1. Scope and our approach
Maintstra is a software product owned and operated by DA ZANG PTY LTD (ACN 634 527 067, ABN 90 634 527 067) ("DA ZANG", "we", "us", or "our"). We manage personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs) where they apply, and use the APPs as our privacy baseline.
This policy applies to Maintstra's mobile app, website, contractor email and secure-link workflows, inspection reporting, company groups and support communications. It does not replace any collection notice shown at the time we request particular information.
2. Personal information we collect
| Category | Examples | How it is collected |
|---|---|---|
| Account and identity | Email address used for magic-link sign-in, profile details, company membership, role and subscription status. | From you, your organisation administrator, Apple, Google, RevenueCat or the applicable app store. |
| Property and location | Building name, address, unit or area labels, notes, optional latitude and longitude, and location used to suggest an address or find nearby contractors. | Entered by you or, with device permission, obtained from your device and reverse-geocoding or Google Places services. |
| Photos, video and audio | Issue photos, uploaded videos, any audio track contained in those videos, relevant media metadata, before-and-after evidence and inspection photos. | Captured or selected by you and uploaded when you use a cloud reporting feature. The AI processing described below uses selected images, video frames and relevant text; it does not currently send audio recordings or video audio tracks to an AI transcription service. Text that you provide is handled as text, even if it was transcribed elsewhere. |
| Work orders, inspections and maintenance plans | Issue descriptions, AI assessments, urgency and trade suggestions, safety notes, status history, costs, quotes, approvals, ratings, planned-maintenance schedules, inspection areas, findings, reports and completion evidence. | Created by users, contractors and Maintstra's automated workflows. |
| Contractor information | Names, business details, trade, phone, email, ratings, reliability history, licence details, insurance records, certificates and expiry dates. | Entered or imported by users, provided by contractors, or returned by an authorised business-search request. |
| Communications | Email subject and body, recipients and copies, delivery activity, contractor replies, availability, quotes, attachments and support messages. | Sent and received through Maintstra and its configured email providers, including Resend and the Postmark rollback service, or provided to support. |
| Technical information | Push notification token, device and app version, IP address, security and error logs, request timestamps and usage events. | Generated when you use the service. |
Photos, videos, audio and documents may contain personal information about occupants, visitors, contractors or other people. Only upload content you are authorised to collect and share, and avoid recording people or private areas unless necessary.
3. How we use personal information
We use personal information to:
- authenticate users and secure accounts;
- store and organise building, contractor, work-order and inspection records;
- analyse reported issues and prepare editable summaries, emails and reports;
- send quote requests, work orders, reminders, notifications and secure links;
- extract proposed times, quotes and next actions from contractor replies;
- support company groups, shared contractor directories and role-based access;
- provide location-based address suggestions and nearby contractor search when requested;
- administer subscriptions, report usage limits and provide customer support;
- protect the service, investigate errors, prevent misuse and comply with legal obligations.
We do not sell personal information. We do not use precise device location for advertising.
4. AI processing and overseas disclosure
Maintstra offers optional AI assistance for repair assessments, inspection findings, draft communications, contractor-reply and quote summaries, completion reviews and daily maintenance briefs. AI output can be wrong. You remain responsible for checking it and making decisions; AI does not approve work, certify compliance or replace professional or emergency advice.
Before you first allow third-party AI processing, the app explains the information involved, the recipients and the purposes, and asks for your permission. You can choose Continue without AI and enter a repair report manually. After you allow AI, the relevant features, including enabled maintenance briefs and communication analysis, may use that permission without asking again for every request. We check that the required permission is current before a protected AI dispatch. Controls for withdrawing permission are described in section 8.
Depending on the feature, AI inputs may include selected issue or inspection photos, selected video frames, issue notes, property addresses or area labels, work-order text, contractor names and communications, quote amounts and availability, and relevant quotation documents or text extracted from them. Images and supported documents may be supplied as file content or through temporary access links. We aim to limit the information to the task. Uploaded videos can contain audio and may be stored as part of the maintenance record, but our current AI workflow does not send audio recordings or video audio tracks for AI processing and does not enable AI audio transcription.
Our current inference route sends these inputs from Maintstra's API through OpenRouter to OpenAI-developed models hosted by Microsoft Azure. OpenRouter is the gateway and Microsoft Azure supplies the hosted inference endpoint. The current configured model is openai/gpt-6-luna; model names describe the technology and do not, by themselves, identify an additional recipient. Our inference requests require an Azure endpoint that OpenRouter classifies as zero data retention and disable fallback to another inference provider. If the required route is unavailable, that requirement is not permission to silently send the same request to another provider.
Quotation documents may be processed natively by the selected model or may require separate document preprocessing, depending on the route used. We have not yet independently verified the processing path for our production PDF requests. We therefore do not claim that every PDF is processed exclusively by Azure, or that an inference-endpoint retention setting automatically covers any separate document processor.
These services may process information outside Australia. The current routing settings do not promise Australian-only processing or a particular overseas region. Overseas privacy protections may differ from those in Australia.
The zero-data-retention requirement concerns the inference endpoint's handling of request content. It does not mean that every gateway record, security record or maintenance record is immediately erased. OpenRouter's published policies describe request metadata, optional input/output logging or content-use settings, and limited retention for suspected child sexual abuse material review, reporting and legal preservation. We do not use your AI-sharing permission as permission to train Maintstra's own AI models on your content. Section 7 explains the separate retention boundaries.
We will assess changes to the actual recipients or handling of AI information before enabling them and will update our policy and the in-app notice, and seek renewed permission where required. A change to an internal model name is not a blanket authorisation to add undisclosed recipients or enable audio processing.
We have not yet independently verified which workspace-level logging and content-use settings apply to our production AI credentials. If content logging or content use is enabled for the applicable workspace, the relevant settings and provider terms apply. We cannot currently give a verified numeric retention period for those gateway content logs.
5. Storage, communications and other providers
We disclose information only as needed to operate Maintstra, respond to you, protect users or comply with law. Providers may process information outside Australia.
- Cloudflare R2: private storage for uploaded photos, video, contractor documents and generated inspection files. Access uses short-lived signed URLs.
- Railway and PostgreSQL: application hosting and structured account, work-order, contractor and inspection records.
- Resend and Postmark: account, contractor and support email delivery, inbound replies and related message activity. Resend is the primary provider; Postmark may be used for controlled rollback.
- OpenRouter and Microsoft Azure, using OpenAI-developed models: the gateway and hosted AI inference services described in section 4. Their role is separate from Maintstra's private media storage and application database. Other named providers in this section continue to perform their stated storage, communications, subscription or infrastructure roles.
- Google Places and device location services: address assistance and nearby contractor search initiated by the user.
- Expo: mobile update and push-notification delivery infrastructure.
- RevenueCat, Apple and Google: subscription entitlement and purchase-status administration. Maintstra does not receive full payment-card details.
Contractors and people you choose to copy on an email receive the work-order information, address, contact details and media you intentionally send to them. Members of a company group can access shared company contractor information according to their role; personal work remains private unless a feature expressly shares it.
6. Security
Maintstra uses measures including one-time sign-in links, hashed authentication tokens, access controls, encrypted HTTPS connections, private object storage, expiring signed media links and server-side provider credentials. No online service can guarantee absolute security.
If you believe your account or information has been compromised, contact support@maintstra.com promptly.
7. Data retention and deletion
We retain information only for as long as reasonably necessary for the purposes described above, to maintain an auditable property record, resolve disputes and meet legal obligations.
| Information | Typical retention |
|---|---|
| Magic-link sign-in token | The one-time link expires after 15 minutes. Maintstra stores only a cryptographic hash and removes stale tokens. |
| Account, work-order, contractor, inspection and private media records | While the account is active and until deletion is requested, unless a longer period is reasonably required for a legal claim, safety record, company audit record or applicable law. |
| Transactional email content and activity | Email providers retain message content and delivery activity according to the configured account retention. Maintstra separately retains relevant work-order communication where needed for the repair record. |
| Verified deletion requests | The account and eligible personal records are removed from the active database when in-app deletion completes. Private stored objects are queued for deletion and normally removed within 30 days. Residual encrypted backups may take up to 90 days to rotate out. |
| Financial, tax, fraud-prevention or legal records | For the period required by applicable law, which may be up to seven years for some Australian business records. |
AI processing and records. We require zero-data-retention inference endpoints for the route described in section 4. That requirement does not set a deletion deadline for the original photos, videos, documents, communications or AI results saved in your Maintstra maintenance records; those records follow the applicable retention rows above. OpenRouter also keeps request metadata, such as token counts and latency, and its policies permit limited content retention for configured logging/content-use choices and safety or legal obligations. There is no single verified retention period that covers every category in this chain. Suspected-material review and legally reported-material preservation are distinct; a legal preservation duty is not a rule that all customer images are kept for the same period. Where a provider-specific period has not been independently verified, we cannot give a confirmed numeric retention period. If you need further information about applicable retention, contact support@maintstra.com before using the optional AI features.
Deletion may be limited where information belongs to a company record, is required to protect another person's rights, must be retained by law, or is needed to establish, exercise or defend a legal claim. Where possible, we will restrict or de-identify information instead.
8. Access, correction and deletion requests
You may request access to personal information we hold about you, ask us to correct inaccurate information, withdraw optional permissions, or delete your account inside the Maintstra app under Me > Account & security > Delete account. You can export a copy of your personal data before deletion. You may also email support@maintstra.com for privacy assistance.
If you own an active company workspace, you must first transfer ownership or dissolve that company. When a Field member deletes an account, company-owned check-ins and operational evidence remain available under the company's legitimate record-keeping interest. Login identifiers, email, account links and user ID are removed; the performer name captured on the evidence remains and is visibly marked as an account-deleted record. Deleting an account does not cancel an App Store or Google Play subscription, which must be cancelled through the relevant store.
Include the email address used for your Maintstra account and describe the request. We may ask for information to verify your identity and authority before releasing, changing or deleting records. We will respond within a reasonable period and explain any lawful reason we cannot fully comply.
You can disable camera, photo-library, location, calendar and notification permissions in device settings. Some features will not operate without the relevant permission. Location is optional and an address can be entered manually.
Control AI sharing. In the app, open Me → your profile card → Personal details → AI data sharing to review or withdraw permission. Choosing Continue without AI leaves manual repair entry available. Withdrawing permission stops new AI dispatches that require that permission; it cannot recall a request already transmitted and does not by itself delete your existing maintenance records. Use the account-deletion and privacy-request options in this section for those records. If we materially change the AI notice, we may ask you to review it and give permission again before further AI processing.
9. Privacy questions and complaints
Send privacy questions or complaints to support@maintstra.com. Describe what happened, when it happened, the account involved and the outcome you are seeking. We aim to acknowledge the complaint promptly and respond within 30 days.
If you are not satisfied with our response, or we do not respond within a reasonable period, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC). The OAIC generally expects you to complain to the organisation first.
10. Changes to this policy
We may update this policy when Maintstra's features, providers or legal obligations change. The effective date at the top identifies the current version. We will provide additional notice where a change materially affects how existing personal information is handled.