Privacy

From the website. When you send the form on our homepage we collect the details you give us: your name, email, company, how many assets you run, any message, and your phone number if you choose to add it. We reply by email; we'll only ring you if you've given us a number and it suits the conversation.

When we follow up your enquiry. Once you’ve been in touch we also keep a record of how the conversation is going: whether we’ve replied yet, whether it went anywhere, which of us dealt with it, and any short note one of us wrote to remember where things were up to. It is ordinary sales admin, only ever visible to us, and never shown to any customer of AssetPass. It is still information about you, so you can ask to see it or have it deleted like anything else on this page.

When you open an account. Signing up collects your name, work email, company name and the password you choose, and the time zone your browser is set to, so the app's days close where you are. The password is stored only as a one way hash. We never see it and cannot recover it. Staying signed in uses a single cookie that identifies your session. We count visits to the public pages with Vercel Web Analytics, which records the page, the country and whether a signup or an enquiry was started, with no cookie, no advertising, and nothing that identifies you or follows you to another site.

When you send us a list to load. If you email us your asset list, your yard sheet or your staff list, we hold the file or the photos exactly as you sent them, and the names, roles, email addresses, licence and ticket types and expiry dates on them, along with anything else a photographed card shows, such as a licence number or a date of birth, so we can load them into your account and show you what we typed in. They are kept in our email rather than in the app. Once you have an account they are kept for as long as it is open and deleted with it. If you send one before you have an account and never open one, we use it for nothing but answering you, and delete it once we no longer need it for that, or straight away if you ask. Either way you can ask to see what we hold or have it removed at any time.

As a customer. To run the service we hold your account details and the asset, maintenance and compliance data you enter into AssetPass, including the people you add as crew, their credential expiry dates and any photos of their licences and tickets you attach, and any photos and documents you upload against an asset, a fault, a prestart check, a jobcard or a test.

We use your contact details to get in touch about AssetPass and to answer what you asked. We use customer data to provide, secure and improve the service, and to send the alerts you have turned on: the emails telling you a registration, inspection, test, check or licence is about to lapse. Each person turns their own off, one kind at a time or all of them at once, from the menu under their name in the app. Our email is delivered by a third party sending service, which processes the address and the message in order to deliver it. We don’t sell your information, and we don’t share it for advertising.

The Assistant is an optional extra. It is on for every account during its trial, and after that only if the owner switches it on in Settings. It is the only part of AssetPass that sends anything to an AI provider.

When it is on and somebody uses it, what they send is passed to Anthropic to be read: the jobcard photo they chose to scan, or the question they asked together with the details of the asset it’s about: its service history, faults, readings and compliance dates. Nothing is sent unless a person uses the Assistant on a particular asset, and no crew records, credentials or documents are sent unless they are part of that asset’s details.

Anthropic processes it to answer, and does not use it to train their models. If the Assistant is switched off, nothing from your account is sent to any AI provider at all. What the Assistant reads from a photo is shown to you for checking before anything is written to an asset’s records. Nothing is ever logged automatically.

Your information is held on reputable cloud infrastructure over encrypted connections, with access limited to what’s needed to run AssetPass and help you. Some of this infrastructure may process data on servers outside Australia.

One customer’s records are separated from another’s by the database itself, not only by our application code. Every query the app makes for customer data runs under row level security rules that limit it to one organisation at a time: the organisation the signed in person belongs to, or for AssetPass staff the one customer they have opened, and where relevant to a single depot. Enquiries sent through this website are addressed to us rather than being customer data, so they sit outside that boundary altogether: no customer account can reach them, and only AssetPass staff can.

AssetPass staff can open a customer’s account to set it up or help with a problem.

You can ask us to access, correct or delete your details at any time. If you asked for a callback and no longer want us to hold your details, just let us know and we’ll remove them.

If a trial ends and you don’t continue, the account becomes read only rather than being deleted. Your records stay where they are so you can still open, search and print them. Ask us to delete the account and we will remove it and its data.

For any privacy question or request, email hello@assetpass.com.au or use our contact page, and we’ll sort it out.