BuzzBrain Privacy Policy

BuzzBrain is operated by Buzz Business Boosters, a partnership (ABN 88 199 005 173) in New South Wales, Australia.

This Privacy Policy explains how Buzz Business Boosters (BuzzBrain, we, us or our) collects, holds, uses, discloses and protects personal information in connection with the BuzzBrain website, BuzzBrain products and services, trials, private beta programs, early-access services, support, onboarding and related business activities.

We aim to manage personal information transparently and consistently with applicable Australian privacy requirements. Where the Privacy Act 1988 (Cth) and Australian Privacy Principles apply to us, we will comply with those obligations.

1. Who this policy applies to

This policy applies to people who interact with BuzzBrain, including business owners, account holders, authorised users, prospective customers, beta testers, callers to businesses using BuzzBrain Reception, customers or contacts whose details are entered into BuzzBrain products, suppliers and people who contact us.

BuzzBrain products are intended primarily for business use by people aged 18 years or older.

2. Kinds of information we may collect

Depending on the product or service you use, we may collect or process information including:

• name, business name, ABN, business contact details and account information;
• billing, subscription and transaction information, but not full payment-card numbers where payments are handled by a payment provider;
• support, enquiry, trial, beta, early-access and feedback information;
• business configuration, costs, rates, suppliers, products, vehicles, machinery, margins, GST settings and operational locations;
• customer/job information entered by a business, including names, contact details, addresses, quotes, follow-up, schedules, actuals, invoices, payment status and payment records, site and access notes, job photos and review-request details;
• fuel, expenses, logbook or trip information;
• documents, photos or files chosen for supported scanning or processing;
• Reception caller/enquiry information, call logs, transcripts, summaries, metadata and, where enabled, recordings;
• technical, device, security, diagnostic, usage and log information; and
• information from optional integrations or third-party services you choose to connect.

3. How we collect information

We may collect information when you complete a form, create or configure an account, apply for a trial or beta, purchase a service, contact us, provide onboarding information, upload a document, connect an integration or use a BuzzBrain product.

We may also receive information from a business customer using BuzzBrain, a caller interacting with BuzzBrain Reception, an authorised integration, or a provider supporting the relevant function.

A business that enters personal information about its own customers, staff, suppliers or contacts is responsible for ensuring it has an appropriate basis to collect and use that information.

4. Why we collect, use and disclose information

We may use information where reasonably necessary to provide, operate, secure and support BuzzBrain; maintain accounts/workspaces; provide trials, beta and early access; provide onboarding; process enquiries; operate selected product functions and integrations; process supported documents and Reception calls; administer subscriptions and payments; maintain security; troubleshoot; improve reliability; communicate about services; market where permitted; comply with law; and protect legitimate rights and interests.

5. Business customer data

Businesses may enter or connect information relating to their own customers, staff, suppliers and jobs. We process that information to provide and support the relevant service and as otherwise permitted by law and our agreement with the business customer.

Business customers remain responsible for ensuring their own collection, use and communications comply with applicable law.

6. BuzzBrain TimeBoost - device and cloud storage

Current installed beta versions primarily store the TimeBoost business workspace locally on the user's device. This can include business settings, rates, vehicles, machinery, suppliers, products/materials, customer details, quotes, follow-up, scheduled jobs, actuals, invoices, payment records, site and access notes, review-request settings, fuel, expenses and trip records.

TimeBoost is moving to a cloud workspace designed to allow authorised business users to access the same workspace across authorised devices such as iPhone and iPad. BuzzBrain-controlled cloud workspace infrastructure is intended to use Google Cloud infrastructure in Australia, including Sydney-region services, while some third-party integrations may process limited information outside Australia.

Depending on the version and features enabled, information may be stored locally and/or securely processed and stored using cloud infrastructure.

Current native Google Calendar OAuth tokens are stored in the device's secure Keychain/SecureStore rather than the ordinary workspace or Business Setup export.

TimeBoost product analytics

TimeBoost (iOS) uses Google Firebase and Google Analytics to record product-usage information, for example which features and screens are used, whether a workflow step succeeded, and the app version.

BuzzBrain uses this information to understand feature use, reliability and where the product needs improvement. It is not used for advertising.

TimeBoost is not configured to send customer names, job or quote content, invoice images or text, accounting records, or dollar values as analytics events.

Google may process this analytics information outside Australia.

This does not mean that all TimeBoost information stays in Australia. Other connected services, including Maps, Calendar, weather and accounting/invoicing integrations where used, may also process information outside Australia as described elsewhere in this Privacy Policy.

7. Assisted onboarding and setup

BuzzBrain may offer assisted TimeBoost setup. You may provide business details, logos, labour rates, vehicles, machinery, supplier information, invoices, products/materials, purchase prices, charge-out rates, margins and regular business locations.

We may process and temporarily store information for the purpose of preparing, importing or assisting with setup.

Where cloud-assisted onboarding requires workspace access, our intended model is customer-authorised, scoped and time-limited access. BuzzBrain personnel should authenticate as themselves and access only what is reasonably required. Customers should be able to revoke onboarding/support access.

8. Business Setup files

TimeBoost may allow business configuration to be imported/exported using a Business Setup file. These files can contain commercially sensitive information including business details, ABN, labour/vehicle/machinery costs, supplier relationships, purchase prices, charge-out rates, margins, locations/coordinates and an optional logo.

Current Business Setup files are plaintext and may be shared through the device share sheet. They are intended to exclude operational history such as quotes, customers, trips, fuel, expenses and Google Calendar tokens.

Business Setup files contain sensitive business information. Only share them with someone you trust.

9. Invoice, receipt and odometer reading

If you use invoice or odometer reading, the photo or PDF is sent to our Google Cloud service in Sydney and then to Google Document AI in Sydney to read amounts and text. TimeBoost does not keep the image on our servers. Google's Document AI documentation states that online requests are processed in memory and that Google does not use Document AI customer content to train its models. We may log file size and success/failure only.

Extracted information is returned for review. Only information confirmed or accepted through the product workflow is applied to relevant TimeBoost records.

The live path uses Google Cloud Run in Sydney (australia-southeast1) and Google Document AI in Sydney (australia-southeast1). Invoice and odometer extraction currently use the Sydney Invoice Parser.

10. Google Maps, Places and routing

TimeBoost may use Google Maps Platform for address autocomplete, place details, geocoding, routes, directions and distance calculations. Information sent may include address queries, place IDs, addresses, latitude/longitude and route waypoints.

TimeBoost does not intentionally send quote values, margins or other internal financial information to Maps for these functions. Google Maps uses global infrastructure and relevant addresses/coordinates may be processed outside Australia.

11. Google Calendar

Google Calendar integration is optional; live connection is not yet verified for the current beta. If connected, TimeBoost may access free/busy information and create/update events associated with scheduled jobs using granted permissions.

We aim to limit Calendar event information to operational information reasonably required for the scheduled event and not include internal costs, margins or profit. Google Calendar/OAuth may process information outside Australia.

12. Job-aware weather

TimeBoost may provide job-aware weather information. The current architecture uses a BuzzBrain/TimeBoost cloud service in Sydney to request weather information from Open-Meteo using minimum information such as latitude, longitude and requested forecast date/time.

We do not intend to send customer names, phone numbers, emails, quote prices, internal costs, margins or job notes to the weather provider. Open-Meteo is not Australian-hosted, so coordinates and forecast request information may be processed overseas.

Weather is informational. TimeBoost does not automatically determine work safety, cancel work or reschedule jobs.

13. BuzzBrain Reception

BuzzBrain Reception is delivered using third-party telecommunications, voice-AI and related providers, including Fusion Calling and providers used within that platform where applicable.

Call audio and information provided during a conversation may be processed so the service can respond, capture enquiry details and provide the business with useful information.

Depending on configuration/provider, information may include caller contact details, call logs, transcripts, summaries, metadata and recordings where recording is enabled. Where recording is enabled, applicable notice, consent and legal requirements must be followed. Reception data may be processed outside Australia depending on the providers used.

14. BuzzBrain Reviews, Visibility and Social

BuzzBrain Reviews may process customer contact and review-request information required to help a business request genuine feedback. BuzzBrain Visibility may process business profile, location, listing, review and other public/customer-provided information needed for local-discovery guidance. BuzzBrain Social may process business information, supplied photographs, job information and content required for the selected service.

These services may use third-party platforms/providers. Information shared is limited to what is reasonably required for the relevant service.

15. Artificial intelligence and automated processing

Some BuzzBrain products use AI or automated systems to assist with document extraction, enquiry handling, organising information, generating suggestions or business workflows.

Current TimeBoost does not operate its own AI-model training on customer workspaces and does not currently send workspace/customer data to OpenAI or another general-purpose LLM as part of the implemented product.

Google Document AI is used for supported document extraction. Google's published information states that Document AI customer content is not used to train its models.

We do not make a blanket statement that information is never used by any third party for any machine-learning purpose. Automated outputs may be incomplete or inaccurate and important information should be reviewed.

16. Future Crew, job status and location features

Future TimeBoost functionality may allow authorised Crew users restricted access to assigned-job operational information while excluding owner-only financial information.

Future job-status workflows may record job ID, authorised user, status and timestamp. Optional one-shot employee location may later be captured for an operational status such as On My Way, with a current design target of approximately 24-48 hours retention.

Continuous/background employee tracking is not a default TimeBoost feature and would require separate privacy, consent and workplace-surveillance review if introduced.

17. Payments

BuzzBrain may use third-party payment processors. BuzzBrain does not intend to store full payment-card numbers itself. Payment providers process payment information under their own terms/privacy practices. BuzzBrain may receive transaction identifiers, payment status, billing contact information and other information reasonably required to administer a transaction.

18. Direct marketing and service communications

We may send operational/service messages reasonably necessary to administer an account, trial, beta, subscription, support request or service.

We may send commercial electronic messages where permitted by law. Where the Spam Act 2003 (Cth) applies, marketing messages will be sent on an appropriate consent basis, identify the sender and provide a functional unsubscribe mechanism.

We aim to keep factual service messages separate from promotional content where appropriate.

19. Free Tools and website forms

BuzzBrain may provide free calculators, questionnaires, starting-point tools and website forms. Information entered may be processed to provide the requested result, respond to an enquiry, understand product interest or improve the tool where lawful and appropriate.

Where a tool states no email is required, we will not require an email merely to provide that result.

Website forms may collect name, business details, contact information, product interest and information you choose to submit.

20. Service providers and data handling

BuzzBrain uses third-party providers where reasonably necessary to operate, secure and support our website, software and services. Provider categories may include cloud infrastructure/storage, authentication, payment processing, telecommunications and voice AI, document processing, maps/routing, calendar integrations, accounting and invoicing integrations, weather services, email/messaging, app distribution, analytics, security and diagnostics.

Optional Xero and QuickBooks Online integrations are in development. Live connections are not yet verified for the current beta. Other integration providers may also be used where requested or configured by the customer.

Information may be provided to a provider where reasonably necessary for the requested function. Providers may have their own terms, privacy policies, infrastructure and subprocessors.

21. Overseas processing and cross-border disclosure

Do not assume that all BuzzBrain information is stored or processed exclusively in Australia. BuzzBrain-controlled TimeBoost cloud workspace infrastructure is intended to be hosted in Australia, but some integrations and service providers may process limited information overseas.

Examples include Google Maps, optional Google Calendar/OAuth, Open-Meteo weather services, telecommunications or voice providers, device/platform services, Google Analytics and Metricool on the BuzzBrain website, and other providers used for a selected feature.

When a customer chooses or configures an accounting or invoicing integration, information reasonably required for that integration may be shared with the selected provider. Depending on the integration, this may include relevant business information, customer information, job information, quote or invoice information, and transaction or accounting-related information required for the integration. Accounting and invoicing integration providers, including Xero and QuickBooks, may use infrastructure or subprocessors outside Australia, depending on their services and configuration.

Where applicable, we take reasonable steps in relation to overseas handling consistent with Australian privacy requirements and the circumstances of the service.

22. Security

We take reasonable technical and organisational measures appropriate to the service to protect information against misuse, interference, loss and unauthorised access, modification or disclosure.

Depending on product and implementation, measures may include encrypted connections, cloud-provider controls, authentication, access controls, workspace isolation, secure credential/secret storage, audit logging and device/session controls.

No internet-connected or electronic system can be guaranteed completely secure. Users are also responsible for securing devices, accounts and credentials.

23. Retention and deletion

We retain information for as long as reasonably necessary for its purpose, to provide/support the service, meet legitimate business requirements, resolve disputes and comply with legal obligations.

For the planned TimeBoost cloud workspace, current architecture targets include an active workspace while the account remains active; an approximately 30-day recoverable period after business deletion before hard deletion from live database/storage; backups with an approximately 30-day lifecycle; API/log data targeted at approximately 30 days without deliberately logging document images or sensitive payloads; and temporary setup/support files deleted after their purpose is complete.

These are architecture targets and may be adjusted where implementation, security, legal or operational requirements reasonably require a different period.

24. Cloud workspace export, deletion and access controls

As cloud functionality develops, TimeBoost is intended to support practical processes for exporting business data, deleting a business/account, revoking authorised devices/sessions and revoking BuzzBrain onboarding/support access.

Availability and implementation may vary by version. Legal retention requirements and backup cycles may affect when information is fully removed from all systems.

25. Cookies and website analytics

The BuzzBrain website may use cookies and similar technologies to operate the website, remember settings, understand usage, improve performance and support relevant functionality.

The BuzzBrain website uses two website analytics services, Google Analytics and Metricool, to understand how people use the website and how it performs, and to improve BuzzBrain. Google Analytics is a web analytics service provided by Google. It also helps us understand interest in our products and services and measure conversions and the effectiveness of our pages, calls to action and forms. Website analytics may operate when you use the website unless you turn it off.

Google Analytics uses cookies and similar identifiers to collect information such as the pages you visit, how you arrived at the website, the buttons and features you use, whether a website form was submitted successfully, device and browser information, and your approximate location derived from your IP address. Identifiers are used to recognise a browser over time. This information is not anonymous.

We do not intentionally send your name, email address, phone number or the contents of website forms to Google Analytics. We have not enabled Google Analytics advertising or remarketing features. Google may process Google Analytics information outside Australia.

Metricool is a web analytics service provided by Metricool Software, S.L., a company based in Spain. When a page loads, Metricool's website tracker connects to Metricool's servers so we can see aggregated information about website visits and the pages viewed. Metricool states that this tracker does not place cookies on your device and that your IP address is used for the connection but not stored. We do not intentionally send your name, email address, phone number, the contents of website forms, or your Free Tool answers or results to Metricool, and we do not use Metricool for advertising or remarketing. Metricool states that it stores data on servers in the European Union, so this information may be processed outside Australia.

You can turn website analytics (Google Analytics and Metricool) off, or back on, at any time using Analytics preferences in the website footer. Turning website analytics off does not affect your use of the website.

Where analytics or optional technologies require consent or notice under applicable law, we will implement appropriate controls. Users can also manage many cookies through browser settings.

26. Data quality

We take reasonable steps appropriate to the circumstances to ensure personal information we use or disclose is accurate, up to date, complete and relevant for its purpose.

Users should keep account/business information current and review information generated or extracted by automated features before relying on it.

27. Access to personal information

You may request access to personal information we hold about you. We may need to verify your identity before providing access.

Access may be subject to exceptions permitted by applicable law. If we refuse access where the Australian Privacy Principles apply, we will provide reasons and available complaint mechanisms where required.

28. Correction of personal information

You may ask us to correct personal information that is inaccurate, out of date, incomplete, irrelevant or misleading. We may need to verify your identity and the information concerned.

Where applicable, we will take reasonable steps to correct information and deal with correction requests consistently with Australian privacy requirements.

29. Privacy enquiries and complaints

If you have a privacy question, access or correction request, or complaint about how information has been handled, use the Contact Privacy Team option on the BuzzBrain Privacy Policy or Contact page.

BuzzBrain is operated by Buzz Business Boosters, partnership, ABN 88 199 005 173, New South Wales, Australia.

We will consider privacy enquiries and complaints and respond within a reasonable period. Where applicable, you may also contact the Office of the Australian Information Commissioner (OAIC).

Contact Privacy Team →

30. Data breaches

Where applicable, we maintain processes to assess and respond to suspected data breaches. If the Notifiable Data Breaches scheme applies and a breach is likely to result in serious harm, we will take the steps required by applicable law, including notification where required.

31. Anonymity and pseudonymity

Where lawful and practicable, you may interact with us without identifying yourself or by using a pseudonym. Some services require accurate identity or business information to provide the service, administer an account, process payments, provide support, maintain security or comply with law.

32. Sensitive information

BuzzBrain does not generally seek sensitive information unless it is reasonably necessary for a particular function and collection is lawful. Do not provide unnecessary sensitive personal information through general website forms, support messages or product fields.

33. Government-related identifiers

We do not use government-related identifiers as our own identifiers except where permitted by law. Business ABNs may be collected where relevant to business setup, billing, quoting or service administration.

34. Children

BuzzBrain products and services are designed for business users aged 18 years or older and are not directed to children.

35. Automated decisions with significant effect

BuzzBrain's current products are designed to support business workflows and owner decision-making rather than make legally significant decisions about individuals on the owner's behalf.

If BuzzBrain later arranges for a computer program to use personal information to make decisions that could reasonably be expected to significantly affect an individual's rights or interests, we will update this policy and our practices as required by applicable Australian privacy law.

36. Business changes

If BuzzBrain or relevant business assets are restructured, sold, merged or transferred, information may be transferred as part of that legitimate business transaction subject to applicable law and appropriate protections.

37. Changes to this Privacy Policy

We may update this Privacy Policy as BuzzBrain products, providers, architecture, business practices or legal requirements evolve.

The current version will be published on the BuzzBrain website with its most recent update date. Where a material change requires additional notice or consent under applicable law, we will take appropriate steps.

38. Contact

BuzzBrain is operated by Buzz Business Boosters, partnership, ABN 88 199 005 173, New South Wales, Australia.

For privacy enquiries, access/correction requests or complaints, use the Contact Privacy Team option on the BuzzBrain Privacy Policy or Contact page.

Contact Privacy Team →