Privacy Policy

Subino is operated by Subino Pty Ltd(ACN 701 879 601, ABN 52 701 879 601), a company registered in Victoria, Australia. In this policy “Subino”, “we” and “us” mean that company.

We make estimating and job-management software for construction subcontractors. This policy covers both this website, subino.com.au, and the Subino application at app.subino.com.au. We handle personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles.

Anything on this page: hello@subino.com.au.

This website is open to anyone. It collects what you type into a contact or demo form, and basic, privacy-friendly analytics about which pages get visited.

The Subino app is behind a login and is used by businesses. It holds their projects, their costs, their staff and their clients. Sections 4 and onwards are about the app, and they are the bulk of this policy.

There is a further distinction inside the app. Information about our own account holders is ours to handle. Information a customer puts intoSubino about their clients, suppliers and staff belongs to that customer — we host and process it on their instructions, and each customer’s data is kept separate from every other customer’s. If your employer entered your details, they control that record; see section 11.

When you contact us or book a demo: your name, company, email address, phone number and whatever you write in the message.

We use Plausible Analytics to see which pages are visited, what referred you and roughly what device you used. Plausible does not use cookies, does not follow you across other websites, and does not build a profile of you.

Account details. Your email address and name, your role and what you are permitted to see and do, whether your account is active, and an hourly rate where your employer uses Subino to cost labour. Accounts are created by invitation from a business administrator — there is no public sign-up.

Project and business information entered by users. Jobs and site addresses; quotes, estimates and cost sheets; contact details for clients and suppliers; purchase orders, requests for quotation, supplier bills, variations and progress claims; tasks, notes and follow-ups.

Work records.Clock-in and clock-out times, shift durations and overtime, recorded against a named worker. We treat this as sensitive, because it is information about identifiable people’s working hours and pay.

Files and photographs. Photos and documents attached to site diaries, jobs, purchase orders and supplier bills, company branding images, and anything sent through the in-app feedback form.

Email sent and received. Subino sends quotations, purchase orders and notifications on your behalf, so we hold the recipient addresses, subject lines, message content and attachments. When someone replies to one of those emails, the reply comes back into Subino and is stored against the relevant document.

Technical information. Ordinary server and hosting logs, including IP addresses, kept for security and troubleshooting.

No tracking inside the app. The Subino application contains no analytics package, tag manager or session recorder of any kind. The cookieless analytics described in section 3 runs on this marketing website only.

No advertising. No ad networks, no advertising identifiers, no profiling. We do not sell personal information, and we do not share it with advertisers or data brokers.

No third-party tracking cookies. In the app, the only things stored in your browser are your login session and your interface preferences.

No location tracking. Clocking on records the time, not the place. Subino does not request or store GPS or location data.

No payment card details and no biometrics. Subino has no payment or checkout function.

To provide the software a customer has engaged us for; to send the notifications and documents users ask Subino to send; to keep accounts secure and investigate misuse; to support users who ask for help; and to fix faults and improve how Subino works.

We use information from this website to reply to your enquiry, arrange demonstrations and — where you would reasonably expect it — tell you about Subino.

We do not use information a customer enters into the app for any purpose of our own beyond running the service for them.

We use a small number of service providers, each receiving only what it needs. This is the complete list.

Supabase — our database, login system and file storage. Application data is hosted in Sydney, Australia.

Netlify — serves this website and the app, and sees ordinary request information such as IP addresses.

Resend — sends and receives email on our behalf: notifications, quotations and purchase orders, including recipient addresses, subject lines, message content and attachments.

Anthropic — powers optional AI features, such as summarising follow-up notes and reading a supplier quotation a user has uploaded. Content is sent to be processed and the result returned. This happens only when a user actively uses one of those features.

n8n — runs the optional automated reading of supplier bills, where a customer has that feature enabled, and receives the bill document.

Notion — receives messages sent through the in-app feedback form.

Xero — accounting integration, used only where a customer connects their own Xero account. Bill and invoice information is exchanged.

Plausible — website analytics only, as described in section 3.

Some of these providers process information outside Australia. Where they do, we take reasonable steps to ensure it is handled consistently with this policy. We may also disclose information where the law requires it, or to establish or defend a legal claim.

Subino lets a user send a purchase order, request for quotation, variation, progress claim, drawing or follow-up to someone outside their business — a builder or a supplier — as a link. Anyone holding that link can open the document and respond to it without a Subino login. The link contains a long random token and is neither published nor indexed, but it is not password-protected.

Only the document that was shared, and messages explicitly marked as shared, are visible through such a link. Internal notes, costs and margins are never included. Treat these links as you would an email attachment: anyone you forward one to can open it.

Application data and files are held by Supabase in Sydney, Australia. Website enquiries are stored with our cloud database provider with access restricted to authorised personnel.

Information is encrypted in transit. Access is controlled per business, so one customer’s users cannot reach another customer’s data, and within a business what each person can see and do is controlled by their role. Access to production systems is limited to those who need it.

No system is perfectly secure. If a data breach occurs that is likely to cause serious harm, we will notify the people affected and the Office of the Australian Information Commissioner, as the Notifiable Data Breaches scheme requires.

We keep information while a customer’s account is active and for a reasonable period afterwards, then delete it on request. Construction records are often needed years later for warranty, contractual or tax reasons, so customers commonly ask us to retain them; we follow the customer’s instructions. Website enquiries are kept only as long as they are useful for responding to you.

You can ask us what personal information we hold about you, ask us to correct anything wrong, or ask us to delete information where we are not required to keep it. Write to hello@subino.com.au. We will respond within a reasonable time, and may need to verify who you are first.

If a business entered your details — for example your employer recording your hours — that business controls the record. Please contact them first. If you cannot resolve it with them, contact us and we will help.

Accounts are created and managed by a business administrator rather than by self-service sign-up. To close one, ask your administrator, or contact us and we will arrange it.

Subino is a tool for businesses and is not directed at children. We do not knowingly collect information about anyone under 18, other than where an employer records a lawfully employed apprentice or worker.

If you think we have mishandled your information, tell us first at hello@subino.com.au. We will acknowledge your complaint and respond within a reasonable time. 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.

We may update this policy from time to time. The current version is always published on this page with its last-updated date. Where a change materially affects how we handle personal information, we will tell account holders by email before it takes effect.