Privacy Policy

Effective 17 September 2026. Updated 15 October 2026 (notifications in the driver app).

Harth Solutions builds software for Australian service businesses: a phone agent that answers calls, an operations dashboard the office runs the business from, and a driver app called Harth OS. This policy explains what personal information passes through those products, who else touches it, and what you can ask us to do about it.

1. Who we are

Harth Solutions is a sole trader business, ABN 33 789 586 073, based in Victoria, Australia. We handle personal information in line with the Privacy Act 1988 (Cth) and the Australian Privacy Principles.

2. Whose information we handle

Three different groups, and the rules are different for each.

• Customers of our clients. People who ring a skip bin company or book a bin through its website. We hold their details on that company's behalf.
• Staff of our clients. Office people and drivers who have a login to the dashboard or the app.
• Our own clients and enquirers. The business owners we work with or who contact us.

3. What we collect, by product

The phone agent. When someone calls a client's number and our agent answers, we capture what the caller tells it: their name, phone number, the address or suburb for the job, what they need, dates, and any notes such as where to leave a bin. We also keep call metadata (time, duration, caller ID) and a written transcript of the call. For some clients, calls are also recorded as audio. Whether recording is on is the client's decision, and their phone line tells callers what applies.

The operations dashboard. This is the system a client's office works in, so it holds their whole job record: customer names, phone numbers, email addresses, delivery addresses, site access notes, job history, prices and invoices. Where a client has connected Xero, invoices and contact records pass between the dashboard and their own Xero account.

The driver app (Harth OS). A driver signs in and sees the jobs assigned to them for the day, with the customer's name, address and phone number so they can call or text about the delivery.

• Photographs. Drivers take before and after photos at each job, which usually show the property, the driveway and where the bin sits. Those photos are attached to the job record and are visible to that business's office staff.
• The camera is used for those photos and to scan the QR code an office issues when setting up a new driver.
• Notifications. If a driver allows notifications, the app keeps a notification token for that phone, linked to the driver's account, so the office can tell them about a new stop, a change to their run or a note from the office. A notification shows the customer's name and suburb, never the street address or phone number. The token is deleted when the driver signs out or is removed, and a driver can turn notifications off at any time in the phone's settings. Notifications are delivered through Google Firebase Cloud Messaging and Apple's push notification service.
• The app does not track your location. It has no location permission at all. Tapping "Navigate" hands the address to Apple Maps or Google Maps, and from that point you are in their app under their privacy policy, not ours.

Our own website and sales. If you contact us or book a demonstration, we keep your name, business, email, phone and what we discussed.

4. How we use it

To run the service the client is paying for: answering their calls, capturing enquiries, scheduling and dispatching jobs, showing drivers their run, raising invoices, and reporting back to the business owner. We also use technical logs to keep the systems working and secure.

We do not sell personal information. We do not use our clients' customer data to train publicly available AI models. Our phone agent is built on a third party AI service (see below), and calls are processed by it in order to hold the conversation.

5. Who else touches the information

We run on other companies' infrastructure, and they process data on our behalf. The ones that matter:

• Airtable stores each client's job and customer records.
• Vercel and Neon host and cache the dashboard.
• Cloudflare runs parts of our scheduling logic and our DNS.
• Retell AI runs the voice agent; Twilio carries the phone calls and text messages.
• Make.com moves information between these systems.
• Xero, where a client has connected it, for their invoicing.
• Google for sign in, address lookup, mapping and delivering driver app notifications (Firebase Cloud Messaging); Apple delivers those notifications to iPhones; Apple Maps and Stadia Maps for maps and directions.
• Resend sends our email; Stripe handles what our clients pay us, and never anything about their customers.
• Telegram carries operational alerts to us about system health.

Some of these process or store data outside Australia, including in the United States and the European Union. We choose established providers and rely on their contractual and security commitments.

6. How long we keep it

We do not delete client records on a schedule. A client's job and customer history stays in their system for as long as they are with us, because it is the record of their business and they rely on being able to look back through it. Call transcripts and recordings are kept the same way.

A client can ask us to delete or export their data at any time, including particular records, and we will do it. When a client leaves, we will export their data to them and remove it on request.

7. Keeping it safe

Everything travels encrypted (TLS). Each client's data is separated, and a signed in person only reaches their own business. Access to the underlying systems is limited to Harry Thomas, protected by multi factor authentication where the provider supports it. The driver app stores nothing on the phone beyond the sign in itself and, if notifications are on, that phone's notification token, and it is excluded from device backups so a signed in session cannot be copied off with a phone backup.

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

8. Getting at your information

You can ask for a copy of what we hold about you, or ask us to correct it. If you are a customer of a business that uses our software, contact that business first, since the record is theirs and they can act on it immediately. If that does not resolve it, or if you are one of our own clients, email us and we will respond within a reasonable time and at no cost.

9. Children

Our products are business tools. They are not directed at children and we do not knowingly collect information from them.

10. Complaints

If you think we have mishandled your personal information, email harry@harthsolutions.com and we will investigate and write back. If you are not satisfied with our answer, you can take it to the Office of the Australian Information Commissioner at oaic.gov.au or 1300 363 992.

11. Contact

Harth Solutions, ABN 33 789 586 073
Email: harry@harthsolutions.com
Phone: 0473 923 634

12. Changes

We will update this policy as the products change, and the effective date at the top will say when. Material changes affecting our clients will be told to them directly rather than left to be noticed here.