Privacy policy

About this policy

BizzMate is operated by R&X Tech Solutions Pty Ltd, from Darwin, Northern Territory, Australia. This policy explains how we collect, hold, use and disclose personal information, and how you can see it, correct it or complain about how we have handled it. We handle personal information in line with the Australian Privacy Principles (APPs) in Schedule 1 of the Privacy Act 1988 (Cth), and we follow the Notifiable Data Breaches scheme in Part IIIC of that Act.

"Personal information" means information or an opinion about an identified individual, or one who is reasonably identifiable — as the Privacy Act defines it. "We" and "us" mean R&X Tech Solutions Pty Ltd; "you" means anyone whose personal information we handle.

For anything in this policy — a copy of your information, a correction, a deletion or a complaint — write to our privacy contact at rxalphatech@gmail.com. We will acknowledge it and answer within 30 days.

Two kinds of information, two roles

Information about our own users. When a business signs up, we collect information about the people who use BizzMate on its behalf — owners, office staff, technicians and suppliers. We decide how that information is handled, and this policy covers it in full.

Information a business keeps about its own customers. The businesses that use BizzMate put their customers' details into it: names, phone numbers, email addresses, site addresses, enquiries, photos, quotes and invoices. We hold and process that information for the business, to provide the service it signed up for, and for no purpose of our own. The business decides what to collect and why, and is responsible for telling its customers so. If you are a customer of a business that uses BizzMate, please contact that business first; we will help it answer you, and you can always contact us directly as well.

Information on BizzMate Marketplace. When you post a job or request a quote on the marketplace, we collect your details for our own purposes until a business you choose receives them. The next section covers it.

BizzMate Marketplace

BizzMate Marketplace, at bizzmate.xyz/hire/, is where people find a local business, and post jobs for businesses to make offers on.

Business pages. A business that lists its skills gets a public page showing what it chooses:

• its name, logo, headline and description;
• its ABN (unless it switches that off);
• its suburb and how far it travels, never a street address;
• its skills and licences;
• photos it picks from its own finished jobs;
• its phone number and email address, only if it switches them on.

The photos are fresh copies, with the camera's location and other details stripped out. Search engines can list these pages. A business can change its page or switch it off at any time, and we can hide a page that breaks the marketplace rules. A licence shows "Number provided" until a person at BizzMate has looked the number up on the regulator's public register. After that it shows "Verified" with the date of the check.

Customer accounts. Posting a job needs a customer account. For that we collect your name, your email address, a password (stored only as a one-way hash) and, if you choose, a mobile number. We email you a link to confirm the address. You can delete the account yourself from its page. Deleting it:

• closes any job that is still open, and tells the businesses that made offers;
• removes your name, contact details and street address from every job you posted;
• deletes the account itself.

Posting a job. We collect what you put in the form:

• the kind of work, a title and a description;
• any photos (stored as copies with their location data removed);
• the suburb, state and postcode, and the street address if you give it;
• when you need it done and a rough budget;
• your name, email address and, if you choose, phone number.

We use them to:

• show your job to businesses that could do it;
• let you compare their offers;
• put you in touch with the business you choose;
• keep spam and duplicate jobs off the marketplace.

We email you when an offer arrives, when you choose one, and when the job closes.

Who sees your job. Each group sees more than the one before it.

• Anyone visiting Browse jobs can see an open job's title and description, with any phone numbers, email addresses and links taken out of it. They also see its kind of work, timing, budget range, suburb and postcode, a map pin at the centre of the suburb, and how many offers it has. We ask search engines not to list these pages. A job leaves the board when it is accepted, closed, withdrawn or expires.
• Businesses that can make an offer also see your photos. These are businesses that cover your area and that kind of work, and that have given us any licence the work needs.
• Nobody sees your name, email address, phone number or street address while the job is open.
• The business whose offer you accept gets your name, contact details and the street address. The job is added to its BizzMate account so it can quote, book and invoice the work. From then on, that business holds your details as its own customer record (see Two kinds of information above).

The other businesses are told only that the job went to someone else. When an offer reaches you, an automated check has already removed phone numbers, email addresses and links from its message.

Requesting a quote from a business's page. We collect your name, email address, phone number (if you give it), suburb, postcode and a description of the job. We email you a link to confirm the request. Once you confirm it, the request goes to that one business, as a job in its BizzMate account. Until then, nobody else sees it.

Automated checks. When a job is posted, its kind of work, title, suburb, timing, budget and description are sent to Google's Gemini API. That is the same paid tier as elsewhere on this page, and it does not train on what we send. Your photos, name, contact details and street address are not sent. The model does four things:

• it may tidy the title;
• it may suggest a category when you chose "something else";
• it notes whether the work usually needs a licence;
• it scores how likely the job is to be spam.

Our own licence rules, not the model, decide which businesses may see licensed work. A high spam score holds the job for a person at BizzMate to look at, rather than rejecting it. Posts and quote requests that our spam checks flag are kept for that review and not sent on. We also keep a list of email addresses we have blocked for abuse. When nobody on BizzMate covers a job, we count the kind of work and the suburb, with no personal details, to see where businesses are needed.

Keeping and deleting. We delete a job's photos 30 days after it finishes, whether it was accepted, closed or withdrawn. Twelve months after it finishes, we remove your name, contact details and street address. We keep the kind of work, the suburb and the dates to count where demand comes from. You can ask us to delete a job, or a quote request, sooner by writing to the privacy contact above. A business you chose keeps the customer record it was given, under its own obligations.

What we collect

Account information. Your name, email address, mobile number, password (stored only as a one-way hash), role in the business, and the business's name, ABN, address, logo and trade. If you sign in with Google or Apple, we receive your name and email address from that provider, and nothing else.

Mailbox content, when you connect a mailbox. This is the significant one. If you connect Gmail, Outlook or an IMAP account, we read unread messages and store the sender, subject, date, message body and any attachments. We do this so we can turn enquiries into jobs. We read only unread mail, and we do not delete anything.

Chat messages. If you connect a WhatsApp Business number or a Facebook Page, we store the messages customers send you and the sender's provider-assigned identifier.

Business records you create. Customers, jobs, schedules, site addresses, quotes, invoices, payments, purchase orders, supplier bills, photos, comments, team chat and documents.

Quote approvals. When a customer accepts a quote online, we record the name they type as their signature, the time, and the IP address it came from, so the business has evidence of what was agreed.

Mailbox and integration credentials. Either an OAuth token issued by your provider, or an app password you supply. These are encrypted at rest and are never displayed back to you or to our staff.

Billing information. Your plan, invoices from us, and the billing contact. Card details are entered on Stripe's own payment page; we never see or store a full card number.

Support requests. What you write in a support ticket, any screenshots you attach, the page you reported it from and your browser's name and version, so we can reproduce the problem.

Technical information. Our servers record the IP address, time and address of each request, as every web server does, for security and to diagnose faults. The phone app keeps a push-notification token for your device, so it can tell you about new jobs.

Visits to our website, and our advertising. When you visit our public pages (the home page, pricing, features and the like, and the sign-up and sign-in pages) we record which page, the time, the site or ad that sent you, the campaign tags in the link, and whether you are on a phone or a computer. We do not store your IP address for this; we count visitors with a code made from the address and browser that changes every day, so nobody can be followed from one day to the next. When a business signs up we note which campaign brought it, so we know which advertising works. Nothing inside the product, after you sign in, is recorded this way.

Sensitive information. We do not ask for sensitive information — health, racial or ethnic origin, religious or political views, criminal records and the like. But email, chat and photos are free-form, and an enquiry can contain it (for example, a customer mentioning medical equipment that needs power). We hold it only as part of the record it arrived in, use it only to deal with that enquiry, and do not extract, categorise or profile it. If something reaches us that nobody needed us to have, the business can delete it.

Government identifiers. We do not collect tax file numbers, Medicare numbers or driver licence numbers, and we do not use any government identifier as our own way of identifying you. An ABN identifies a business and is shown on its quotes and invoices because tax law requires it.

How we collect it

Mostly directly from you: when you register, fill in a form, create a record, upload a photo or contact us. Some comes from others:

• from a business that uses BizzMate, when it adds you as a team member, customer or supplier;
• from a mailbox or chat channel a business has connected, when you write to that business;
• from Google or Apple, if you choose to sign in with them;
• from the Australian Business Register, when a business looks up an ABN;
• from Stripe, which tells us whether a payment to us succeeded.

If we receive personal information we did not ask for and could not have collected under the APPs, we will destroy or de-identify it as soon as it is lawful and reasonable to do so.

Staying anonymous

You can read this website, the pricing and the blog, and ask a general question, without telling us who you are. You can also browse BizzMate Marketplace's business pages and its board of open jobs without an account. Using BizzMate itself needs an account in your name — the product sends quotes and invoices under your business's identity and tells your team who did what, so it cannot work anonymously.

Why we collect it, and how we use it

• To run the product: to identify enquiries, create jobs, match them to customers, schedule and route work, and produce quotes, invoices and purchase orders.
• To send what you ask us to send: quotes, invoices, booking confirmations, reminders and notifications, by email, SMS or push notification.
• To manage your account and your subscription, and to bill for it.
• To run BizzMate Marketplace: to publish business pages, show jobs to the businesses that could do them, pass offers to the customer, and put the customer in touch with the business they choose.
• To answer support requests, and to improve the help pages.
• To keep the service secure: to detect abuse, investigate faults and protect your account.
• To meet our legal obligations, including tax record-keeping.
• To measure our own advertising: which ads and pages bring people to BizzMate, and which of them sign up.

We use and disclose personal information only for the purpose we collected it for, for a related purpose you would reasonably expect, or where the Privacy Act otherwise allows — for example, with your consent, or where the law requires it. We do not sell personal information, we do not share it with data brokers, and we do not use the contents of your mailbox for advertising.

If you do not give us the information a feature needs, that feature will not work: without an email address we cannot create an account, and without a connected mailbox BizzMate cannot turn emails into jobs.

Automated processing, and who else sees your mail

To identify a job in an email, we send the message content to Google's Gemini API, which returns structured details such as a title, a due date and a priority. This means the content of emails in a connected mailbox is transmitted to and processed by Google. We use the paid tier, whose terms state that Google does not use prompts or responses to improve its products; Google retains them for a limited period only, to detect abuse of the service.

When we process an email, we send Gemini that message and nothing else: not your customer list, not your invoices, and never your mailbox credentials. Mailbox content is never used to train or improve any AI model, ours or anyone else's.

The AI Business Coach and the voice assistant are the two places we send Gemini more than a single message. When an administrator asks the Coach a question, it answers by querying your own records, and the results of those queries go to Google's Gemini API as part of the question: customer names with their job counts, invoiced totals and outstanding balances; invoice and quote numbers with the customer they belong to; job titles; and the names of your team members. It is read-only — it can look things up but never change them — it is restricted to administrators, and nothing is sent unless somebody asks it a question. The same paid-tier terms apply, so none of it trains a model. If you would rather these records never left your account, do not use the Coach; every other part of BizzMate works without it.

The voice assistant. Administrators and managers can tell BizzMate what to do by speaking or typing a command, such as creating a job or moving one to another column. The recording of what they say is sent to Google's Gemini API to be understood, and BizzMate does not keep the recording; the microphone is only used while the record button is on. To carry the command out, the assistant looks up your own records and sends the results to Gemini as part of the same request: job numbers and titles with their due and booked dates, priority and who they are assigned to, customer names and suburbs, the names and roles of your team members, your job board's columns, and quote and invoice numbers with the customer they are for, their totals, dates and status. Searching ("unpaid invoices over $500") sends the matching records the same way. When it drafts a quote, the lines and prices the person said go to Gemini too. It changes things only when the person asks it to and only in ways their own permissions allow. Sending a quote or invoice, chasing a payment, turning a quote into an invoice or recording a customer's decision waits for the person to tap Confirm on screen; nothing reaches a customer on the strength of a spoken word alone. Every change is written to the record's history, and drafts can be undone. When a reply is read aloud, your own browser or phone does the speaking: the reply text is not sent anywhere to be turned into speech. We keep the words of each command, the reply and the changes made, as a record in your account. The same paid-tier terms apply, so none of it trains a model.

Ask BizzMate, the help assistant on the Help & support page, sends Gemini the question you type and BizzMate's own help articles, and nothing from your account: no jobs, customers or invoices. The same paid-tier terms apply. Questions and answers are kept so our support team can improve the help pages. Anything you put in a support ticket, including attached screenshots, is read by BizzMate staff only and is not sent to any AI provider.

Messages that reach you through a connected Facebook Messenger or WhatsApp channel are read the same way, by the same paid Gemini API and on the same terms, to turn an enquiry into a job.

The AI receptionist. Where a business turns it on, Gemini also drafts a first reply to a new enquiry, using only that one conversation. A person reads and sends the draft — unless the business has switched on automatic acknowledgements, in which case the reply is sent if nobody has answered in time. An automatic reply only thanks the customer and asks for missing details; it never quotes a price, promises a time or books anything, that is checked in code before it is sent, and it ends by saying it was sent automatically and that a person will follow up.

No decision about you is made by a machine. The AI suggests a job, a priority or a draft; people at the business decide whether to take the work, what to charge and who to send. Nothing in BizzMate uses automated processing to make a decision that could significantly affect your rights or interests.

Google's Gemini API is the only AI provider we use. We previously used DeepSeek, an AI provider operated from the People's Republic of China whose terms permit training on submitted content. Email extraction ran on DeepSeek until 31 August 2026, when mailbox content moved to Gemini; chat messages followed on 20 September 2026. That arrangement has ended, DeepSeek is no longer part of BizzMate, and no message of any kind is sent to it. Every call we make records which provider served it, so this is auditable rather than asserted.

If you would rather no message content left our systems at all, do not connect a mailbox or a chat channel; every other part of BizzMate works without one.

Google user data

Where you connect a Gmail account, BizzMate's use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

We ask for three things and no more: permission to read your Gmail messages, so we can identify enquiries and create jobs from them; permission to send email from that mailbox, so quotes and invoices reach your customers from the address they already know; and, where your connection grants it, permission to mark a message as read once BizzMate has filed it. We never delete your mail. You can revoke our access at any time from your Google Account.

The use of raw or derived user data received from Google Workspace APIs will adhere to the Google User Data Policy, including the Limited Use requirements. In particular, we do not transfer that data — raw, aggregated or anonymised — to any third party that uses it to create, train or improve generalised artificial intelligence or machine learning models, and we do not use it to train models of our own. The AI provider that processes mailbox content, and anything derived from it, is Google's Gemini API on its paid tier, whose terms forbid training on what we send. It is the only provider that receives this data — see Automated processing above. Google user data is never used for advertising, and never reaches our advertising partners: the Meta Pixel, the Google Ads tag and the conversion reports described below are limited to our public website and to the fact of a sign-up or payment.

Who we share it with

We use the service providers below to run BizzMate. Each receives only what it needs for the job described, and only when that feature is in use. We choose providers whose published terms bind them to protect the information and to use it only to provide their service to us.

Beyond these, we disclose personal information only where the law requires or authorises it — for example, to comply with a court order or a lawful request from a government agency — or to someone who takes over the running of BizzMate, who would be bound by this policy.

Sending information overseas

Your records are stored in Australia (see Where it is stored), but some of the providers above are overseas, so using BizzMate does involve disclosing personal information outside Australia, as Australian Privacy Principle 8 recognises. The countries are the United States, Germany, Ireland and the United Kingdom, and the largest of these disclosures is mailbox and chat content processed by Google's Gemini API. We tell you plainly here rather than in a footnote, and before we add a provider in a new country we will update this list.

The BizzMate phone app

The app for Android and iPhone shows you the same jobs as the website and is covered by everything above. Three things are specific to it.

What it asks permission for. The camera and your photo library, and only so you can attach a photo to a job. It asks the first time you try, and declining leaves every other part of the app working. The app does not ask for your location and never reads it. Where a job appears on a map, that comes from the site address someone typed in, converted to coordinates on our server — not from your phone.

What it keeps on your phone. A sign-in token, held in the Android Keystore or the iOS Keychain, so you are not asked to sign in every morning. Signing out or deleting the app removes it. Job details you have opened are held only for as long as the app is running.

What it does not do. There is no analytics SDK, no advertising, no third-party tracker and no cross-app identifier in the BizzMate app. We do not sell your data and we do not share it with data brokers. The one outside service the app contacts on its own is OpenStreetMap, which serves the map tiles and necessarily sees your device's IP address when a map is drawn.

Cookies

The website sets three cookies of its own. Two are needed for it to work: one keeps you signed in, and one protects forms against forged submissions. The third, bm_src, is set only when you arrive from an ad, a search or another site: it remembers that source and campaign for 90 days, so a sign-up a few days later is counted against the right ad. It holds nothing else and is never shared.

Our public pages also load the Meta Pixel, which sets Meta's own advertising cookie (_fbp) and tells Meta which page you viewed, and the Google Ads tag, which sets Google's advertising cookies (such as _gcl_au) and does the same for Google. Neither loads once you are signed in to BizzMate. If your browser sends a Global Privacy Control or Do Not Track signal, we set no bm_src and load neither; you can also block cookies in your browser, and the site still works. The sign-in page loads Google's and Apple's sign-in buttons, which are governed by those companies' own policies, and maps load tiles from OpenStreetMap.

Direct marketing

We do not send marketing email or SMS. The messages we do send — sign-up confirmation, password resets, billing receipts, security notices and the notifications you have switched on — are part of running your account. If we ever send marketing, it will be only to people who have agreed to receive it, it will say who it is from, and every message will carry a working way to unsubscribe, as the Australian Privacy Principles and the Spam Act 2003 (Cth) require. We never use a business's customer list to market to its customers.

Where it is stored, and how we protect it

In Sydney, Australia, on a virtual private server operated by Contabo Asia. Your jobs, customers, quotes, invoices, uploaded photos and the contents of any connected mailbox are stored here, onshore. This changed on 4 September 2026; until then the server was in Lauterbourg, France, and this page said so.

Storing it here does not mean none of it ever leaves. Mailbox content is processed by Google's Gemini API, as described above, and that remains an overseas disclosure. What has changed is where your data lives; what has not changed is that the AI processing it happens outside Australia.

We take reasonable steps to protect personal information from misuse, interference, loss, and unauthorised access, change or disclosure:

• every connection to BizzMate is encrypted (HTTPS);
• mailbox and integration credentials are encrypted at rest, with a key held separately from the database;
• passwords are stored only as one-way hashes;
• each business's records are separated from every other business's, and uploaded files are served only to signed-in members of the business that owns them, never from a public URL;
• within a business, what each person can see and change follows the role and permissions the business gives them;
• the database and uploaded files are backed up every night, and a copy is kept off the server;
• only BizzMate staff who need it to support you or run the service can reach the server.

No system is perfectly secure, so keep your password to yourself and tell us at once if you think your account has been misused.

Keeping it accurate

You can correct your own details at any time under Settings, and a business can correct its customers' records itself. If something we hold about you is wrong, out of date or incomplete, tell us and we will fix it.

How long we keep it

For as long as your account is open, and no longer than we need it. When you delete your account we delete it immediately — not after a grace period, and not as a flag on a row we keep. What survives, and why, is set out in full in our data deletion policy. In short: if you were the last person in your business's workspace, the workspace and everything in it goes with you; records that Australian tax law requires to be kept — those supporting an issued invoice, for five years — may outlive the account, and are kept only for that purpose. Backups are kept for about three days, so deleted information leaves them within days as older copies are removed.

Jobs posted on BizzMate Marketplace keep to their own timetable, set out under BizzMate Marketplace.

Seeing and correcting your information

You can ask for a copy of the personal information we hold about you, ask us to correct it, or ask us to delete it, by writing to rxalphatech@gmail.com. There is no charge for asking. We may need to confirm who you are before we hand anything over, and we will respond within 30 days.

If we cannot give you access or make a correction — the Privacy Act allows this in limited cases, such as where giving access would unreasonably affect someone else's privacy — we will tell you why in writing and how to complain. If we do not agree that something needs correcting, you can ask us to keep a statement with it saying that you believe it is wrong.

You can also act yourself: delete your account at any time — in the app under Settings, or on the web under Settings → Your account — and disconnect a mailbox or chat channel from Settings, which stops any further reading immediately.

Data breaches

If we suspect a data breach, we act at once to contain it and assess it within 30 days. If it is likely to cause serious harm to anyone, we will notify the people affected and the Office of the Australian Information Commissioner as soon as practicable, as the Notifiable Data Breaches scheme requires. Where the breach involves a business's customer records, we will tell that business too.

Making a complaint

If you think we have breached the Australian Privacy Principles or mishandled your information, write to rxalphatech@gmail.com and tell us what happened. We will look into it, and give you our answer in writing within 30 days.

If you are not satisfied with our answer, or we have not replied within 30 days, you can complain to the Office of the Australian Information Commissioner (OAIC): online at oaic.gov.au, or by phone on 1300 363 992.

Children

BizzMate is a tool for businesses and is not meant for anyone under 18. We do not knowingly create accounts for children.

Changes to this policy

When BizzMate changes what it collects or who it shares it with, this page changes first, and the date at the top changes with it. If a change is significant — a new kind of information, or a new overseas recipient — we will also tell account administrators by email or in the app before it takes effect.