Privacy Policy

Introduction

Simplo Software Systems (“we”, “us”, or “our”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, and safeguard your information when you use our applications: Simplo NDIS, Simplo NDIS Teams and Simplo Tradie (collectively “Simplo”).

Simplo NDIS and Simplo NDIS Teams are separate applications, available on the App Store (iPhone), Google Play (Android) and on the web at app.simplo.com.au and teams.simplo.com.au. Simplo NDIS is used by support workers and sole traders to manage invoicing, sessions and compliance records. Simplo NDIS Teams is used by NDIS providers to manage a team of support workers, and by those support workers to manage their shifts. Both applications use the same account infrastructure and this policy applies to both.

Information We Collect

We collect information you provide directly to us, including:

• Account information (email address, password)
• Business details (name, address, phone, ABN)
• Banking details (for display on invoices)
• Client and participant records you enter, such as names, addresses, NDIS numbers, plan and funding details, service agreements, session notes, case notes, participant reports, calendar reminders, incident, complaint and behaviour records, and any health details you record (for example disability, medications and allergies)
• Documents and files you upload, such as client documents, qualifications and attachments
• Invoice data (services, dates, amounts)
• Subscription and payment information
• Voice recordings, when you use voice dictation (sent to our AI providers to turn into text, never saved by Simplo)

Simplo NDIS Teams provider (owner) accounts additionally provide:

• Support worker details (name and email address) for the purpose of sending invitations
• Pay rate information per worker

Simplo NDIS Teams support worker accounts additionally provide:

• Working With Children Check (WWCC) number
• Clock-in and clock-out timestamps, and hours worked per session
• Session notes authored by the worker (typed or via voice dictation)
• Kilometres driven to the client and with the participant
• Out-of-pocket expenses (description and amount)
• Incident reports submitted at the end of a shift
• Unavailability dates and optional reasons

If you allow notifications on your phone, we also store a device token for each phone you sign in on, and your phone’s time zone so alerts arrive at the right local time.

We collect this information solely to provide the features of the app. We do not use participant or worker information for any other purpose.

How We Use Your Information

We use the information we collect to:

• Provide and maintain the Simplo service
• Generate and send invoices on your behalf
• Send you alerts you have turned on, such as reminders and upcoming sessions or shifts
• Process your subscription and payments
• Send you important updates about your account
• Respond to your support requests
• Improve and develop new features

Where Your Data Is Stored and Who Processes It

Your data is stored securely with industry-standard encryption. Your account and records are stored in Australia (Sydney, AWS ap-southeast-2) with our database provider, Supabase, which holds SOC 2 Type 2 certification.

We use the following service providers to run Simplo. They process information on our behalf and only for these purposes:

• Supabase: storage of your account and records (Sydney, Australia)
• Stripe: payment processing for subscriptions bought on the web
• Apple and Google: payment processing for subscriptions bought in the iPhone or Android app, managed through RevenueCat
• Resend: delivering emails sent from Simplo
• Apple Push Notification service and Google Firebase Cloud Messaging: delivering phone alerts
• OpenAI and Anthropic: AI features, only when you use them (see AI Features below)

Some of these services may process information outside Australia. We take reasonable steps to make sure they handle your information in line with the Australian Privacy Principles.

We do not sell, rent, or share your personal information with third parties for marketing or advertising purposes.

Email Communications

When you send an invoice through Simplo, we use Resend to deliver the email on your behalf. The recipient receives the invoice from Simplo with your details included. You can opt to receive a copy of all sent emails via the “CC me on all emails” setting.

Notifications

If you allow notifications on your phone, Simplo can send you alerts, such as reminders you have set and upcoming sessions or shifts. You can turn each type of alert on or off under Alerts in the app, and you can turn off all Simplo notifications in your phone’s settings.

To deliver these alerts, Simplo stores a device token for each phone you sign in on. Alerts are sent through Apple Push Notification service (iPhone) or Google Firebase Cloud Messaging (Android). Apple and Google may process this information outside Australia. The device token is removed when you sign out on that phone.

We keep notification text short. Reminder alerts show the text you typed in the reminder, which may show on your lock screen. You can turn this off with Show reminder text under Alerts. Session and shift alerts include the participant’s name and the start time, which may also show on your lock screen. Notifications never include case notes or other records. To keep names or reminder text off your lock screen, you can hide notification previews in your phone’s settings, turn session or shift alerts off, or turn off Show reminder text.

AI Features and Voice Dictation

Simplo has optional AI features to help you write notes and reports. They only run when you press the button for them, and you can always type notes and reports yourself. The first time you use each AI feature, we ask you to confirm before anything is sent.

• Voice dictation (Simplo NDIS and Simplo NDIS Teams): your recording is sent to OpenAI to turn it into text. The text is then sent to Anthropic to write your note or report.
• Tidy with AI (Simplo NDIS): the report text is sent to Anthropic to fix spelling, grammar and sentence structure.
• Draft from notes (Simplo NDIS): the case notes and any session notes you choose are sent to Anthropic to write a first draft of the report.

OpenAI and Anthropic process this information outside Australia. Under their business terms they do not use it to train their AI models. They keep it for up to 30 days for safety and abuse monitoring, then delete it, unless they must keep it longer by law or to investigate misuse of their service. Simplo never saves your recordings. Only the text you choose to save is kept in your account.

The AI does not make decisions about you, your workers or your participants. It only suggests text. You check and edit everything before you save it.

If you record information about participants, you are responsible for making sure they know you use Simplo, including its AI features, and for having their consent where the law requires it.

For more information, see the OpenAI Privacy Policy and the Anthropic Privacy Policy.

Xero and QuickBooks

If you choose to connect Xero or QuickBooks Online, Simplo sends the invoices you push, including client names and invoice details, to your own accounting account. Simplo also receives updates from your accounting account about those invoices, such as when one is marked paid. Information in Xero or QuickBooks is handled under their own privacy policies. You can disconnect at any time in Settings.

Sharing Files from the App

When you use Share in the iPhone or Android app, the file is created on your phone and passed to the app you choose, such as your email app. It is sent from your own account in that app. Simplo does not see or keep a record of where you send it.

NDIS Participant Data

Team Accounts and Support Workers

Simplo NDIS Teams allows NDIS providers to invite support workers to the platform. Workers are a distinct category of user and this section explains how their data is handled.

What worker data we collect: worker name and email address, WWCC number, clock-in and clock-out timestamps, session notes authored by the worker, kilometres logged, out-of-pocket expenses, incident reports submitted at the end of a shift, unavailability dates, hours worked per session, and, if the worker uses alerts, a device token for each phone they sign in on and their phone’s time zone.

Who can see worker data: the provider (owner) who invited the worker, anyone the owner gives full access to, and Simplo’s service providers as part of running the platform: Supabase, which stores the data, OpenAI and Anthropic only when the worker uses voice dictation, and Apple or Google when delivering alerts. Workers cannot see other workers’ data.

Data location: all worker data is stored in Sydney, Australia (AWS ap-southeast-2), consistent with all other Simplo data.

Retention after deactivation or deletion: when a worker is deactivated, or deletes their own login, the session notes, clock records, travel logs, expense records and incident reports they created stay in the provider’s account, because NDIS providers must keep records for at least 7 years. Workers are told this when they accept their invite.

Worker rights: workers can access their own data and can delete their own login at any time with Delete my account on their home screen in Simplo NDIS Teams. This deletes their login and their own settings straight away. The records they created for the provider stay with the provider, as explained above. To make any other data request, contact us at support@simplo.com.au.

Co-owners: a person given full access can delete their own login at any time with Delete my account at the bottom of Settings. The business and its records are not affected.

Your Rights

You have the right to:

• Access your personal data at any time through your account
• Update or correct your information in Settings
• Download a copy of your data with Download my data in Settings
• Delete your account and data, in the app or by email (see Deleting Your Account below)
• Support workers and co-owners can delete their own login in the app (see Team Accounts and Support Workers above)

If you need help with any of these, or want to make a data request by email, contact us at support@simplo.com.au.

Deleting Your Account

This section explains how to delete your account in Simplo NDIS and Simplo NDIS Teams, by Simplo Software Systems. You can delete your account in the app, or ask us by email if you no longer have the app.

Delete your account in the app

• Simplo NDIS, and Simplo NDIS Teams business owners and co-owners: open Settings, scroll to the bottom and press Delete my account.
• Simplo NDIS Teams support workers: press Delete my account on your home screen.
• If your subscription has ended, use the Delete my account link at the bottom of the subscription screen.

Your account is deleted straight away. It cannot be undone.

Ask us by email

If you cannot use the app, email support@simplo.com.au from the email address you use to sign in, with the subject “Delete my account”. We will confirm the request with you and delete your account within 30 days.

What is deleted

For a business owner, we delete your login, business details, participants and their records, invoices, sessions, notes, reports, registers, uploaded files, settings and connections to Xero or QuickBooks. In Simplo NDIS Teams, this includes the records your workers created for your business. Your workers lose access to your team, but their own logins are not deleted.

For a support worker or co-owner, we delete your login and your own settings. The records you created for your provider stay with the provider, because NDIS providers must keep records for at least 7 years.

Before you delete

NDIS providers must keep records for at least 7 years. Use Download my data in Settings to keep a copy before you delete your account.

If you subscribed on the web, your subscription is cancelled when you delete your account. If you subscribed through the App Store or Google Play, cancel it there as well, because we cannot cancel those subscriptions for you.

Data Retention

Your data is kept for as long as your account is active. When your account is deleted, your data is removed from Simplo straight away (see Deleting Your Account above).

Deleted data stays in our database provider’s backups for a short time (no more than 30 days) until those backups are replaced. Stripe, Apple and Google keep their own payment records under their own privacy policies.

Data Breach Response

If we suspect a data breach involving your personal information, we will promptly assess it. If it is likely to result in serious harm, we will notify the people affected and the Office of the Australian Information Commissioner (OAIC) as soon as practicable, as required by the Notifiable Data Breaches scheme under the Privacy Act 1988. Our notice will explain what happened and the steps you can take to protect yourself.

Cookies and Local Storage

The Simplo apps use your browser’s or phone’s local storage to keep you signed in and remember your preferences. The apps do not use tracking cookies or third-party analytics that follow you across the web.

Privacy Complaints

If you have a concern about how we have handled your personal information, please email us at support@simplo.com.au with the details. We will look into it and aim to respond within 30 days.

If you are not satisfied with our response, you can contact the Office of the Australian Information Commissioner (OAIC).

Changes to This Policy

We may update this Privacy Policy from time to time. If we make significant changes, we will notify you through the app or by email. Your continued use of Simplo after changes are posted means you accept the updated policy.

Contact Us

If you have any questions about this Privacy Policy or how we handle your data, please contact us: