Privacy Policy

Last updated: 23 September 2026

TaskJar is a task management app for property, maintenance and trades teams, available on iOS and Android, with companion web pages at taskjar.xyz and request.taskjar.xyz. This policy explains what personal information we collect, why, who we share it with, and the choices you have. It applies to the TaskJar app, our websites, and the request and sign-off pages we host for our customers.

Who we are

TaskJar ("TaskJar", "we", "us") is an Australian business. We handle personal information in line with the Australian Privacy Principles in the Privacy Act 1988 (Cth) and, where it applies to you, the EU and UK GDPR. You can reach us about anything in this policy at help@taskjar.xyz.

TaskJar is used by businesses (our customers) to run their teams. When a business adds you to its organisation, or a tenant, client or contractor sends it a request through our pages, the business decides what that information is used for within its own operations. We hold and process it to provide the service to that business.

Information we collect

• Account details: your name, email address and phone number when you register or verify your account. If we set up a trial account for you, we create it from the details you send us.
• Organisation and task content: the teams you create or join, tasks, messages, notes, schedules, bookings, time records, quotes, invoices, expenses and checklists, and any photos, videos, voice recordings, meeting recordings, receipts, floor plans or documents you attach.
• Location: with your permission, your device location. We use it to pin tasks to a map, work out addresses, and estimate travel time for an "On my way" message. Location is only read while you are using the app; TaskJar does not collect your location in the background. You can withdraw the permission at any time in your device settings.
• Camera and microphone: with your permission, used to capture the photos, videos, voice notes and meeting recordings you choose to record. Nothing is captured without your action.
• Requests from tenants, clients and contractors: when someone sends a maintenance or work request through our request pages, we collect what they provide: a description, their name and contact details, unit or address details, location if they choose to share it, and any photo or video. Trusted contacts (contractors a business gives a standing request link to) are stored by name. All of this goes to the business the request is addressed to.
• Sign-offs: when a client signs off completed work through a sign-off link, we collect their name, a contact detail and the signature they draw, and attach them to that job for the business that sent the link.
• Payment information: subscriptions are processed by Stripe. We do not receive or store your card details; we receive confirmation of your subscription and payment status.
• Feedback and support: feedback you send from the app and emails you send us.
• Device and diagnostic data: basic technical information (device type, operating system, app version) and, when the app crashes or hits an error, a diagnostic report containing the error and the sequence of screens that led to it. These reports are processed by Sentry. They do not include your account identifiers, and we strip application logs from them so your task content, teammates' names and file links are not sent.
• Website visits: our websites do not use advertising or analytics cookies. Our hosting provider, Cloudflare, processes standard request data such as your IP address to deliver and protect the site.

You can browse our websites without identifying yourself. To use the app, or to send a request a business can act on, we need the details described above.

How we use information

• To provide the service: sync your organisation's tasks, media, schedules, time and messages between team members, and make your organisation's tasks searchable.
• To power AI features: when you use them, voice notes, the audio from videos, meeting recordings, receipt photos and request details are sent to OpenAI's API to be transcribed or read and turned into tasks, steps, materials, estimates, quote drafts, meeting actions and expense line items. OpenAI processes this under its business terms: it does not use API content to train its models, and may keep it for up to 30 days to monitor for abuse before deleting it.
• To route requests and sign-offs to the right business.
• To set up and manage trials and subscriptions, provide support, and send service messages about your account.
• To keep the service secure, prevent abuse, fix problems and comply with the law.

Our AI features draft content for people to review and edit. We do not use them, or any other automated process, to make decisions about individuals that have a legal or similarly significant effect on them.

We do not sell personal information, and we do not use your content for advertising or send you marketing without your consent.

Who we share it with

• Your organisation: content you create in a team is visible to that team according to how its owner has set it up.
• Service providers that process data for us, only to provide their service:
  • Google Firebase: sign-in, database, file storage and our server functions
  • Google Maps Platform: turning addresses into map positions
  • OpenAI: transcription and AI features
  • Typesense: search across your organisation's tasks
  • Stripe: payments
  • Sentry: crash and error reporting
  • Cloudflare: website hosting
  • OpenFreeMap: map images (your device requests them directly, which shares your IP address and the area of the map you are viewing)
  • SerpApi: product searches for materials (receives the search terms only)
• People you choose to share with: reports can include a link to a task's video that works for about 30 days for anyone who has it. Quotes and "On my way" messages are sent from your own phone's messaging app, to the people you choose.
• Retailers: product search results may link to third-party retailers (such as Amazon); those sites have their own privacy policies, and links may include an affiliate tag.
• Our own staff: a small number of TaskJar staff can access account, subscription and organisation records to set up trials, activate subscriptions, provide support and fix problems. We only access your content when we need to for those reasons.
• Legal: where required or authorised by law, or to protect the rights, safety or security of TaskJar, our users or the public.

Storage outside Australia

Your information is stored and processed outside Australia. Our database, file storage and server functions run in Google Cloud data centres in the United States, and OpenAI, Stripe, Sentry and Google Maps Platform process data in the United States. Typesense and Cloudflare may process data in the United States and other countries where they operate. We choose providers with strong security practices and contractual commitments to protect the data they process for us.

Retention and deletion

We keep your information while your account, or your organisation's subscription or trial, is active. When a trial or subscription ends without being renewed, we keep the organisation's data for 90 days so the team can pick up where it left off, then delete it, unless the owner asks us to delete it sooner.

You can delete your own account at any time from inside the app: Settings → Delete account. This immediately and permanently removes your sign-in credentials, your membership of your organisation, your subscription record and any outstanding invite to your email address. It cannot be undone. Full instructions are on our account deletion page.

Content you created for a team (for example tasks, photos or messages) stays with that team after you leave or delete your account, because it is part of that business's records. We keep billing records for as long as Australian tax law requires, which is generally five years.

Security

Data is encrypted in transit, stored on Google Cloud's secured infrastructure, and access is limited by organisation-level rules so one business cannot see another's data. No system is perfectly secure, but we design for least access and review our rules as the product changes. If a data breach is likely to cause serious harm to you, we will tell you and, where the law requires, the Office of the Australian Information Commissioner.

Access, correction and complaints

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 emailing help@taskjar.xyz. We will respond within 30 days. If the information is held for a business you work with, we may refer part of your request to that business. Depending on where you live, you may have further rights, such as data portability under the GDPR.

If you have a concern about how we have handled your information, please email us first and we will respond within 30 days. If you are not satisfied with our response, you can complain to the Office of the Australian Information Commissioner at oaic.gov.au or on 1300 363 992.

Children

TaskJar is a workplace tool and is not directed at children under 16. We do not knowingly collect personal information from children.

Changes

We will post changes to this policy on this page and update the date above. We will flag significant changes in the app or by email before they take effect.

Contact

Questions or requests: help@taskjar.xyz