This Privacy Policy describes how Trellixo Pty Ltd (ABN 76 121 755 041) ("Trellixo", "we", "us", or "our") collects, uses, discloses, and protects your personal information when you use the Facility Compass platform, including our website at facilitycompass.com, mobile applications, and related services (collectively, the "Service").
This policy applies to all users of the Service, including business account holders ("Tenants"), their employees and contractors whose information is entered into the Service ("Staff"), and end-users who interact with the Service in any capacity.
By accessing or using the Service, you agree to the collection and use of information in accordance with this Privacy Policy. If you do not agree with this policy, please do not use the Service.
We collect personal information by lawful and fair means, primarily directly from you through your use of the Service (registration, data entry, app interactions). In some cases, we collect information from third parties (e.g., Google Sign-In) or automatically through your device (see Sections 1.5 and 1.6). If you choose not to provide certain personal information, we may not be able to provide you with the full functionality of the Service — for example, we cannot create your account without an email address, and GPS-based attendance features require location permissions.
1. Information We Collect
1.1 Information You Provide
When you register for and use Facility Compass, we may collect:
- Account Information: Your name, email address, phone number, and business details (business name, ABN, business type). Passwords are managed via Firebase Authentication and are not stored by us in plain text.
- Staff/Cleaner Data: Information about your employees or contractors entered into the platform, including full name, email, phone number, date of birth, employment type, ABN (for contractors), profile photo, start date, role, assigned locations, and notes.
- Emergency Contact Data: Name, phone number, and relationship of emergency contacts provided for staff members. This is third-party personal information — Tenants are responsible for obtaining consent from emergency contacts before entering this data.
- Customer Data: Information about your facility management clients, including company name, contact name, email, phone, and full address.
- Subcontractor Data: Company details, ABNs, insurance expiry dates, services provided, and linked staff records.
- Job and Task Data: Details of facility management tasks, schedules, locations, checklists, and related notes you create within the Service.
- Documents and Digital Signatures: Files, documents, checklist responses, and digital signatures you upload or create within the platform.
- Photos and Images: Task evidence photos (including before/after images), incident report photos, document attachments, profile photos, and business logos uploaded to the Service.
- Payment Information: Subscription billing is processed by Stripe. We store your Stripe customer ID and subscription details. We do not store your full credit card number — this is managed entirely by Stripe in accordance with PCI-DSS standards.
- Kiosk PIN Codes: Staff may be assigned a PIN code for clock-in kiosk terminals.
- Incident Reports: Title, description, incident type, priority, reporter and assigned staff details, photos and attachments, notes, actions taken, and resolution details. Incident reports may contain sensitive information about safety, health, or adverse events.
- Ratings and Feedback: Staff performance ratings (1–5 stars) with comments, and customer feedback and satisfaction scores submitted through the Service.
- Chat Messages: Content of messages exchanged through the in-app chat feature, including one-to-one and group conversations, read receipts, and any image attachments.
- Quotes: Quote numbers, version history, line items with pricing, terms and conditions, and acceptance status for quotes generated through the Service.
- Service Requests: Customer-submitted service requests including request type, description, preferred scheduling, special instructions, and admin response notes.
1.2 Location Data
The Service collects precise GPS location data from staff members' devices in the following circumstances:
- Clock-in and clock-out: GPS coordinates (latitude, longitude, and accuracy) are recorded when staff clock in and out of shifts.
- Break start and end: GPS coordinates are recorded when staff begin and end breaks.
- Photo uploads: GPS coordinates may be embedded in photos taken within the app as part of task evidence.
- Geofence verification: GPS coordinates are compared against defined location geofences to determine whether staff are within the expected job site boundary.
Location data is collected at the time the user performs these specific actions within the app. The app is not designed to continuously track location in the background. GPS accuracy may vary depending on the device and environment.
Important for Tenants: If you are an employer using the Service to track staff attendance via GPS, you are responsible for informing your employees about this data collection and complying with applicable workplace surveillance and privacy laws in your jurisdiction (e.g., the Workplace Surveillance Act 2005 (NSW) or equivalent legislation in your state or territory).
1.3 Mood and Wellbeing Data
The Service includes an optional mood check-in feature that may collect:
- Self-reported emotional state (e.g., stressed, tired, neutral, good, happy).
- Impact factors selected from a configurable list.
- Free-text notes.
- Whether a callback has been requested.
This data is linked to the staff member's record and the relevant shift. Mood data may constitute sensitive information (health information) under the Australian Privacy Principles. The mood check-in feature is designed as voluntary — staff initiate the check-in themselves and may skip it at any time. Trellixo provides the technical feature; Tenants are solely responsible for ensuring that mood check-ins remain genuinely voluntary within their workplace, that staff are not pressured or required to participate, and that valid consent is obtained in accordance with APP 3.3. If a Tenant enables or promotes the mood check-in feature, the Tenant must satisfy itself that consent is freely given, informed, and not a condition of employment.
1.4 Activity Logs and Audit Trails
The Service automatically records activity logs for operational transparency and accountability:
- Task Activity Logs: Every change to a task is logged, including who made the change, what was changed (old and new values), and the timestamp.
- Kiosk Activity Logs: All interactions with clock-in kiosk terminals are logged, including device registration, clock-in/out events, break start/end, failed PIN attempts, device lockouts, and manager exits. Each log entry includes the device ID, location, staff name, and timestamp.
- Workflow Execution Logs: When automated workflows are triggered (e.g., sending notifications based on shift events), the trigger conditions, actions taken, and affected entities are logged.
1.5 Information Collected Automatically
When you use the Service, we may automatically collect:
- Device Information: Device type, operating system, browser type, and unique device identifiers.
- Push Notification Tokens: Firebase Cloud Messaging (FCM) device tokens, which identify your device for delivering push notifications. Tokens are stored per user per platform (iOS, Android, or web).
- Log Data: IP address, access times, and referring URLs. IP addresses are also used for rate limiting.
- Local Storage: The mobile app may store preferences and minimal session data on your device using local storage to support app functionality.
- Authentication Logs: One-time password (OTP) codes generated for email verification, including usage status and expiry timestamps.
1.6 Information from Third Parties
We may receive information from third-party services you connect to your account:
- Google Sign-In: If you choose to sign in with Google, we receive your name, email address, and profile photo from your Google account.
- Firebase Authentication: Authentication status, email verification status, and login provider information.
2. How We Use Your Information
We use the information we collect to:
- Provide, maintain, and improve the Service, including scheduling, shift tracking, task management, and document workflows.
- Create and manage your account and tenant workspace.
- Process subscription payments via Stripe.
- Verify staff attendance via GPS geofencing.
- Send push notifications (e.g., shift reminders, missed clock-in alerts, workflow-triggered notifications).
- Send transactional emails (e.g., one-time passwords, scheduled reports, operational alerts).
- Send SMS messages (e.g., OTP codes, shift reminders) to phone numbers you or your staff have provided.
- Convert addresses to GPS coordinates (geocoding) for location geofences.
- Generate reports (timesheets, attendance, billing) in PDF format.
- Power AI-assisted features, including the AI Staff system (see Section 3).
- Respond to your requests, comments, or questions.
- Detect, prevent, and address technical issues and security threats.
- Comply with legal obligations.
We do not use your personal information for direct marketing purposes. Communications we send (push notifications, emails, SMS) are limited to transactional and operational purposes related to your use of the Service. If we ever introduce marketing communications in the future, we will obtain your consent and provide a clear opt-out mechanism, in accordance with APP 7.
3. Artificial Intelligence and Automated Processing
The Service includes AI-powered features delivered through an AI Staff system -- hireable AI team members with specialised roles. We believe in transparency about how your data is used by these systems.
3.1 AI Staff System
The Service provides AI-powered staff members that can be hired into your workspace, each with a specialised role:
- Receptionist: A conversational AI assistant that helps query and understand operational data (e.g., "Who is working tonight?" or "Show me incidents this week"). Has read-only access to your business data.
- Quality Auditor: Reviews submitted work against quality standards. Processes checklist submissions, task evidence, and photos. Produces preliminary, non-binding quality assessments (pass, fail, or warning) with AI-generated commentary. These assessments are indicative only and require human review before any action is taken. Has read-only access.
- Scheduler: Assists with task creation, assignment, and schedule management. Has read/write access and can create tasks, update task status, reassign tasks, and close tasks on your behalf.
- Operations Manager: Provides operational oversight, analysis, and can take corrective actions. Has read/write access and can create tasks, update task status, reassign tasks, and close tasks on your behalf.
All AI Staff members:
- Are powered by third-party AI providers (Anthropic's Claude and Google's Gemini), accessed via secure API gateways.
- Can access your business data (staff records, shift records, task records, incident records, customer records, location records, and subcontractor records) on demand in response to queries and tasks.
- May access and analyse photos submitted as part of task evidence or checklist responses.
- Store full conversation history per AI Staff member within your tenant workspace in our database.
- Do not use your data to train AI models. Your data is processed only to generate responses and perform actions.
3.2 AI Write Operations
Certain AI Staff roles (Scheduler and Operations Manager) can perform write operations that modify your business data, including creating tasks, updating task status, reassigning tasks, and closing tasks. These write operations:
- Are performed on behalf of the authenticated user who initiated the conversation.
- Are logged within the conversation history and the task activity timeline.
- Are subject to the same permission controls as manual actions.
AI write operations are designed as an assistive tool -- the AI performs actions based on your instructions, but you are responsible for reviewing the results.
3.3 AI Usage Metrics
We track AI usage metrics per tenant for operational and billing purposes, including:
- Token consumption per AI Staff member and per conversation.
- Token budget allocation and remaining balance per tenant.
- Number of AI conversations and messages.
These metrics are used to enforce usage limits, calculate billing, and monitor system performance. They do not contain the content of your conversations or business data.
3.4 AI Document Template Generator
The Service may use AI to generate document templates from natural language descriptions you provide. Only the description text and structural parameters you input are processed.
3.5 Automated Decision-Making
In accordance with the Privacy and Other Legislation Amendment Act 2024 transparency requirements, we disclose the following about automated processing in the Service:
- Types of personal information used: Staff records, shift records, task records, incident records, customer records, location records, checklist responses, and photos may be processed by AI systems.
- Types of decisions made with computer assistance: Quality assessments on completed work (pass/fail/warning), task scheduling suggestions, operational recommendations, and data summaries.
- No solely automated decisions: The AI features provide recommendations and assessments only. No significant decisions affecting individuals (such as employment, pay, or disciplinary actions) are made solely by automated means.
Tenants retain full control over how AI outputs are used within their business operations and are responsible for ensuring AI-generated assessments are reviewed by a human before being used as a basis for any decision affecting an individual.
4. How We Share Your Information
We do not sell your personal information. We may share your information with the following categories of third-party service providers, solely to operate and deliver the Service:
4.1 Sub-Processors
| Provider |
Purpose |
Data Accessed |
Location |
| Microsoft Azure |
Cloud hosting, database (Cosmos DB), blob storage, email sending, message queues |
All structured data, generated reports |
Australia |
| Cloudflare (R2 Storage) |
File and image storage |
Uploaded photos, document attachments, profile images |
Global CDN |
| Google Firebase |
Authentication, push notifications (FCM), web hosting |
Email, auth tokens, device tokens |
USA |
| Stripe |
Subscription billing and payment processing |
Billing name, email, payment method (managed by Stripe) |
USA |
| Anthropic (Claude) |
AI Operations Assistant |
Business data queried during AI conversations |
USA |
| Google (Gemini) |
AI Quality Auditor |
Document data, checklist responses, task evidence photos |
USA |
| Mapbox |
Address geocoding (converting addresses to GPS coordinates) |
Street addresses |
USA |
| MobileMessage |
SMS delivery (OTP codes, shift reminders) |
Phone numbers, SMS content |
Australia |
| Google Fonts |
Web font delivery on landing page |
IP address (standard CDN request) |
USA |
4.2 Other Circumstances
- Legal Requirements: We may disclose your information if required by law, regulation, legal process, or governmental request.
- Business Transfers: In connection with a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify affected users before their personal information is transferred and becomes subject to a different privacy policy.
- With Your Consent: We may share information for other purposes with your explicit consent.
5. Cross-Border Data Transfers
Your primary structured data (database) is stored on Microsoft Azure servers located in Australia. However, some data may be transferred to, stored, or processed in countries outside Australia through our use of third-party service providers (see Section 4.1), including the United States.
Where personal information is transferred overseas, we take reasonable steps to ensure the overseas recipient handles your information in accordance with the Australian Privacy Principles, as required by APP 8. This includes reviewing the privacy practices of our sub-processors and relying on their contractual commitments to data protection.
We acknowledge our obligations under APP 8 and take responsibility for ensuring our overseas sub-processors handle your personal information in a manner consistent with the APPs.
6. Data Storage and Security
Your structured data is stored on Microsoft Azure Cosmos DB infrastructure with data isolation enforced at the tenant level — each business gets a separate data container, ensuring your data is kept separate from other customers. Uploaded files (photos, attachments) are stored in Cloudflare R2 in per-tenant storage buckets.
We implement industry-standard security measures, including:
- Encryption of data in transit (TLS/HTTPS).
- Encryption of data at rest.
- Secure authentication via Firebase Authentication (supporting email/password and Google Sign-In).
- Role-based access control to limit data visibility to authorised users.
- Tenant-level data isolation in both the database and file storage.
- Security headers (Content Security Policy, X-Frame-Options, X-Content-Type-Options).
- Rate limiting to protect against abuse.
Your security responsibilities: You are responsible for maintaining the confidentiality of your account credentials, including your password, PIN code, and any authentication tokens. You must not share your login credentials with any other person. Trellixo is not liable for any unauthorised access to your account or data that results from your failure to keep your credentials secure. If you become aware of any unauthorised use of your account, you must notify us immediately at privacy@facilitycompass.com.
We take reasonable steps to ensure the personal information we collect, use, and disclose is accurate, up-to-date, complete, and relevant, in accordance with APP 10. You can help us maintain accuracy by notifying us of any changes to your information or by using the correction features within the Service.
While we take reasonable steps to protect your information, no method of electronic storage or transmission is 100% secure. We cannot guarantee absolute security. If we become aware of a suspected data breach, we will conduct an assessment within 30 days to determine whether it is an eligible data breach. If the breach is likely to result in serious harm, we will notify affected individuals and the OAIC as soon as practicable, in accordance with the Notifiable Data Breaches (NDB) scheme under Part IIIC of the Privacy Act 1988.
7. Data Retention
We retain your personal information for as long as your account is active or as needed to provide the Service. Specifically:
- Active accounts: Data is retained for the duration of your subscription.
- Paused accounts (e.g., after a trial expires): Data is retained for a reasonable period to allow you to reactivate. We will notify you before any data is deleted due to prolonged inactivity.
- Closed accounts: If you request account closure, we will take reasonable steps to delete or de-identify your personal information within a reasonable period, unless retention is required for legal, regulatory, or legitimate business purposes (e.g., billing records, tax obligations, dispute resolution).
- AI conversation logs: Retained within your tenant workspace for the duration of your subscription. You may archive or request deletion of conversation history.
- Backups: Deleted data may persist in encrypted backups for a limited period as part of our disaster recovery processes.
We will take reasonable steps to destroy or de-identify personal information that is no longer needed, in accordance with APP 11.2.
8. Your Rights
Under the Australian Privacy Principles and applicable law, you have the following rights regarding your personal information:
- Access (APP 12): Request a copy of the personal information we hold about you.
- Correction (APP 13): Request correction of inaccurate, out-of-date, incomplete, or misleading information.
- Deletion: Request deletion of your personal information, subject to legal obligations and legitimate retention needs.
- Data Export: Request a copy of your data in a structured, machine-readable format.
- Opt-out of AI Processing: Request that your data not be processed by AI features. Note that this may limit functionality available to you.
- Withdrawal of Consent: Withdraw consent at any time where processing is based on consent. Withdrawal does not affect the lawfulness of processing carried out before withdrawal.
- Complaint: Lodge a complaint with the Office of the Australian Information Commissioner (OAIC) if you believe we have breached the Australian Privacy Principles.
To exercise any of these rights, please contact us at the details provided in Section 17. We will respond to your request within a reasonable period. We may need to verify your identity before processing your request, and certain requests may be subject to exceptions permitted under the Privacy Act 1988.
Note for Staff: If your personal information was entered into the Service by your employer (the Tenant), you may need to direct your request to your employer in the first instance. We will assist where required.
9. Australian Privacy Act
We handle personal information in accordance with the Australian Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). Key obligations we observe include:
- APP 1 — Open and transparent management: This Privacy Policy outlines our practices and is available free of charge.
- APP 2 — Anonymity and pseudonymity: Where practicable, individuals may interact with us without identifying themselves (e.g., browsing our marketing website). However, to use the Service, you must provide identifying information to create and manage your account.
- APP 3 — Collection: We only collect personal information that is reasonably necessary for our functions and activities. For sensitive information (such as mood/wellbeing data), we obtain your consent before collection.
- APP 5 — Notification: We notify individuals about the collection of their personal information at or before the time of collection, or as soon as practicable.
- APP 6 — Use and disclosure: We only use or disclose personal information for the purpose for which it was collected, or a related secondary purpose that the individual would reasonably expect.
- APP 7 — Direct marketing: We do not use personal information for direct marketing purposes.
- APP 8 — Cross-border disclosure: We take reasonable steps to ensure overseas recipients handle your information in accordance with the APPs (see Section 5).
- APP 9 — Government related identifiers: We collect ABNs (Australian Business Numbers) as necessary for business registration and contractor management. We do not adopt ABNs as our own identifiers and only use them for their intended verification and compliance purposes.
- APP 10 — Quality: We take reasonable steps to ensure personal information is accurate, up-to-date, complete, and relevant.
- APP 11 — Security and destruction: We take reasonable steps to protect personal information and to destroy or de-identify it when no longer needed.
- APP 12 — Access: Individuals may request access to their personal information (see Section 8).
- APP 13 — Correction: Individuals may request correction of inaccurate information (see Section 8).
You have the right to make a complaint to the Office of the Australian Information Commissioner (OAIC) if you believe we have breached the APPs. Contact the OAIC at www.oaic.gov.au.
10. Tenant Responsibilities
If you are a Tenant (business account holder) using Facility Compass to manage staff, customers, and operations, you acknowledge that:
- You determine what personal information is entered into the Service and how it is used within your business operations. We provide the technology platform and handle data in accordance with the APPs and your instructions through the Service. Both Trellixo and Tenants may hold independent obligations under the Privacy Act 1988 in respect of personal information within the Service.
- You are responsible for obtaining any required consents from individuals whose personal information you enter into the Service (including GPS tracking consent from staff, emergency contact consent, and mood data consent).
- You are responsible for complying with applicable workplace surveillance laws in your state or territory if using GPS geofencing or photo evidence features to monitor staff. Surveillance laws vary significantly between Australian jurisdictions. Tenants should seek independent legal advice regarding their specific obligations before enabling location tracking or photo evidence features.
- You are responsible for determining how AI-generated outputs (quality assessments, reports, scheduling suggestions) are used within your business. AI outputs are preliminary assessments only and must not be the sole basis for any decision that materially affects an individual, including employment, disciplinary, or pay-related decisions.
- You should maintain your own privacy policy that informs your staff and customers about how their data is collected and used through the Service.
- You agree to indemnify and hold harmless Trellixo Pty Ltd from any claims, losses, or liabilities arising from your failure to obtain required consents, your non-compliance with applicable workplace surveillance or privacy laws, or your misuse of AI-generated outputs in making decisions that affect individuals.
11. Cookies, Local Storage, and Tracking
11.1 Website
Our marketing website (facilitycompass.com) does not currently use analytics cookies or tracking pixels. Web fonts are loaded from Google Fonts, which involves your browser making standard CDN requests to Google's servers (transmitting your IP address).
11.2 Web Application
The web application uses cookies and local storage as necessary for authentication (Firebase Auth session tokens) and to store your user preferences. These are essential for the Service to function and are not used for advertising or cross-site tracking.
11.3 Mobile Application
The mobile app uses on-device local storage (shared_preferences) to store UI preferences such as recent search terms and layout settings. The app may also cache minimal session-related data on your device to support functionality. Cached data remains on your device and is cleared when you log out or uninstall the app.
12. Push Notifications
We use Firebase Cloud Messaging (FCM) to send push notifications to your device. Notifications may include shift reminders, missed clock-in alerts, operational alerts, and workflow-triggered messages. To deliver notifications, we store a device token associated with your user account.
You can manage push notification preferences through your device settings or within the app. Disabling notifications may affect your ability to receive time-sensitive operational alerts.
13. Third-Party Links
The Service may contain links to third-party websites or services. We are not responsible for the privacy practices of those third parties. We encourage you to review their privacy policies before providing any personal information.
14. Children's Privacy
The Service is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected information from a person under 18, we will take steps to delete it promptly.
15. Limitation of Liability
To the maximum extent permitted by law:
- Trellixo provides the Service "as is" and makes no warranties, express or implied, regarding the absolute security of personal information transmitted to or stored within the Service.
- Trellixo is not liable for any loss, damage, or claim arising from a Tenant's failure to obtain required consents, comply with applicable workplace surveillance laws, or appropriately review AI-generated outputs before relying on them in employment or business decisions.
- Trellixo is not liable for any unauthorised access, disclosure, or loss of personal information that results from a Tenant's failure to maintain adequate security practices (e.g., sharing credentials, failing to revoke access for former staff).
- AI-generated outputs (including quality assessments, scheduling suggestions, and operational recommendations) are provided for informational purposes only and do not constitute professional advice. Trellixo accepts no liability for decisions made in reliance on AI outputs.
- Nothing in this Privacy Policy excludes, restricts, or modifies any rights or remedies that cannot be excluded under Australian law, including the Australian Consumer Law (Schedule 2 of the Competition and Consumer Act 2010).
16. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, the Service, or applicable law. When we make material changes, we will:
- Update the "Last Updated" date below.
- Notify you via the Service, by email, or by prominent notice on our website.
- Where changes materially affect how we process your personal information, we will provide at least 30 days' notice before the changes take effect.
Your continued use of the Service after changes are posted constitutes your acceptance of the updated policy. If you do not agree with the updated policy, you should stop using the Service.
17. Contact Us and Complaints
If you have any questions, concerns, or requests regarding this Privacy Policy or our handling of your personal information, please contact us:
We take all privacy complaints seriously. Upon receiving a complaint, we will:
- Acknowledge receipt promptly.
- Investigate the complaint and endeavour to provide a substantive response within a reasonable period (generally within 30 days, though complex matters may take longer).
- Where appropriate, take corrective action to resolve the issue.
If you are not satisfied with our response, you have the right to lodge a complaint with the Office of the Australian Information Commissioner:
Last updated: 9 March 2026