Privacy policy

This policy explains how Ben Inspecs Pty Ltd (ABN 35 684 183 471), trading as BuyIQ ("we"), handles personal information in connection with FastAccept, in line with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

1. What we collect

• Your account: name, email address, and sign-in details managed by our identity provider. We do not see your password in plain text.
• Your Panel Account login: the email and password of the job panel account you connect. It is encrypted as soon as it reaches us and is designed so that only our accept engine can decrypt and use it. We take steps to keep it out of logs, never display it back to you or anyone else, and never share it.
• Job records: details of jobs accepted for you, including property addresses, strata plan numbers, and strata managers' names and contact details, plus drafts and notes you keep.
• Billing: your plan, payment status and invoices. Card details are collected and held by Stripe, not by us.
• Technical and security data: IP address, device and browser information, security logs, error reports and rate-limit records.
• Communications: messages you send us.

Information about other people. Job records include strata managers' details that come from the panel, not from the managers themselves. We handle this information only to run the service for you, as described in this policy (APP 5).

2. How we use it

To provide FastAccept (accepting jobs on your rules, drafting emails, prefilling forms, calculating earnings), bill you, keep the service secure, provide support, meet legal obligations and improve the service. We do not sell personal information and do not use it for advertising. We will only use or disclose it for another purpose if you consent or the law permits (APP 6).

No artificial intelligence. Email drafts are generated from templates using your job details. We do not currently send your information to artificial intelligence models. If that changes, we will update this policy before it happens.

3. Who we share it with

We share only what each provider needs, with providers bound to protect it:

• cloud database and sign-in providers
• website hosting providers
• a hosting provider that runs our accept engine
• Stripe, our payment processor
• an email delivery service, for account emails
• our accounting software provider, for invoices and tax records

We may also disclose information where required or authorised by law, or to professional advisers under confidentiality.

4. Overseas storage and disclosure (APP 8)

Some providers store or process information outside Australia, including in the Netherlands (where our accept engine runs) and the United States (payments, email delivery, accounting and parts of our website hosting). Our main database is hosted in Sydney, Australia. Before disclosing information overseas, we take reasonable steps to ensure the recipient handles it consistently with the APPs.

5. Security (APP 11)

We use encryption in transit and at rest, access controls and security monitoring, and we limit access to those who need it. No system is perfectly secure. If a data breach is likely to result in serious harm, we will notify you and the Office of the Australian Information Commissioner as required by the Notifiable Data Breaches scheme.

6. How long we keep it

We keep your information while your account is open so your history and exports remain available. If you close your account:

• your Panel Account login is deleted immediately;
• your other records are deleted or de-identified within 90 days;
• backups containing them are overwritten within 30 days after that;

except where we must keep information to meet legal obligations (for example, tax records for 5 years).

7. Cookies

We use only essential cookies, to keep you signed in and to secure the service. We do not use analytics or advertising cookies.

8. Marketing

We send service and account emails you need. We will only send marketing emails with your consent, and every marketing email will include a way to unsubscribe (Spam Act 2003 (Cth)).

9. Access, correction and complaints (APPs 12 and 13)

You can view and export your data in the app at any time, disconnect your Panel Account, and ask us to access, correct or delete your information by emailing support@buyiq.net. We will respond within 30 days. If you have a privacy complaint, contact us first; we will respond within 30 days. If you are not satisfied, you can contact the Office of the Australian Information Commissioner at oaic.gov.au or on 1300 363 992.

10. Changes

We may update this policy and will notify you of material changes by email or in the app before they take effect.

11. Contact

Privacy Officer, Ben Inspecs Pty Ltd (ABN 35 684 183 471) t/a BuyIQ · support@buyiq.net · Sydney, NSW 2020