1. Who We Are
Boss Agent is a product of Kabooyaa Pty Ltd (ABN pending), an Australian company. Boss Agent is an AI-powered office admin tool designed for tradespeople who use ServiceM8.
Contact: admin@kabooyaa.com
2. What Data We Collect
When you use Boss Agent, we may collect and process the following data:
- ServiceM8 job data — job details, statuses, notes, and attachments accessed via OAuth integration with your ServiceM8 account
- Customer contact information — names, phone numbers, email addresses, and addresses synced from your ServiceM8 account
- Pricebook data — your materials, labour rates, and pricing imported from ServiceM8
- Voice memos — audio recordings you submit for transcription and AI processing
- Photos — images you upload for site assessments, job documentation, and quote generation
- Account information — your email address, business name, and billing details
- Usage data — how you interact with Boss Agent (features used, frequency, error logs)
3. How We Use Your Data
We use your data to provide and improve Boss Agent's core services:
- AI quote generation — transcribing voice memos, analysing photos, matching your pricebook, and generating branded PDF quotes
- AI invoice generation — creating job reports and invoices based on completion notes and photos
- Conversation handling — reading job context to draft customer replies on your behalf
- Dispute prevention — comparing quotes to invoices and notifying customers of price variances
- Customer communication — sending SMS notifications and emails related to your jobs
- Billing — processing your subscription payments
- Service improvement — analysing anonymised usage patterns to improve Boss Agent
4. Third-Party Services
Boss Agent uses the following third-party services to deliver its features:
- OpenAI — AI processing for transcription, quote generation, conversation drafting, and document analysis. Data sent to OpenAI is processed under their data processing agreement and is not used to train their models.
- Twilio — SMS messaging for customer notifications and communication.
- Postmark — Transactional email delivery for quotes, invoices, and notifications.
- Stripe — Secure payment processing for subscription billing. We do not store your full credit card details.
- ServiceM8 — Your CRM platform, accessed via their official OAuth API.
Each third-party provider processes data in accordance with their own privacy policies. We only share the minimum data necessary for each service to function.
5. Data Storage and Security
- All data is encrypted at rest and in transit (TLS 1.2+).
- Data is stored on servers located in Australia and/or the European Union.
- We implement industry-standard security measures including access controls, audit logging, and regular security reviews.
- Your ServiceM8 data remains in ServiceM8 — Boss Agent stores only what is needed to draft quotes, invoices, and messages.
6. Data Retention
- Active subscriptions: Your data is retained for as long as your Boss Agent subscription is active.
- After cancellation: All your data is deleted within 30 days of account cancellation.
- Voice memos and photos: Processed and stored only for the duration needed to complete the relevant quote or invoice, then retained as part of your job records.
- Billing records: Retained as required by Australian tax law (typically 5 years).
7. Your Rights
You have the following rights regarding your data:
- Access — Request a copy of all data we hold about you.
- Deletion — Request deletion of your data at any time.
- Export — Request an export of your data in a portable format.
- Revoke access — Disconnect Boss Agent from your ServiceM8 account at any time via ServiceM8's add-on settings.
- Correction — Request correction of inaccurate data.
- Objection — Object to processing of your data for specific purposes.
To exercise any of these rights, contact us at admin@kabooyaa.com.
8. Legal Compliance
Boss Agent is designed to comply with:
- Australian Privacy Act 1988 and the Australian Privacy Principles (APPs)
- General Data Protection Regulation (GDPR) for users in the European Economic Area
For GDPR purposes, Kabooyaa Pty Ltd acts as the data processor, and you (the business owner) remain the data controller for your customer data.
9. Cookies
Boss Agent uses only essential cookies required for authentication and session management. We do not use advertising or tracking cookies.
10. Children's Privacy
Boss Agent is a business-to-business service and is not intended for use by individuals under the age of 18.
11. Changes to This Policy
We may update this privacy policy from time to time. We will notify you of any material changes via email or through the Boss Agent dashboard. Continued use of Boss Agent after changes constitutes acceptance of the updated policy.
12. Contact Us
If you have questions about this privacy policy or how we handle your data:
Kabooyaa Pty Ltd
Email: admin@kabooyaa.com
ABN: Pending