1. Who we are
WholeDesk is an industry-agnostic operations software platform owned and operated by AH Solutions Pty Ltd (ACN 644 535 302, ABN 74 644 535 302), based in New South Wales, Australia.
Organisations across industries use WholeDesk to manage customers, work, service visits, projects, assets, people, records and operational communications. Depending on the service, AH Solutions Pty Ltd may handle information for its own business purposes or process it on behalf of a customer organisation.
2. Information we handle
The information we collect depends on how you interact with WholeDesk and may include:
- name, role, organisation and contact details;
- account, access and authentication information;
- customer, site, job, project, asset and service information entered into the platform;
- operational messages, delivery events and communication preferences;
- documents, photos and other evidence intentionally uploaded by authorised users;
- technical information such as device, browser, IP address, timestamps and security logs; and
- enquiries, support correspondence and feedback.
We ask customers and users not to enter sensitive information unless it is genuinely required, authorised and supported by appropriate safeguards.
3. How we use information
We use information to provide and secure WholeDesk, deliver requested functionality, support users, maintain accurate operational records, send authorised service communications, troubleshoot issues, improve the platform and meet legal obligations.
Where appropriate, we may use automation or artificial intelligence to organise information, identify missing details or suggest an action. Material actions remain subject to permissions, review and the controls provided within WholeDesk.
Operational messaging
WholeDesk is designed for relevant service and business communications. It must not be used to send unlawful, deceptive or unsolicited messages. More detail is available in our Messaging Policy.
5. Security, location and retention
We use administrative, technical and organisational safeguards intended to protect information against unauthorised access, alteration, disclosure and loss. No online service can guarantee absolute security.
Information may be processed by service providers in Australia or other countries. Where information is handled outside Australia, we take reasonable steps appropriate to the service and information involved.
We retain information for as long as reasonably necessary to provide the service, preserve required business records, resolve disputes, maintain security and meet legal obligations. Customer-controlled information is also subject to the relevant customer agreement and retention settings.
6. Access, correction and choices
You may ask to access or correct personal information we hold about you. You may also raise a privacy concern, withdraw an optional communication consent or request information about how your data is handled.
If your information is controlled by a WholeDesk customer, we may refer your request to that organisation so it can respond as the responsible record owner.
7. Contact and policy updates
For privacy questions or requests, email chris@wholedesk.com.au. Please do not send identity documents or sensitive information by ordinary email unless we specifically request a secure method.
We may update this policy as WholeDesk evolves or legal requirements change. The effective date above identifies the current version.