name
- Business profile information (address, ABN/registration numbers, etc.)
- Billing address
- Payment information (processed by Third-Party Services; we do not store full payment card details)
- Business profile information (address, ABN/registration numbers, etc.)
- Billing address
- Payment information (processed by Third-Party Services; we do not store full payment card details)
2.3 Operational Data (Customer Data)
As you use Taskroo, we collect and store Customer Data that you create, upload, or transmit through the Service, including:
- Client Data: Client names, contact information, addresses, business details
- Contact Data: Contact names, email addresses, phone numbers, job titles
- Job Data: Job descriptions, categories, statuses, dates, notes, attachments
- Quote Data: Quote details, line items, amounts, statuses, Public Links
- Invoice Data: Invoice details, amounts, payment status, due dates, payment history
- Visit Data: Scheduled visits, assignments, locations, notes
- File Data: Files, documents, images, and attachments you upload
- Communication Data: Messages, notes, and communications sent through Taskroo
- Contact Data: Contact names, email addresses, phone numbers, job titles
- Job Data: Job descriptions, categories, statuses, dates, notes, attachments
- Quote Data: Quote details, line items, amounts, statuses, Public Links
- Invoice Data: Invoice details, amounts, payment status, due dates, payment history
- Visit Data: Scheduled visits, assignments, locations, notes
- File Data: Files, documents, images, and attachments you upload
- Communication Data: Messages, notes, and communications sent through Taskroo
2.4 Usage Data
We automatically collect information about how you use Taskroo, including:
- Login times and session duration
- Features and pages accessed
- Actions performed (e.g., creating jobs, sending quotes)
- IP addresses
- Browser type and version
- Device information (type, operating system)
- Referring website addresses
- Date and time stamps
- Features and pages accessed
- Actions performed (e.g., creating jobs, sending quotes)
- IP addresses
- Browser type and version
- Device information (type, operating system)
- Referring website addresses
- Date and time stamps
2.5 Technical Data
We collect technical information including:
- Cookies and similar tracking technologies
- Log files (server logs, error logs)
- Security-related information (failed login attempts, suspicious activity)
- Log files (server logs, error logs)
- Security-related information (failed login attempts, suspicious activity)
2.6 Public Links
When you create Public Links (tokenized URLs that allow access to specific content such as quotes without requiring the recipient to log into the Service), the content you include is accessible via those links.
3. Data Roles & Legal Bases
3.1 Data Controller vs. Processor
Taskroo as Controller: Taskroo acts as the data controller for:
- Account and authentication information
- Billing and payment information
- Usage and technical data collected automatically
- Marketing and communication preferences
- Information necessary to provide, maintain, and improve the Service
- Billing and payment information
- Usage and technical data collected automatically
- Marketing and communication preferences
- Information necessary to provide, maintain, and improve the Service
Taskroo as Processor: Taskroo acts as a data processor (or service provider) for Customer Data (as defined in Section 2.3). You, as the Customer, are the data controller for Customer Data. We process Customer Data on your behalf and in accordance with your instructions as set forth in our Terms of Service.
3.2 Legal Bases for Processing (GDPR)
For personal data where Taskroo acts as controller, we process data based on the following legal bases under GDPR:
- Contract Performance: To provide the Service, manage your account, process payments, and fulfill our contractual obligations
- Legitimate Interests: To improve the Service, ensure security, prevent fraud, and communicate essential service information
- Legal Obligation: To comply with applicable laws, regulations, and legal processes
- Consent: For marketing communications (which you may withdraw at any time)
- Legitimate Interests: To improve the Service, ensure security, prevent fraud, and communicate essential service information
- Legal Obligation: To comply with applicable laws, regulations, and legal processes
- Consent: For marketing communications (which you may withdraw at any time)
For Customer Data where you are the controller, you are responsible for determining the appropriate legal basis for processing such data.
4. How We Use Information
We use the information we collect to:
4.1 Provide and Maintain the Service
- Create and manage your account
- Process transactions and manage subscriptions
- Deliver features and functionality
- Store and process Customer Data
- Generate quotes, invoices, and reports
- Provide customer support
- Process transactions and manage subscriptions
- Deliver features and functionality
- Store and process Customer Data
- Generate quotes, invoices, and reports
- Provide customer support
4.2 Communication
- Send service-related notifications (e.g., account updates, feature changes)
- Respond to support requests and inquiries
- Send administrative messages
- With your consent, send promotional emails and marketing communications (you may opt out at any time)
- Respond to support requests and inquiries
- Send administrative messages
- With your consent, send promotional emails and marketing communications (you may opt out at any time)
4.3 Improve and Develop the Service
- Analyze usage patterns to improve features
- Fix bugs and technical issues
- Develop new features and functionality
- Conduct research and analytics (using anonymized, aggregated data)
- Fix bugs and technical issues
- Develop new features and functionality
- Conduct research and analytics (using anonymized, aggregated data)
4.4 Security and Fraud Prevention
- Authenticate Users and prevent unauthorized access
- Detect and prevent fraud, abuse, and security threats
- Enforce our Terms of Service
- Comply with legal obligations
- Detect and prevent fraud, abuse, and security threats
- Enforce our Terms of Service
- Comply with legal obligations
4.5 Legal Compliance
- Comply with applicable laws and regulations
- Respond to legal requests and court orders
- Protect our rights and the rights of our users
- Respond to legal requests and court orders
- Protect our rights and the rights of our users
5. How We Share Information
We do not sell your personal information. We share information only as described below:
5.1 Within Your Workspace
Customer Data you create in Taskroo (clients, jobs, quotes, invoices, etc.) is shared with:
- Other Users in your workspace who have appropriate permissions
- Team members you grant access to
- Team members you grant access to
You control user access through Taskroo's roles and permissions system.
5.2 Service Providers
We share information with Third-Party Services (service providers) who help us operate Taskroo, including:
- Cloud Storage Providers: Store files and attachments
- Email Service Providers: Send emails and notifications
- Payment Processors: Process subscription payments
- Analytics Providers: (If applicable) Analyze usage patterns
- Hosting Providers: Host our infrastructure
- Email Service Providers: Send emails and notifications
- Payment Processors: Process subscription payments
- Analytics Providers: (If applicable) Analyze usage patterns
- Hosting Providers: Host our infrastructure
These providers are contractually obligated to protect your information and use it only for the purposes we specify. Some of these providers may be located outside of Australia, including in the United States and other countries.
5.3 Public Links
When you create Public Links, the content accessible via those links can be viewed by anyone who has the link, even if you did not intend to share it with them. Public Links are accessible without requiring the recipient to log into the Service.
Important: You are solely responsible for:
- Ensuring recipients are authorized to view the content
- Securely sharing Public Links only with intended recipients
- Monitoring and controlling access to Public Links
- Revoking or disabling Public Links if they are exposed, compromised, or no longer needed
- Securely sharing Public Links only with intended recipients
- Monitoring and controlling access to Public Links
- Revoking or disabling Public Links if they are exposed, compromised, or no longer needed
We cannot control whether recipients forward, share, or access Public Links. Once a Public Link is shared, we cannot guarantee who may access the content. You should treat Public Links as you would treat sensitive information shared via email or other communication methods.
5.4 Legal Requirements
We may disclose information if required by:
- Law, regulation, or legal process
- Court orders or government requests
- Law enforcement agencies
- To protect our rights, property, or safety, or that of our users
- Court orders or government requests
- Law enforcement agencies
- To protect our rights, property, or safety, or that of our users
5.5 Business Transfers
In the event of a merger, acquisition, reorganization, or sale of assets, your information may be transferred as part of that transaction. We will notify you of any such change.
5.6 With Your Consent
We may share information in other ways with your explicit consent.
6. Data Security
We implement appropriate technical and organizational measures to protect your information, including:
- Encryption: Data is encrypted in transit (using SSL/TLS) and at rest where supported by the relevant systems
- Access Controls: Authentication and authorization systems restrict access to authorized Users only
- Security Measures: We implement security assessments and updates as necessary
- Employee Access: Employee access to data is limited to those who need it for their job duties and is subject to confidentiality obligations
- Incident Response: We have procedures to respond to security incidents
- Access Controls: Authentication and authorization systems restrict access to authorized Users only
- Security Measures: We implement security assessments and updates as necessary
- Employee Access: Employee access to data is limited to those who need it for their job duties and is subject to confidentiality obligations
- Incident Response: We have procedures to respond to security incidents
However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.
You are responsible for maintaining the security of your account credentials. Use a strong, unique password and notify us immediately of any unauthorized access.
7. Data Retention
7.1 Active Accounts
We retain your information for as long as your account is active and for a reasonable period afterward to allow you to reactivate your account.
7.2 Deleted Accounts
When you delete your account:
- Your data will be retained for 30-90 days to allow export where available
- After the retention period, your data will be permanently deleted from our active systems
- Some information may remain in backups for a longer period but will be deleted as backups are rotated
- After the retention period, your data will be permanently deleted from our active systems
- Some information may remain in backups for a longer period but will be deleted as backups are rotated
7.3 Legal Requirements
We may retain certain information longer if required by law, court order, or for legal proceedings.
7.4 Anonymized Data
We may retain anonymized, aggregated data indefinitely for analytics and service improvement purposes.
8. Your Rights & Choices
You have the following rights regarding your personal information:
8.1 Access
You can access your account information and data through your Taskroo account settings. You may request a copy of your personal information by contacting us.
8.2 Correction
You can update your account information and data at any time through your Taskroo account settings.
8.3 Deletion
You can delete your account and associated data at any time through your account settings. You may also request deletion by contacting us.
8.4 Data Export
You can export your data through Taskroo's export features where available (subject to your subscription plan). You may also request a data export by contacting us.
8.5 Opt-Out
You can opt out of marketing emails by:
- Clicking the unsubscribe link in any marketing email
- Updating your email preferences in your account settings
- Contacting us directly
- Updating your email preferences in your account settings
- Contacting us directly
Note: You cannot opt out of service-related communications (e.g., account updates, security notices).
8.6 Cookie Preferences
You can manage cookie preferences through your browser settings. However, disabling certain cookies may affect Taskroo functionality.
8.7 Account Settings
You can manage privacy preferences through your Taskroo account settings, including:
- Email notification preferences
- User access and permissions
- Data sharing preferences (within your workspace)
- User access and permissions
- Data sharing preferences (within your workspace)
8.8 GDPR Rights (EU Residents)
If you are located in the European Union, you have additional rights under the General Data Protection Regulation (GDPR), including:
- Right to access your personal data
- Right to rectification (correction)
- Right to erasure ("right to be forgotten")
- Right to restrict processing
- Right to data portability
- Right to object to processing
- Right to withdraw consent (where processing is based on consent)
- Right to rectification (correction)
- Right to erasure ("right to be forgotten")
- Right to restrict processing
- Right to data portability
- Right to object to processing
- Right to withdraw consent (where processing is based on consent)
To exercise these rights, please contact us using the information below.
8.9 CCPA Rights (California Residents)
If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA), including:
- Right to know what personal information is collected
- Right to know if personal information is sold or disclosed
- Right to opt out of sale of personal information (we do not sell personal information)
- Right to deletion
- Right to non-discrimination for exercising your rights
- Right to know if personal information is sold or disclosed
- Right to opt out of sale of personal information (we do not sell personal information)
- Right to deletion
- Right to non-discrimination for exercising your rights
To exercise these rights, please contact us using the information below.
9. Cookies & Tracking Technologies
9.1 What Are Cookies?
Cookies are small text files stored on your device when you visit a website. We use cookies to:
- Remember your preferences and settings
- Authenticate you and keep you logged in
- Analyze how you use Taskroo
- Improve security
- Authenticate you and keep you logged in
- Analyze how you use Taskroo
- Improve security
9.2 Types of Cookies We Use
- Essential Cookies: Required for Taskroo to function (authentication, security)
- Analytics Cookies: (If applicable) Help us understand how Taskroo is used
- Functionality Cookies: Remember your preferences and settings
- Analytics Cookies: (If applicable) Help us understand how Taskroo is used
- Functionality Cookies: Remember your preferences and settings
9.3 Managing Cookies
You can manage cookies through your browser settings. However, disabling essential cookies may prevent Taskroo from functioning properly.
9.4 Do Not Track
Some browsers include a "Do Not Track" (DNT) feature. Currently, there is no industry standard for how DNT signals should be interpreted. Taskroo does not respond to DNT signals at this time.
10. Children's Privacy
Taskroo is not intended for individuals under 18 years of age (or the age of majority in your jurisdiction). We do not knowingly collect personal information from individuals under 18.
If you believe we have collected information from an individual under 18, please contact us immediately. We will take steps to delete such information.
11. International Data Transfers
Taskroo is operated from Melbourne, Victoria, Australia. Your information may be transferred to and stored in countries other than your country of residence, including countries that may have different data protection laws. We use service providers located outside of Australia, including in the United States and other countries, to provide aspects of the Service.
When we transfer information internationally, we take steps to ensure appropriate safeguards are in place, including contractual safeguards (such as standard contractual clauses), adequacy decisions (where applicable), or other mechanisms required by applicable law.
By using Taskroo, you acknowledge that your information may be transferred to and processed in countries outside your country of residence, including countries that may not provide the same level of data protection as your country.
12. Third-Party Services
Taskroo may integrate with or link to Third-Party Services, including:
- Payment processors
- Cloud storage providers
- Email services
- Analytics services (if applicable)
- Calendar providers selected by workspace administrators
- Cloud storage providers
- Email services
- Analytics services (if applicable)
- Calendar providers selected by workspace administrators
These Third-Party Services have their own privacy policies. We are not responsible for the privacy practices of Third-Party Services. We encourage you to review their privacy policies before using them.
12.1 Connected Calendar Data
Legal review required: this product disclosure is a factual implementation draft and is not a statement of legal approval.
When a workspace administrator connects Google Calendar or Microsoft 365 Calendar, Taskroo uses the authorized account to create, update, and remove Taskroo visit events on calendars the administrator selects. Depending on the visit, copied event data may include the job or visit title, client name, site address, scheduled time, job number, and an authenticated link to Taskroo. Taskroo does not include payment credentials or unrestricted internal visit notes in calendar events.
Calendar synchronization is one-way from Taskroo. Taskroo does not ingest unrelated calendar events, and changes made directly in the external calendar do not update Taskroo. OAuth credentials are encrypted in Taskroo's systems. A workspace administrator can disconnect the integration; Taskroo then stops creating and updating calendar events and attempts to revoke provider access. Events already copied to the external calendar remain there and are subject to the provider's retention and access controls until the customer removes them from that provider.
13. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect:
- Changes in our practices
- Legal or regulatory requirements
- Service improvements
- Legal or regulatory requirements
- Service improvements
When we make material changes, we will:
- Notify you by email (to the address associated with your account)
- Post a notice on our website
- Update the "Last Updated" date at the top of this Privacy Policy
- Post a notice on our website
- Update the "Last Updated" date at the top of this Privacy Policy
Your continued use of Taskroo after such notification constitutes acceptance of the updated Privacy Policy.
14. Contact Us
If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:
Taskroo Pty Ltd Privacy Team
Melbourne, Victoria, Australia
Email: privacy@taskroo.co
Support: hello@taskroo.co
Melbourne, Victoria, Australia
Email: privacy@taskroo.co
Support: hello@taskroo.co
Response Times: We will respond to privacy-related inquiries within 30 days, or as required by applicable law (including within one month for GDPR requests).
14.1 Contact & Complaints (Australia)
If you are located in Australia and have concerns about how we handle your personal information, please contact us first using the information above. If you are not satisfied with our response, you may lodge a complaint with a relevant privacy or data protection authority in your jurisdiction, where applicable.
15. Additional Information
15.1 Data Controller
For the purposes of GDPR and other applicable data protection laws, Taskroo Pty Ltd is the data controller for account, billing, usage, and administrative data. For Customer Data, you are the data controller and Taskroo Pty Ltd acts as a data processor.
15.2 Supervisory Authority
If you are located in the EU and have concerns about our data practices, you have the right to lodge a complaint with your local data protection supervisory authority.
15.3 California Shine the Light Law
California residents may request information about sharing of personal information with third parties for marketing purposes. We do not share personal information with third parties for their marketing purposes.
End of Privacy Policy