Data Privacy Commitment

What data Stagetrac may store

Depending on how your company uses Stagetrac, the system may store information such as:

• Company name and account details
• Job numbers, job names, job descriptions, and job status
• Customer names, project references, quote references, or other details entered by your team
• Worker names, employee numbers, roles, and task activity
• Task selections, start times, finish times, completion status, and progress updates
• Notes, comments, issue reports, and job history
• Photos uploaded to a job
• Videos uploaded to a job
• Quotes, drawings, PDFs, spreadsheets, Word documents, or other job-related files uploaded by your team
• Admin user details needed to manage the account
• System activity needed to operate, secure, and support the service

Stagetrac only collects and stores information needed to provide the job tracking system, support your account, and maintain the reliability of the service.

How your data is used

Your data is used to:

• Display job progress to your authorised users
• Help workers log time, tasks, notes, files, photos, and job activity
• Help supervisors and managers see live workshop status
• Store supporting job information in one place
• Keep a history of job activity, uploaded files, and progress updates
• Provide support when requested
• Maintain, secure, and improve the Stagetrac platform

We do not use your workshop data, uploaded files, job documents, or customer information to benefit another company.

Uploaded files and documents

Stagetrac may allow your team to upload files connected to a job, including photos, videos, quotes, drawings, documents, spreadsheets, and other supporting information.

These files remain part of your company's private Stagetrac account.

Uploaded files are not sold, shared, or shown to other workshops. They are used only to provide the Stagetrac service to your company, unless access is required for support, maintenance, legal reasons, or security investigation.

Data sharing

Stagetrac does not sell your data.

Stagetrac does not share your job, customer, worker, production, file, photo, video, quote, or document data with other workshops.

Stagetrac does not allow one company to view another company's account, jobs, QR codes, workers, activity, or uploaded files.

Your company account is kept separate from other company accounts.

Limited exceptions

There are limited situations where data may need to be accessed or processed:

• When you request support
• When access is required to maintain or troubleshoot the service
• When data is processed by trusted infrastructure providers used to run Stagetrac
• When required by law
• If access is required to investigate or respond to a security issue

In these cases, access is limited to what is reasonably necessary.

Third-party service providers

Stagetrac may rely on established third-party technology providers for hosting, authentication, file storage, email, analytics, payment processing, or similar service functions.

These providers are used to operate Stagetrac. They are not allowed to use your workshop data, uploaded files, customer information, or production activity for their own marketing or to share it with other workshops.

Cyber security awareness training

Stagetrac treats cyber security awareness as part of protecting customer data.

All employees of Stagetrac have completed the following Cyber Wardens training courses:

• Cyber Wardens Foundations
• Cyber Wardens Training - Level 1
• Cyber Wardens Training - Level 2

Cyber Wardens is a cyber security education program supported by the Australian Government and designed to help Australian small businesses improve cyber safety and recognise online threats.

As part of Stagetrac's ongoing data protection commitment, all Stagetrac employees will be required to complete Cyber Wardens training every year, or equivalent cyber security awareness training where appropriate.

This helps ensure that Stagetrac staff stay alert to common online risks, including phishing, scams, suspicious links, unsafe password practices, social engineering, and other threats that may affect customer data.

Cyber awareness training does not remove every risk, but it is one practical step Stagetrac takes to reduce the chance of human error and keep customer information safer.

Security incidents

No online system can honestly promise that a security incident will never happen.

If Stagetrac becomes aware of a security incident that may affect your company data, uploaded files, or account information, we will investigate it, take reasonable steps to limit the impact, and notify affected customers where required or appropriate.

Account access

Only authorised users linked to your company account should be able to access your company's Stagetrac data.

Admin users are responsible for managing staff access, keeping login details secure, and removing access for employees who no longer require it.

Data deletion and export

If your company stops using Stagetrac, you may request access to, export of, or deletion of your company data.

This may include job records, activity history, photos, videos, quotes, documents, and other uploaded files linked to your account.

Some records may need to be retained for a reasonable period where required for legal, backup, security, accounting, or operational reasons.

Our plain-English promise

Stagetrac is not built to mine workshop data, sell leads, or expose one company's information to another.

It is built to give your own team a clearer view of your own work.

Your jobs, workers, customers, production activity, uploaded files, quotes, photos, videos, and documents stay private to your business.