Privacy Policy

T.R. Depledge Gardening & Maintenance is a sole-trader business operating from Wallaroo, South Australia (ABN registered 30 November 2020). In this policy "we", "us" and "our" refers to T.R. Depledge Gardening & Maintenance. Our registered contact is Thomas Depledge.

We are committed to protecting your privacy and complying with the Privacy Act 1988 (Cth) and the Australian Privacy Principles.

When you use our website or services, we may collect:

• Contact details — name, email address, phone number
• Location — suburb or property address (for quoting and scheduling)
• Job-related information — what you've asked us to do, photos of the work area, notes our team makes during a job
• Account type — whether you're a private client, NDIS participant, aged-care client or business
• Billing details — for clients we invoice, the information needed to issue an invoice (we do not store credit-card numbers — payment is handled by our invoicing provider)

We do not sell your personal information. We do not use your data for advertising or marketing without your prior consent.

• To respond to enquiries you submit through the website or by phone
• To plan, quote, schedule and carry out the gardening work you've asked us for
• To send you confirmations, reminders or updates about your job by SMS or email
• To issue invoices and keep our financial and tax records (a legal obligation under Australian tax law)
• For NDIS or aged-care clients, to maintain the records required by the NDIS Practice Standards or the Aged Care Act 2024 and Support at Home program rules

We share information only with the service providers we need to run the business. Each one only receives what they need to do their job:

• Supabase (database hosting, Sydney, Australia) — stores enquiries, client records, jobs, photos
• Vercel (website and app hosting, Sydney, Australia, with a global delivery network) — serves the website and app
• Anthropic (AI model provider, United States) — powers Doug, our website chat assistant (see below)
• Twilio (SMS gateway, United States) — delivers SMS confirmations and reminders
• Resend (email delivery, United States) — sends transactional emails (e.g. "new enquiry")
• OneSignal (push notifications, United States) — sends push notifications to staff devices
• Xero (accounting, data hosted in the United States) — for invoicing and payroll

Where a provider above is outside Australia, your information may be stored or processed in that country. We choose providers with comparable privacy protections and contractual safeguards, but if you would prefer your information to be handled in Australia only, contact us and we will discuss options (for example, dealing with us by phone rather than the chat assistant).

We may also disclose information where required by law (e.g. to a regulator, the ATO, or in response to a court order).

Doug is an AI assistant, not a person. When you chat with Doug, your messages are sent to our AI provider, Anthropic, so it can generate replies, and the details you give (name, contact details, suburb and job description) are saved as an enquiry and sent to Thomas so he can follow up. A copy of the conversation is kept with that enquiry.

Doug does not make decisions about you. He can explain our services, check hire availability and fill in a booking or quote request for you, but every quote, booking and job is confirmed by a person. Please don't share health information or NDIS plan details in the chat — call Thomas instead.

Enquiry submissions that don't turn into jobs are kept for up to 12 months and then deleted. Active and former client records, invoices and job histories are kept for at least 7 years to meet Australian tax-record obligations, then archived or deleted.

Photos taken during a job are retained alongside the job record. Let us know if you'd like a specific photo removed.

You can ask us to:

• Tell you what personal information we hold about you
• Correct anything that's wrong or out of date
• Delete your information (subject to records we're legally required to keep)
• Stop sending you SMS or email reminders

We'll respond within 30 days. There's no charge for a reasonable request.

The marketing pages don't use third-party tracking cookies or analytics. The field-management app sets a session cookie when staff log in — that's how we keep you signed in across pages. It's deleted when you log out.

We use HTTPS across the site and the app. Staff accounts are password-protected and field workers use a personal PIN. The job database is locked down so that only authenticated staff (or our server code on their behalf) can read or write records — the public website cannot read your data.

No system is perfectly secure. If we ever become aware of a breach affecting your information, we will notify you and the Office of the Australian Information Commissioner (OAIC) as required under the Notifiable Data Breaches scheme.

If you're unhappy with how we've handled your information, contact Thomas first — most issues can be sorted out quickly. If you're not satisfied with our response, you can lodge a complaint with the Office of the Australian Information Commissioner at oaic.gov.au or by calling 1300 363 992.

We may update this policy when our practices or our service providers change. The effective date at the top of this page reflects the latest version.

For privacy questions, requests to access or correct your information, or any other concern about this policy:

• 📞 0474 844 204
• ✉ t.rdepledge@outlook.com
• 📍 Wallaroo, South Australia