Privacy policy

Alloovium Pty Ltd (ABN 49 693 653 244), based in Queensland, Australia, provides software for construction and project work. In this policy, “Alloovium”, “we” and “us” refer to that company. “Personal information” means information about an identified or reasonably identifiable person.

This policy explains personal information handled through our websites, workspaces, mobile app, Max assistant, connected services and support. It covers account holders and people whose information appears in project documents, communications or records.

Your organisation decides which people, projects and services it connects and how it uses its workspace. We operate the service and handle account administration, security, support and privacy requests. For customer-controlled project information we work with the relevant organisation to respond to requests. You can contact us directly; you do not need to identify the correct legal role before asking for help.

This policy is a notice about data handling. Reading it or continuing to use Alloovium is not, by itself, consent to optional AI processing, marketing or a new use of sensitive information. Where consent is required, it is requested separately.

Account and workspace information: your name, work email, phone number if supplied, organisation memberships, role, permissions and authentication/session identifiers. We receive this from you, an inviting administrator and our authentication provider.

Project information: documents, drawings, specifications, email or meeting content, tasks, questions and answers, diary entries, defects, inspections, evidence photos, signatures, approvals and their dates, authors and change history. This may identify colleagues, contractors, clients or other people. We receive it when you or your organisation upload, create, share or connect it.

Voice and communications: audio you choose to record, transcripts, assistant replies, feedback and support correspondence. Telephone or messaging services, when enabled, can also process numbers, messages, recordings, transcripts and delivery metadata. A recorded phone call is a separate feature from tapping the microphone in the mobile app.

Technical information: IP addresses, device/browser and app versions, session and request identifiers, timestamps, service errors, security events and relevant activity records. These help deliver requests, diagnose failures and protect accounts. Optional mobile diagnostics are described separately below.

Commercial information: customer contacts, plan and usage information, invoices and payment or transaction references when relevant to the customer relationship. A payment provider may collect payment details directly.

Connected sources can contain information about people who never register with Alloovium. If you provide another person’s information, you must have authority to do so and give any notices or obtain permissions required for that use. Avoid unnecessary health, identity-document or other sensitive information. Free-text records, photos and audio can contain it; we do not assume that such information cannot enter the service.

We use information to authenticate people, apply workspace permissions, retrieve requested material, answer questions, produce drafts, save and sync project records, and operate features you or your organisation enable.

We also use information to provide support, communicate service changes, administer the customer relationship, understand service performance, investigate abuse and security incidents, maintain records of actions and meet applicable legal obligations.

Optional features can require extra information. If you decline microphone access, voice recording will not work. If you decline optional AI processing in the simplified mobile app, manual records, Pigeonhole and account controls remain available. Essential account and security processing is still needed to operate the service.

Where applicable, we handle information under the Privacy Act 1988 (Cth) and Australian Privacy Principles. Where another privacy law applies, the basis depends on the processing: providing a contractually requested service, a lawful operational interest, a legal obligation, or consent where required. A customer contract does not remove an individual’s mandatory privacy rights.

The simplified app asks before enabling optional AI. When you tap Talk to Max and record a question, Finish sends that recording for transcription and an answer. Dictation used inside a field record can be reviewed and edited before you save the record. These are different flows: review-before-save does not mean no audio was sent for transcription.

Microphone and camera permissions are requested for the features that need them. The photo picker provides the photos you select. The simplified app does not provide an always-listening or lock-screen assistant; recording and playback stop when it is interrupted or put in the background.

Project locations, drawing pins and work-area descriptions you enter become part of the relevant record. Where a version offers GPS tagging, it is a separate choice, off by default. Photo processing removes embedded coordinates before upload when location sharing is not selected. People with access to the saved project record may see location you deliberately include.

Your phone stores account-scoped preferences, cached information, conversation history and pending captures or attachments to support interrupted and offline work. A waiting-to-save receipt is not confirmation that the server has received it. Clearing local data or uninstalling the app does not delete server records, and can remove unsent work. Review the app’s pending items before clearing or uninstalling.

You can change device permissions in iOS Settings. In the app, Settings → Privacy and account controls optional AI and diagnostics and provides account-deletion and content-reporting requests. Internal development versions may offer additional device speech features using Apple or Google services; that is not the simplified app’s standard recording flow.

For the simplified mobile experience, OpenAI processes recorded audio for transcription. Questions to Max, transcripts and relevant authorised project or Pigeonhole context can be sent to OpenAI or xAI for answers. Where you request an image-based feature, the selected image may be included. ElevenLabs processes answer text when spoken replies are requested.

AI processing can therefore disclose personal or confidential project information to a model provider. The information required depends on the request and the sources retrieved, not only on the words you type. Provider processing may take place outside Australia.

You can turn off Max and AI dictation in Settings → Privacy and account. This stops new AI requests from that app’s consent-controlled features. It does not recall a request already sent, erase conversation history or turn off a separate organisation integration. Use the deletion or privacy-request process for information already held.

Answer generation, project search and general-purpose model training are different uses. These terms do not give us permission to use your Customer Content to train a general-purpose model. Provider retention and handling depend on the service and applicable arrangements; this policy does not promise zero provider retention. Contact us if your organisation needs specific provider, training-use or residency commitments before sending restricted information.

AI answers can be wrong, incomplete or based on outdated sources. People remain responsible for checking evidence and making safety, engineering, contractual and approval decisions. An AI answer is not an inspection sign-off, instruction to perform unsafe work or professional advice.

Your organisation and authorised collaborators: project records, assigned work, evidence and activity are available according to the relevant workspace and sharing permissions. An organisation can manage membership and project access. Sharing a link, exporting a file or publishing a record can make information available to the selected recipients.

Service providers: we use providers for authentication, infrastructure and storage, AI, communications, diagnostics and support. They receive information needed for the relevant service. The next section explains the providers used in the simplified mobile flow. Other enabled web, meeting or communications features may use additional providers.

Connected services: information can pass to or from an integration you or your administrator authorises, such as a connected mailbox, document library or meeting service. Disconnecting prevents future activity according to that integration’s behaviour; it does not automatically erase copies already imported into project records.

Law and business changes: we may disclose information where required or authorised by law, to respond to a lawful request, address a security or safety incident, or in a business transfer subject to applicable confidentiality and privacy obligations. We do not sell personal information or use the mobile app for cross-company advertising tracking.

Clerk — account sign-in, identity, authentication and session information.

OpenAI — recorded audio for transcription and content submitted or retrieved for supported AI requests. xAI — content submitted or retrieved for supported Max answers. ElevenLabs — response text for spoken playback.

Google Cloud and our web-hosting infrastructure — application processing, project records, files, service logs and delivery of web pages. Provider use differs by environment and feature; a local or QA build is not evidence of production data residency.

PostHog and Sentry — optional mobile usage and error diagnostics when enabled, as described below. The web app has separate analytics consent and organisation controls; when enabled, its PostHog analytics can include account-linked feature activity and technical information. Server and web operational logging are separate from the mobile preference.

Telephony, messaging, email and meeting features may also use communications or meeting processors, including Twilio, Vapi and Circleback, when those services are enabled. Those features can process the corresponding numbers, messages, recordings, transcripts or meeting content. Other enabled document or web AI workflows can use Anthropic or Google model services and associated processing infrastructure. These providers are feature-dependent and are not all invoked by a question in the simplified mobile app.

Alloovium is based in Australia. Information may be processed in Australia and overseas, including the United States, depending on the provider and feature. Do not assume that every copy, support operation or AI request remains in Australia. Contact us for the applicable provider and processing-location information for your service, including any agreed regional restrictions.

We assess overseas disclosures against the privacy law that applies to them. Where additional transfer safeguards or contractual arrangements are required, those must be established for the relevant service. An AI opt-in is not a blanket waiver of protections for overseas disclosures.

Our websites use cookies and similar storage for authentication, security and preferences. Browser settings let you manage this storage, but disabling essential storage can prevent sign-in. Website measurement and operational logging are separate from the phone’s diagnostics setting; this policy does not imply that a phone setting controls every website or server.

Optional mobile diagnostics are off until enabled on that device. When enabled and configured, PostHog receives limited feature-interaction information with a random analytics identifier; Sentry receives a generic error event and app version/environment. The mobile diagnostic path excludes account identity, project content, photos, transcripts and original error details. Automatic native crash collection, performance tracing and session replay are disabled in that path.

Turning optional mobile diagnostics off discards its queued events and stops new delivery attempts. It cannot recall information already received. This does not disable essential authentication, request or security logs on the services used by the app.

Administrative messages relate to your account, security or service. Marketing communications, where used, must follow applicable consent and unsubscribe requirements. You can ask us to stop marketing without deleting your account. For an SMS service that supports STOP and HELP, follow the instructions in the message; carrier charges may apply. We do not share SMS opt-in information or consent with third parties for their own marketing.

Retention depends on the category, its purpose, your organisation’s service arrangements and applicable legal requirements. We do not apply a single universal deletion period to every project, recording, log and backup.

Account information is held while needed to provide and administer access, then reviewed when access ends or deletion is requested. Project records and their evidence are assessed with the relevant organisation and legal requirements. Shared ownership or an audit trail alone is not a blanket exemption from reviewing personal information for deletion.

Operational logs and support records are kept for their security, troubleshooting and support purposes. Financial or legally required records may need a different period. For a request involving retained information, we explain the relevant category, reason and applicable timing rather than treating all records as permanent.

Deleting an active record does not necessarily erase backups, derived search copies or provider-held information at the same moment. These copies must be considered in the deletion response, including any restricted retention and its timing. We do not describe an unfinished cleanup as completed deletion.

You can ask us about the retention applicable to your information before using a feature or as part of a privacy request.

You can ask for access to personal information, correction of inaccurate information, withdrawal of optional consent, or deletion of your account and associated personal data. Additional rights, such as objection, restriction or portability, may apply under the law relevant to you. We assess each request under that law and explain any lawful limitation.

To request account deletion, use Settings → Privacy and account → Delete my account, or the public Delete account page linked below. A submitted request is the start of review, not immediate erasure. If you cannot sign in, email support@alloovium.com from your account email with the subject “Alloovium account deletion”. Do not send a password, verification code or unnecessary identity documents.

We verify identity proportionately, review the account and associated personal information including shared content, and explain the outcome and any legally required retention. We aim to complete requests within 30 days; any shorter applicable legal deadline takes priority. We will explain delays and the next expected update. Account deletion does not cancel your organisation’s subscription or erase unrelated information belonging to others.

For a broader privacy request or an accessible copy of this policy, contact support@alloovium.com. You can also contact zander@alloovium.com for privacy enquiries. We may need to identify your workspace and the records involved, but you need not provide a legal explanation to make a request.

We use authentication, permission checks, transport protection and operational controls to protect information. Their effectiveness depends on configuration, the service and your organisation’s access choices. No system can guarantee absolute security.

Protect your account and device, keep access details private and report suspected unauthorised access promptly. Contact support@alloovium.com with a brief description; do not email sensitive evidence unless we agree on an appropriate channel.

If a personal-data incident occurs, we assess it and take the response and notification steps required by applicable law, including the Australian Notifiable Data Breaches scheme where it applies.

Alloovium is a workplace service and is not directed at children. Organisations must ensure their users are authorised and any information about apprentices, young workers or other minors is handled lawfully. Do not upload unnecessary information about children. Contact us if you believe such information has been collected improperly so we can investigate.

Contact support@alloovium.com or zander@alloovium.com with your concern, the account or workspace involved and a safe way to contact you. We review the complaint, may seek relevant information, and explain our response. If you remain dissatisfied, you can contact the Office of the Australian Information Commissioner at oaic.gov.au or the relevant privacy regulator where you live. Nothing in this policy prevents that.

We update this policy when our practices or requirements change and show the revision date above. Material changes will be communicated through appropriate service or account channels. A policy update does not replace any consent required for a new purpose.

Alloovium Pty Ltd · ABN 49 693 653 244 · Queensland, Australia. Privacy enquiries: zander@alloovium.com. Account and product support: support@alloovium.com.