Privacy Policy

SYSTEMISE LIMITED ("Systemise", "we", "us") is a New Zealand company and the agency responsible for the personal information described in this policy.

• NZBN 9429046774125
• Registered address 47 Oaklea Lane, RD 3, Hamilton 3283, New Zealand
• Privacy contact admin@systemiseapp.co.nz

We handle personal information in accordance with the Privacy Act 2020 and its Information Privacy Principles.

Systemise is job management software for trade and service businesses. Most of the information in a Systemise account is entered by our customers about their business, their staff and their clients. Where we hold that information on a customer's behalf, the customer is the agency responsible for it and we act as their service provider.

Account information

When you or your employer creates a Systemise account we collect your name, email address, phone number, the business you belong to, your role and permissions, and a securely hashed password.

Business data you enter

Systemise stores the operational records you create: contacts and clients, sites and addresses, quotes, jobs, appointments and schedules, notes, purchases and supplier records, receipts, invoices and payment records. These records frequently contain personal information about your clients and staff. You control what goes in.

What the mobile app asks for

Each permission below is optional, is requested only at the point it is used, and declining one disables that feature rather than the app.

• Location Job navigation and recording where work was carried out, such as where a site photo, form or customer sign-off was taken. Used only while the app is open; the app does not track you in the background. Sent to us when attached to a job.
• Camera Photographing job sites, receipts and business cards. Sent to us when attached to a job or used to fill in a form.
• Microphone Voice commands and dictation. Recording happens only while you hold the Voice button or dictate a note. See Voice and AI features below.
• Photo library Attaching existing photos to a job. Only the photos you select are sent.
• Saving to your photo library Keeping your own copy of a photo you capture. Nothing is sent to us.
• Files and documents Attaching documents to a job. Only the files you select are sent.
• Notifications Job and schedule alerts. We receive a device token only.
• Face ID, Touch ID and biometrics Unlocking the app. This never leaves your device.

Biometric data is handled entirely by your device's operating system. Systemise receives only a success or failure result; we never see, receive or store your fingerprint or face data.

Voice and AI features

Some features use artificial intelligence services to do work you ask for. They run only when you use them.

• Voice When you hold the Voice button, the recording is sent to our servers and transcribed by OpenAI. The recording is deleted as soon as it has been transcribed; only the text is kept, as part of your conversation with the assistant. Anthropic then works out what you asked for.
• The assistant Questions you type or speak, and the records needed to answer them, are processed by Anthropic.
• Reading receipts, statements and business cards The image or document you provide is read by OpenAI or Anthropic to fill in the fields for you to check.
• Reports and document templates Your request, and a description of your data or template, is processed by Anthropic to draft a report or design.

OpenAI and Anthropic process this information on our behalf. Under their terms for businesses, neither uses it to train their models.

Diagnostic and usage information

We collect crash reports, error diagnostics, device model, operating system version and app version so we can fix faults. Crash reports from the app are not linked to your name or email address. We also keep server access logs containing IP addresses and request metadata.

What we do not collect

We do not collect your contacts list, your calendar, your call history, your SMS messages, or your browsing activity on other sites. We do not record audio except while you are using a voice feature. We do not sell personal information, and we do not use your data to train machine learning models.

We use personal information to:

• Run the service Provide, operate and support Systemise.
• Keep you secure Authenticate you and protect your account.
• Take payment Process your subscription.
• Sync integrations Exchange data with services you have connected, such as Xero.
• Do the work you ask of AI features Transcribe voice, answer questions, read documents and draft reports, when you use those features.
• Support you Respond to the requests you send us.
• Fix faults Diagnose errors and improve reliability.
• Keep you informed Send service and billing notices.

We rely on your consent for optional device permissions, and on the performance of our contract with you for everything necessary to run the service. We do not use your business data for advertising.

We do not sell personal information. We share it only with the service providers below, each bound to use it solely to provide their service to us.

• Amazon Web Services Application hosting, database and file storage, in New Zealand for New Zealand customers and in Australia for Australian customers (see Where your information is stored).
• Amazon SES Sending service and notification email, in Australia.
• OpenAI Voice transcription, and reading receipts and statements, in the United States, when you use those features.
• Anthropic The assistant, interpreting voice requests, reading business cards, and drafting reports and document templates, in the United States, when you use those features.
• Expo Delivering push notifications to your phone, in the United States.
• Sentry Crash and error diagnostics, in the United States.
• Stripe Subscription payment processing, in the United States.
• Xero Accounting sync, in Australia and New Zealand, and only if you connect it.
• Cloudflare Website delivery and security, across a global edge network.

We also disclose information where the law requires it, where it is necessary to prevent a serious threat to safety, or to enforce our terms.

Subscription payments are processed by Stripe. Systemise never receives or stores your full card number.

Where your Systemise data is stored depends on where your business is based.

• New Zealand customers From 15 November 2026, your data is stored in New Zealand, in Amazon Web Services' Auckland region. Until then it is stored in Australia, in the Sydney region, and it moves to Auckland on that date.
• Australian customers Your data is stored in Australia, in Amazon Web Services' Sydney region.

Email for all customers is sent through Amazon's Sydney region, and some of our service providers, listed above, process information in the United States.

This means some of your personal information is disclosed outside New Zealand. Under Information Privacy Principle 12 of the Privacy Act 2020 we only do this where the receiving provider is subject to privacy safeguards comparable to those in the Act. Australia's Privacy Act 1988 provides comparable safeguards, and our United States providers are contractually bound to equivalent protections.

By using Systemise you acknowledge that some of your information is processed outside New Zealand.

• Account and business data, while active Kept for the life of the account.
• Account and business data, after cancellation Deleted 90 days after cancellation.
• Items you delete in the app Recoverable for 30 days, then permanently purged.
• Encrypted backups Purged within 35 days of deletion.
• Our own billing and tax records Kept 7 years, as the Tax Administration Act 1994 requires.
• Crash and error diagnostics Kept 90 days.
• Server and access logs Kept 90 days.
• Support correspondence Kept 2 years.

Export your records before you cancel

This matters. New Zealand businesses must keep invoices, receipts and GST records for seven years under the Tax Administration Act 1994. That obligation is yours and it survives the closure of your Systemise account.

We delete your data 90 days after cancellation. Export everything you need before that window closes, because once deleted we cannot recover it. If you need help exporting, contact us before you cancel and we will assist.

You can request deletion of your account and all associated personal information at any time.

To request deletion, email admin@systemiseapp.co.nz from the address on your account, stating that you want your account and data deleted. We will confirm your identity, tell you what will be deleted, and complete the deletion within 30 days.

If you are an employee on a business account, your employer controls that account. We will refer your request to them and let you know we have done so.

Two things survive deletion: our own billing and tax records, which we are legally required to keep for seven years, and anonymised statistics that cannot identify you.

Under the Privacy Act 2020 you have the right to:

• Access the personal information we hold about you.
• Correct it if it is wrong.
• Request deletion, as described above.
• Complain if you believe we have mishandled your information.

To exercise any of these, email admin@systemiseapp.co.nz. We will respond within 20 working days.

If you are not satisfied with our response, you may complain to the Office of the Privacy Commissioner at privacy.org.nz, or on 0800 803 909.

We protect your information with encryption in transit and at rest, hashed passwords, role-based access controls that limit what each user in a business can see, revocable per-device sessions you can terminate at any time, and short-lived access tokens.

On mobile, authentication credentials are held in the device's hardware-backed keystore (the iOS Keychain and the Android Keystore), not in ordinary app storage.

No system is perfectly secure. If a privacy breach occurs that is likely to cause serious harm, we will notify affected people and the Office of the Privacy Commissioner as the Privacy Act 2020 requires.

Systemise is business software and is not directed at children. We do not knowingly collect personal information from anyone under 16. If you believe a child has provided us information, contact admin@systemiseapp.co.nz and we will delete it.

We may update this policy as the service changes. The date at the top of this page shows when it was last revised. If a change materially affects how we handle your personal information, we will notify account holders by email before it takes effect.

If you have a question about any of this, email admin@systemiseapp.co.nz or use our contact page.