Overview

GroundTrack (“we”, “us”) operates the GroundTrack software-as-a-service platform at groundtrackpro.com.au. GroundTrack is a B2B tool used by civil, earthworks, and site-work companies to track jobs, plant (heavy equipment), clients, job costs, and receipts — including AI-assisted receipt scanning — and to produce tax/BAS reports. This Privacy Policy explains what information we collect, how we use it, and your rights.

Information you provide

• Account: your name and email address when you register.
• Company profile: company name, ABN, phone, email, and business address entered during onboarding or in settings.
• Team members: email addresses you invite to your company workspace, and the role (admin or member) you assign them.
• Business records: job details — client name and phone, site address, start/end dates, job type, notes, plant assigned, and pricing and quotes — plus plant/equipment names and cost entries (fuel, labour, materials).
• Receipts: photos of receipts or tax invoices you upload, together with the data our AI extracts (total amount, GST, supplier name, and a suggested expense category). You can edit or reassign any extracted value.
• Usage data: basic device and access logs needed to operate and secure the service.

Receipt photos and AI processing

When you upload a receipt photo, it is processed by an AI model that extracts the total, GST, supplier, and a suggested category so the receipt can be added to job costing and tax reports. The extracted values are editable by you and stored as part of your job records. Please ensure you have the right to upload the receipts and any personal information shown on them.

Payments and Stripe

Subscription billing is handled by Stripe. When you subscribe or update payment details, card and payment information is collected and processed directly by Stripe — we do not receive or store your full card number or card security codes. We receive only the subscription status and identifiers needed to manage your account. The native mobile app does not offer in-app purchases; all billing is managed through the GroundTrack website.

How we use your information

To provide the service — creating and displaying your jobs, plant, clients, receipts, and reports; to calculate totals and tax/BAS summaries; to authenticate you and your team; to administer your subscription; to provide support; and to maintain and improve the service. We do not sell your information.

Sharing and processors

We share data only as needed to operate the service, with sub-processors such as our hosting provider, the AI provider that processes receipt images, and Stripe for payments. Each processor is bound to process data only on our instructions. We may disclose information where required by law.

Data isolation

Your business data is isolated to your company. Members of one company cannot see another company’s jobs, clients, plant, or receipts.

Security and retention

We use reasonable technical and organisational measures to protect your data. We retain your information for as long as your account is active, and for a limited period after closure for record-keeping and legal obligations, after which it is deleted or anonymised.

Your rights

You can access, export, correct, or delete your data from within the app or by emailing allgroundsolution@gmail.com. Company admins can manage team members and remove users. You can cancel your subscription at any time. To request deletion of your account and data, contact us as below.

Contact

Questions about this Privacy Policy can be sent to allgroundsolution@gmail.com.