Privacy Policy

This policy applies to Kolcher Group Pty Ltd (Kolcher, we, us, our), ABN 55 650 891 740, an Australian private company registered in Queensland, trading as Kolcher Environmental. Our registered business address is provided to customers and regulators on request (we do not publish it for equipment-security reasons). We provide commercial landscaping services and operate the Kolcher Operations Platform at kolcher.up.railway.app.

We collect only the information we need to run the business:

• Customer information: name, role, email, phone, billing address, ABN, site address, gate access details, and the content of any messages you send us.
• Service records: dates of visits to your site, photos taken before and after work, hours worked, and the invoices we issue you.
• Website data: if you submit a quote request or use our portal, we store what you typed. We do not run third-party advertising trackers on this site.
• Staff information: name, contact details, hourly rate, Telegram chat ID (used only to link our internal bot to the right person), location at the moment of clock-in/clock-out (used to verify presence at the site).

• To deliver the services you've contracted us for.
• To produce accurate invoices and meet our tax / GST obligations.
• To meet our work-health-and-safety obligations (SWMS sign-off, incident records).
• To respond to your quote requests, queries, and service requests.

We share the minimum information necessary with:

• Xero — to issue tax invoices and reconcile payments.
• Supabase — our database host, located in Sydney.
• Telegram — when our team uses the in-field messaging bot.
• Anthropic / OpenAI — when an in-field message is processed by our AI assistant to log a job. Messages are not used to train AI models.
• Regulators or law enforcement — only where legally required.

We do not sell your data to anyone. We do not use it for unsolicited marketing.

We retain customer records for at least seven years to meet Australian tax law. Photos and visit records are kept for the life of the contract plus seven years. Quote requests that don't become contracts are deleted after twelve months. You can request earlier deletion (see below).

Under the Australian Privacy Principles you can ask us to:

• Tell you what personal information we hold about you.
• Correct anything that is wrong.
• Delete it (unless we're legally required to keep it — e.g. tax records).
• Stop using it for anything except meeting our existing obligations to you.

We aim to respond to data requests within 7 business days and always within 30 days.

We use a single technical cookie to keep you signed in to the operations platform. We do not use any third-party advertising or analytics cookies on this site.

All data is encrypted in transit (HTTPS). Database access is gated by role-based permissions. Service-role credentials are held only by senior staff. We do our best — but no system is perfect; if we ever experience a data breach affecting your information, we will tell you and the Office of the Australian Information Commissioner within 30 days as required by the Notifiable Data Breaches scheme.

For any privacy question, correction, or deletion request:

If you're not satisfied with our response, you can complain to the Office of the Australian Information Commissioner.