Privacy Policy
Workshop Hero's data is kept on servers in Sydney. A few services outside Australia handle small pieces of it, and they're named below. This policy explains what PXD Software Pty Ltd (ACN 703 955 104, ABN 32 703 955 104) collects, why, and your choices.
1. Who we are, and the two kinds of information we handle
- PXD Software makes Workshop Hero. As a small business we may not be legally bound by the Australian Privacy Principles in the Privacy Act 1988, but we follow them as if we were, because workshops trust us with their customers' details. In this policy, "you" means whoever is reading: a workshop, a workshop's staff member, or a workshop's customer.
- Information about our own customers. This covers the workshops that use Workshop Hero, their staff who sign in, and people who ask us for a demo. We decide how this is used.
- Information workshops keep in Workshop Hero about their customers. This covers names, contact details, vehicles, jobs and invoices. The workshop decides how this is used, and we store and process it for them. It includes what customers type into a workshop's online booking page and their answers on its approval pages. If you're a workshop's customer, contact that workshop first. We'll help them answer you.
2. What we collect
| Whose | What |
|---|---|
| People who ask for a demo | Name, workshop name and email; and, if you choose, phone, current system, number of technicians and your message |
| Workshop staff who use Workshop Hero | Name, email, role, staff details the workshop enters (such as phone, address, emergency contact and hours), sign-in records, PIN and password (stored only as a scrambled one-way code), two-factor settings, the computers you use Workshop Hero on, and clock-on and attendance times |
| Workshops' customers (held for the workshop) | Name, business name and ABN, address, email, phone numbers, vehicles (rego, VIN, odometer), job cards, quotes, invoices, payments, notes, text messages, marketing consent and opt-outs, photos of their car (with location details removed), inspection findings, their online approval answers, and, for loan cars, driver licence details |
| People who book online with a workshop (held for the workshop) | Name, mobile, car or rego and state; if they choose, email, address, notes and answers to the workshop's questions; the 6-digit code (stored scrambled and deleted after 24 hours); and a scrambled version of their connection address, used to limit repeated tries |
| Phones and tablets running the Workshop Hero app | Device type, app version and the staff member it's linked to; photos staff take for jobs; a copy of the jobs it shows, kept on the device |
| Error reports from Workshop Hero (only when error reporting is switched on) | What went wrong and where in Workshop Hero, the Workshop Hero version, the type of computer, a code identifying the workshop, and an approximate location (city and country) that Sentry works out from the connection before discarding the address |
3. How we collect it
- From you, when you fill in our demo form, set up Workshop Hero or contact us.
- From the workshop, when its staff enter details or take photos in Workshop Hero, and from the workshop's customers when they use its online booking, photo or approval pages.
- Automatically, when Workshop Hero runs: sign-in records, device records and, if switched on, error reports.
- From services the workshop switches on. For example, a registration look-up returns a vehicle's make, model and details from the national vehicle register.
4. Why we use it
- To provide Workshop Hero: sign-in, keeping the workshop's records, sending the texts and emails the workshop asks for, running its online booking, photo and approval pages, and connecting to the services it chooses.
- To keep Workshop Hero secure: two-factor sign-in, locking accounts after failed attempts, and spotting misuse.
- To fix problems and improve Workshop Hero, using error reports and usage counts that don't identify anyone.
- To bill workshops and reply to enquiries. When someone asks for a demo or borrows a demo workshop, we may contact them about their demo.
- We don't sell personal information. We don't use workshops' data to train artificial intelligence (AI) models. Workshop Hero doesn't make automated decisions that significantly affect anyone.
5. Who we share it with
We use these providers to run Workshop Hero. Each gets only what it needs for its job.
| Provider | What it does | What it receives | Where the data is |
|---|---|---|---|
| Fly.io | Runs the Workshop Hero cloud | All Workshop Hero data | Sydney, Australia |
| Neon | Database | All Workshop Hero data | Sydney, Australia |
| Cloudflare R2 | Stores job photos and encrypted backups | Photo files (location details removed) and backup copies it can't read | Backups in Oceania (Australia); photos in Australia or overseas |
| Mobile Message | Sends and receives texts | Customer mobile numbers and message text | Australia |
| InfoAgent | Registration look-ups | Number plate and state | Australia and New Zealand; its cloud storage may also be overseas |
| Resend | Sends emails (sign-in codes, invites, forwarded customer replies, demo requests) | Email addresses and email content, including customers' names, numbers and text replies forwarded to the workshop | United States and Japan |
| Stripe | Workshop subscriptions, card payments and the monthly text charge | The workshop's billing contact and payment details | Australia and overseas, including the United States |
| Cloudflare | Hosts our website, blocks spam on the demo form, and runs Turnstile, which keeps robots off booking and approval pages | The visitor's connection details and a robot-check token | Worldwide network |
| Sentry (only when error reporting is switched on) | Error reports | Scrubbed error details, a workshop code and approximate location. No names, emails, phone numbers or IP addresses are kept. | United States |
| Expo | Builds the phone app and delivers its updates | Device type and app version when the app checks for updates; no workshop records | United States |
| Xero (if the workshop connects it) | Accounting | Invoices, payments, and customer names, emails and addresses | Xero's servers, mainly in the United States |
| MYOB (if the workshop connects it) | Accounting | Invoices, payments, and customer names, emails and addresses | As set out in MYOB's privacy policy |
The first time Workshop Hero's spell checker needs a language Windows doesn't have, it may download a dictionary from Google; no workshop data is sent with it. We'll also share information if the law requires it. Before we add a new provider, such as a parts supplier connection, we'll update this list.
6. Information sent overseas
Some information goes overseas:
- to Resend for emails (United States and Japan). Emails can include a workshop's customers' names, numbers and forwarded text replies;
- to InfoAgent for registration look-ups (New Zealand, and possibly other countries for its cloud storage);
- to Stripe for workshop billing (including the United States);
- to Expo for app updates (United States);
- to Sentry for error reports, when switched on (United States). These are scrubbed of personal details before they're sent;
- to Cloudflare's worldwide network, which checks visits to booking and approval pages and may store job photos outside Australia;
- if a workshop connects Xero or MYOB, to their servers (Xero mainly in the United States).
We choose providers with strong security commitments, and we stay responsible for how they handle the information.
7. How we protect it
- Workshop Hero's cloud and database are in Sydney. Every connection is encrypted.
- Each workshop's data is walled off from every other workshop's, inside the database itself.
- Passwords and PINs are stored only as scrambled one-way codes. Sensitive keys (such as connections to Xero and suppliers) are stored encrypted.
- Sign-in uses a PIN or password plus two-factor sign-in. Accounts lock after repeated wrong attempts, and idle computers can lock themselves.
- Staff roles limit what each person can see and do.
- The copy of Workshop Hero's data kept on each workshop computer is encrypted and locked to that computer. On Bronze, the workshop's whole store is encrypted on its own computer, and so are its backups. The phone app's copy of jobs is protected by the device's own encryption.
- Photos have location and camera details removed when they're uploaded, and are only shown through Workshop Hero, never at a public file address.
- Links we text to customers (booking cancellation, photo and approval links) are long random codes, stored only in scrambled form, and they expire. Booking and approval pages check that visitors aren't robots and limit repeated tries.
- We back up the cloud every day, encrypted before the copy leaves the server, and we test that the backups can be restored.
8. How long we keep it
- We keep a workshop's data while its subscription is active. After it cancels, we keep it for 60 days so the workshop can export it (longer if it pays for an extended archive), then delete it within 30 days. We email the workshop's owner 7 days before deletion. Backup copies are overwritten within a further 35 days.
- Some technical records are kept for less time: sync records for 30 days, and raw registration look-up answers for 30 days.
- Online booking: the 6-digit codes are deleted after 24 hours, and booking-page registration checks after 30 days. Details of declined or cancelled bookings are cleared 30 days after the decision. Confirmed bookings become part of the workshop's records.
- Customer links: photo links work for 30 days. Approval pages stay readable for 30 days after the job is finished, and their links are deleted 60 days after.
- Photos, inspection findings, approval answers and text message history are part of the workshop's records. They stay until the workshop removes them or its data is deleted. A removed photo is deleted from storage within about an hour.
- Bronze workshops keep their data on their own computer. We hold none of it.
- Demo requests are kept only as long as we need them to reply and follow up, and are deleted on request.
- We keep billing records for as long as tax law requires (usually 5 years).
9. Your choices and rights
- Seeing, correcting or deleting your information. Email us and we'll respond within 30 days. If a workshop holds your details, ask the workshop and we'll help them.
- Marketing texts. Reply STOP to any marketing text from a workshop and you won't get marketing texts from that workshop's number again. Booking, "car ready", photo and approval texts still come through; ask the workshop if you want every text to stop.
- Bookings you made online. You can cancel with the link in your confirmation text. To have your details removed, ask the workshop, and we'll help them.
- Emails from us. You can unsubscribe from any marketing email we send.
10. Our website
- Our website doesn't use advertising or tracking cookies, or analytics. Some pages may load fonts from Google, which sees your connection address.
- Our demo form sends your details to us by email, and a short notice under the form links to this policy. The website itself doesn't keep a copy.
- Workshops' booking, photo and approval pages are at book.workshop-hero.com.au. They don't use advertising or tracking. Cloudflare Turnstile sees your connection address to check you're not a robot, and we keep only a scrambled version of it to limit repeated tries.
11. Questions and complaints
- Email us at [email protected]. We'll reply within 30 days.
- If you're not happy with our answer, you can complain to the Office of the Australian Information Commissioner at oaic.gov.au.
12. Changes to this policy
We'll post any update here with its date, and tell workshops by email about important changes.