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. 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 information (names, addresses, contact details)
• Invoice data (services, dates, amounts)
• Subscription and payment information

Simplo NDIS users additionally provide:

• Participant NDIS numbers
• Session and scheduling records
• Service agreement details
• Compliance records including incident reports, case notes and qualifications
• Support item codes and NDIS pricing information
• Voice recordings, when using voice dictation (processed transiently for AI transcription, not stored 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:

• Worker’s Working With Children Check (WWCC) number
• Clock-in and clock-out timestamps
• Session notes authored by the worker (typed or via voice dictation)
• Voice recordings, when using voice dictation for session notes (processed transiently for AI transcription, not stored by Simplo)
• 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
• Hours worked per session (calculated from clock-in and clock-out times)

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
• Process your subscription and payments
• Send you important updates about your account
• Respond to your support requests
• Improve and develop new features

Data Storage and Security

Your data is stored securely using industry-standard encryption. We use Supabase (SOC 2 Type 2 certified, Australian region) for data storage and Stripe for payment processing. Both services maintain strong security practices and compliance standards. As some data may be processed overseas, we take reasonable steps to ensure it is handled in accordance with the Australian Privacy Principles.

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

We use third-party AI services to power voice dictation features. When you use voice dictation, your audio recording is sent to OpenAI (Whisper) for transcription, and the resulting text is sent to Anthropic (Claude) for formatting. These recordings and transcripts are processed transiently and are not stored by Simplo. OpenAI and Anthropic maintain their own privacy and security practices. For more information, see the OpenAI Privacy Policy (openai.com/privacy) and the Anthropic Privacy Policy (anthropic.com/privacy).

AI Features and Voice Dictation

Simplo includes optional AI-powered voice dictation for session notes and SOAP case notes. When you use this feature, your audio is sent securely to OpenAI for transcription, and the transcript is sent to Anthropic for formatting into structured notes. This processing happens in real time and neither your audio nor your transcript is stored by Simplo or its AI providers beyond what is needed to complete the request. Use of AI features is optional. You can type notes manually at any time.

In Simplo NDIS Teams, support workers may also use voice dictation to record their session notes at the end of a shift. The same processing applies: audio is sent to OpenAI for transcription and the transcript to Anthropic for formatting, processed transiently and not stored by Simplo or its AI providers. Use of voice dictation by workers is optional.

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.

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, and hours worked per session.

Who can see worker data: the provider (owner) who invited the worker can see all data for sessions assigned to their organisation. Workers can see only their own sessions and session history – they cannot see data belonging to other workers. Simplo’s infrastructure providers (Supabase and Anthropic) process data as part of normal platform operation.

What workers cannot see: workers cannot see NDIS numbers, funding details, plan manager contacts, invoice data, pay rates, or any data belonging to other workers.

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

Retention after deactivation: when a worker is deactivated by the provider, their session notes, clock records, travel logs, expense records, and incident reports are retained for NDIS audit purposes. Workers are informed of this at account creation.

Worker rights: workers have the right to access their own data and to request deletion. Note that session notes and incident reports tied to NDIS compliance records may be subject to retention obligations that limit deletion. To make a data request, contact us at support@simplo.com.au.

Your Rights

You have the right to:

• Access your personal data at any time through your account
• Update or correct your information in Settings
• Export your invoices and data
• Request deletion of your account and data
• Support workers invited to a Team account may contact us at support@simplo.com.au to access or request deletion of their own data

To request account deletion or a copy of your data, please contact us at support@simplo.com.au.

Data Retention

Your data is retained for as long as your account is active. If you request account deletion, your data will be permanently removed from our systems within 60 days. Invoice data and NDIS compliance records may be retained for a longer period if required by law or by NDIS audit obligations.

Data Breach Response

In the event of a data breach that affects your personal information, we will notify affected users as soon as practicable and no later than 30 days after becoming aware of the breach, in accordance with the Notifiable Data Breaches scheme under the Australian Privacy Act 1988. We will also notify the Office of the Australian Information Commissioner (OAIC) where required.

Cookies and Local Storage

Simplo uses browser local storage to remember your session and preferences. We do not use tracking cookies or third-party analytics that follow you across the web.

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: