Privacy Policy

Last updated: 5 July 2026 · Version 1.4

Template notice: This policy is a good-faith baseline drafted for a New Zealand SaaS. It is not legal advice. Have it reviewed by a New Zealand lawyer and tailored to your actual data practices before you rely on it commercially.

Toolie ("Toolie", "we", "us") provides job, quoting, money and compliance software for New Zealand builders. This policy explains how we handle personal information, consistent with the Privacy Act 2020 and its Information Privacy Principles (IPPs).

1. Information we collect

Toolie is offline-first. If you use it without signing in, your data stays on your device and we don't receive it. When you sign in, the following is synced to our cloud so you can back it up and work across your devices:

Account information — your name, business name, email, phone, LBP number, NZBN and billing details.
Content you create — jobs, quotes, invoices, timesheets, site-diary entries, notes, and the client and crew details you enter.
Photos and attachments — photos you capture or attach to jobs. Plans and documents you load for take-off are processed on your device.
Location — only if you switch on a location feature (such as the GPS time-clock or placing a job site on a map). We then collect approximate and precise location to record where time was logged or to map the site. If you opt in to the automatic GPS time-clock, the app collects location in the background — even when the app is closed or not in use — solely to detect when you arrive at or leave your own job sites and record accurate work hours. Location is processed on your device only to measure distance to your job sites; it is not transmitted to our servers or shared. The feature is off by default, shown a prominent disclosure before it turns on, and you can decline the permission or disable it at any time, in which case it simply won't run.
Voice dictation — when you dictate notes, your device's built-in speech recognition converts your speech to text. Toolie keeps only the resulting text, not any audio recording.
Payment information — subscription payments are handled by our payment processor, Stripe. We receive your subscription status and invoices but never store full card numbers.
Client portal interactions — when you share a project portal or invoice link and one of your clients opens it, we record the timestamp of that open, and of any "Accept" or "Decline" they tap, against your job so we can show you (the builder) an alert — much like a read receipt on an email. For invoices we also record which invoice was opened. For ordinary opens and views we do not record their location, how long they looked, or what they read, and clients see no tracking pixel, cookie banner or third-party analytics script. When a client accepts a quote, we additionally record the IP address and device (browser/operating system) they accepted from, as evidence of that electronic signature under the Contract and Commercial Law Act 2017. These events are stored in our own systems, shown only to you, and never shared with advertisers or third parties.

No third-party tracking or advertising. Toolie does not use Google Analytics, advertising pixels, session recording, cross-site trackers or cookie-based profiling, and we don't sell your information. The only client-portal activity we record is the open, accept and decline receipts described above, shown only to you. Our hosting and payment providers keep limited technical logs (such as IP address and timestamps) only to keep the service secure and reliable.

2. How we use it

To provide, maintain, secure and improve the Toolie service.
To process subscriptions and billing.
To provide support and send service-related communications.
To generate the AI-assisted content you ask for, such as client updates or quoting help.
To meet legal and regulatory obligations.

We do not sell your personal information. We do not use your business content to train AI models.

3. Storage and security

Toolie is offline-first: your data is held on your device and synced to cloud infrastructure when you sign in. We use reputable cloud providers and apply reasonable technical and organisational safeguards. No method of transmission or storage is completely secure; we cannot guarantee absolute security.

4. Disclosure

We may share information with service providers — hosting, payment processing (Stripe), email delivery, and the AI provider that powers Toolie's AI features — who process it on our behalf under confidentiality obligations, or where required by law. These providers act on our instructions and are not permitted to use your content for their own purposes, including training AI models. Your clients/crew information that you enter remains yours; you are responsible for having a lawful basis to provide it.

5. Your rights

Under the Privacy Act 2020 you may request access to, and correction of, personal information we hold about you. You can export your data from within Toolie, and request deletion of your account. Contact us using the details below.

6. Data retention

We retain account and content data while your account is active and for a reasonable period afterwards to meet legal, tax and operational requirements, then delete or anonymise it.

7. Overseas storage

Some providers may store or process data outside New Zealand. Where this occurs we take reasonable steps to ensure comparable privacy protections consistent with IPP 12.

8. Changes

We may update this policy. Material changes will be notified in-app or by email, and the version/date above will change.

9. Contact

Privacy queries or complaints: [email protected]. You may also contact the Office of the Privacy Commissioner (privacy.org.nz).