1. Who We Are
This Privacy Policy applies to Aligned Systems Pty Ltd (ABN 70 687 465 818), operating the Autoimate platform at autoimate.com ("we", "us", "our"). Our registered address is 89-97 Jones St, Ultimo NSW 2007, Australia.
2. What Information We Collect
We collect the following types of personal information through the Autoimate platform:
| Category | Information Collected | Purpose |
|---|---|---|
| Account Information | Name, email address, password (encrypted) | Account creation and authentication |
| Business Information | Shop name, ABN, MVRL, address, phone number | Platform registration and verification |
| Customer Data | Vehicle owner name, address, mobile, email | Job and estimate management |
| Vehicle Data | Make, model, year, colour, registration, odometer | Estimate generation and job tracking |
| Claims Data | Claim numbers, insurer details, assessment outcomes | Insurance claims workflow management |
| Photos | Vehicle damage and condition photographs | Damage assessment and estimate documentation |
| Usage Data | Platform activity, login times, feature usage | Platform improvement and security monitoring |
2A. The Autoimate App
The Autoimate app for iPhone and Android is part of the platform, and this policy covers it. In the app:
- Signing in — with your Autoimate email and password, or with a workshop login set up by your business (for a shared iPad, or a staff member's own phone). For a workshop login we keep the name it was made for, the type of device (for example iPhone or iPad) and when it was last used, so the business can see and remove its devices. If your business uses texted sign-in codes, the code is sent to the mobile number on your staff details.
- Photos and videos you take for a job, including the sound recorded with a walkaround video, go onto that job. With no connection, they are kept on the phone until they can be sent, then removed from the phone.
- Clock-on and job times, if your business uses them, are recorded against the job and the person.
- Time in the app — if your business turns on Autoimate hours, how long each person uses the app is recorded so the business can see it.
- Error reports — when something does not work, a short report of what was being done is kept so we can fix it.
What stays on your phone:
- Face ID, Touch ID and fingerprints are handled by your phone. We never receive them; the app is only told whether it was unlocked.
- Number plates are read on your phone. The photo of the plate is deleted straight away and is not sent to us; only the registration you choose to use is. On Android phones, the text-reading feature used for this may send its maker anonymous statistics about how it performs. It never sends the photo or the plate.
- The app uses the camera only when you take a photo, record a video or scan a plate, and the microphone only when you record a video.
The app shows no advertising and does not track you. We do not sell what it collects, and it is shared only as section 5 describes.
Deleting your account: in the app, open Settings and tap Delete account. A workshop login is deleted straight away. An office login is deleted within 30 days of the request, and we email you when it is done. The records of the business you work for, including jobs, estimates, invoices, photos and time records, stay with the business and are kept as set out in section 7. See How to delete your account.
3. How We Collect Information
We collect personal information in the following ways:
- Directly from you — when you register, create jobs, upload photos, or enter information into the platform
- From other platform users — for example, when a claims officer creates a job linked to your workshop, or when an assessor is assigned to a claim
- Automatically — through cookies and usage logging when you access the platform
4. How We Use Your Information
We use your personal information to:
- Provide and operate the Autoimate platform and its features
- Process estimates, manage claims workflows, and facilitate communications between repairers, insurers, and assessors
- Verify your identity and business credentials
- Send platform notifications, updates, and service-related communications
- Monitor and improve platform performance and reliability
- Comply with legal obligations and resolve disputes
- Monitor and maintain the security and integrity of the platform
We do not use your personal customer data, job photos, or estimate content to train AI models without your express written consent.
5. How We Share Your Information
We do not sell your personal information to third parties. We may share your information in the following circumstances:
- With other platform users — for example, when a repairer submits a quote it is visible to the relevant claims officer; when an assessor is assigned a job they can see the relevant estimate details
- With service providers — we use trusted third-party infrastructure providers for database hosting, cloud storage, security, and AI processing. These providers may process data in Australia and/or internationally and operate under appropriate data processing agreements and privacy safeguards
- With AI processing providers — when you use the AI estimating feature, vehicle details, damage descriptions, and uploaded photos are transmitted to a third-party AI processing provider. This provider operates under strict confidentiality obligations and does not use your data for any purpose other than generating the requested estimate output
- When required by law — we may disclose information if required by a court order, regulatory requirement, or other legal process
- In a business transfer — if Aligned Systems Pty Ltd is acquired or merges with another entity, your information may be transferred as part of that transaction, subject to the same privacy protections
6. Data Storage and Security
Your data is stored on secure cloud-based infrastructure. Primary data storage is located in Australia. Some data, including photos and AI-processed content, may be stored or processed on infrastructure located internationally. All international data transfers are subject to appropriate privacy safeguards.
We implement industry-standard security measures including:
- Encrypted data storage and transmission (TLS/SSL)
- Row-level security policies ensuring each user can only access their own shop's data
- Daily automated database backups with point-in-time recovery
- Access controls limiting data access to authorised users only
- Secure authentication and session management
- Multi-tenant data isolation preventing cross-account data access
While we take all reasonable steps to protect your information, no system is completely secure. You use the platform at your own risk.
7. Data Retention
We retain your personal information for as long as your account is active and for a reasonable period thereafter. Specifically:
- Account information is retained for the duration of your account plus 7 years after closure
- Job and estimate data is retained for 7 years in accordance with Australian business record-keeping requirements
- Photos are retained for the duration of the associated job's record
- You may request deletion of your personal information at any time, subject to our legal obligations to retain certain records
- To delete a login, see How to delete your account. A workshop login is deleted straight away; an office login within 30 days of the request
8. Your Rights Under the Australian Privacy Act
Under the Australian Privacy Principles, you have the right to:
- Access — request access to the personal information we hold about you
- Correction — request correction of inaccurate or incomplete information
- Complaint — lodge a complaint if you believe we have breached the Australian Privacy Principles
- Anonymity — where practicable, interact with us anonymously or using a pseudonym
To exercise any of these rights, contact us at admin@autoimate.com. We will respond within 30 days.
9. Cookies
Autoimate uses session cookies to maintain your login state and platform functionality. We do not use tracking cookies or third-party advertising cookies. You can disable cookies in your browser settings, but this may affect your ability to use the platform.
10. AI and Automated Processing
Autoimate uses AI technology to generate smash repair estimates. When you use the AI estimating feature:
- Vehicle details, damage descriptions, and uploaded photos are transmitted to a third-party AI processing provider for the purpose of generating estimate content
- This provider operates under strict confidentiality and data processing obligations
- Data transmitted for AI processing may be processed on infrastructure located outside Australia
- AI-generated estimates are suggestions only and must be reviewed by a qualified estimator — see our Terms and Conditions for full details
- We do not use your personal customer data, photos, or job content to train AI models without your express written consent
- Usage metadata (such as token counts and processing volumes) may be logged internally for billing and platform improvement purposes — this metadata does not include personal information or job content
10A. Notifiable Data Breaches
Aligned Systems Pty Ltd is subject to the Notifiable Data Breaches (NDB) scheme under the Australian Privacy Act 1988. In the event of a data breach that is likely to result in serious harm to any affected individuals, we will:
- Notify affected individuals as soon as practicable
- Notify the Office of the Australian Information Commissioner (OAIC)
- Take all reasonable steps to contain the breach and prevent further harm
If you believe your data may have been compromised, contact us immediately at admin@autoimate.com.
10B. Children's Privacy
The Autoimate platform is a professional business tool intended for use by licensed smash repairers, insurers, and assessors. The platform is not intended for persons under the age of 18. We do not knowingly collect personal information from anyone under 18 years of age. If we become aware that a person under 18 has provided personal information through the platform, we will take steps to delete that information promptly.
11. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify registered users of material changes by email or through the platform. The updated policy will be posted at autoimate.com/privacy.html with a revised "last updated" date. Continued use of the platform after changes are posted constitutes acceptance of the updated policy.
12. Complaints
If you believe we have breached the Australian Privacy Principles, you may lodge a complaint with us at admin@autoimate.com. We will investigate and respond within 30 days. If you are not satisfied with our response, you may refer your complaint to the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au.
13. Contact Us
For any privacy-related questions, requests, or complaints:
- Email: admin@autoimate.com
- Address: 89-97 Jones St, Ultimo NSW 2007, Australia
- ABN: 70 687 465 818