Privacy policy

Who we are

This policy explains how Baxter (“we”, “us”) handles personal information when you use the Baxter field-service software at heybaxter.app, the staff and technician apps, and the customer portal (together, the “Service”).

Baxter is built for Australian trade and service businesses. If the Australian Privacy Principles apply to us, this policy is how we meet them. Questions and requests go to privacy@heybaxter.app.

Information we collect

Depending on how you use Baxter, we collect:

• Account and business details. Name, email, phone, role, login credentials, business name, ABN and the settings you save.
• Customer and job records. The contacts, addresses, notes, photos, quotes, invoices, payments, time and expenses your business enters or that customers submit through a booking, intake or portal link.
• Messages. SMS and email you send through Baxter, and replies from your customers.
• Voice commands. When you use voice, the command recording is sent for transcription. Wake-word listening stays on the device and is not uploaded.
• Payments. Card payments are processed by Stripe. We store payment status and references, not full card numbers.
• Technical data. Log and diagnostic data needed to run and secure the Service. Error reports are scrubbed of tokens and customer content before they leave the app.

QuickBooks Online

Connecting QuickBooks is optional. When a business owner or admin connects their own QuickBooks Online company, they authorise Baxter through Intuit’s sign-in. We request access to that company’s accounting data, and to the connected user’s profile, email, phone and address, so we can identify the account and keep the connection signed in.

We use that access only to sync the records the business chooses to sync:

• Import customers from QuickBooks into Baxter (name, company, email, phone and billing address).
• Create and update customers, invoices and payments in that QuickBooks company from the matching records in Baxter.

We store the OAuth access token, refresh token and QuickBooks company identifier for that business so the connection can be refreshed. We do not sell QuickBooks data, use it for advertising, or share one business’s QuickBooks data with another Baxter customer.

Disconnecting QuickBooks revokes the token with Intuit and deletes the stored connection. Records already copied into Baxter, and records already written into QuickBooks, stay in that system until the business deletes them there.

How we use information

We use personal information to:

• Provide the Service, including scheduling, invoicing, messaging and accounting sync.
• Authenticate users and keep each business’s data separate.
• Send operational messages the business or its customers asked for.
• Take payment, prevent abuse, and fix faults.
• Meet legal obligations.

We do not sell personal information. We do not use customer or QuickBooks data to train public AI models.

Who we share it with

We share information with service providers that process it for us, and only for the purpose of running Baxter:

• Supabase, for the database and sign-in.
• Vercel, for hosting.
• Stripe, for card payments.
• Twilio, for SMS and phone calls.
• Resend, for email.
• OpenAI, for voice transcription and optional spoken replies.
• Sentry, for error diagnostics.
• Intuit, when a business connects QuickBooks Online.

We also disclose information if the law requires it, or if a business using Baxter directs us to (for example, by sending a quote or invoice to their customer).

Where information is held

Information may be stored and processed in Australia and in other countries where our providers operate, including the United States. Those providers are engaged to handle it for the purposes in this policy.

How long we keep it

We keep account and business records for as long as the business uses Baxter, and for a limited period afterwards where we need them for security, disputes or legal duties. QuickBooks tokens are deleted when the business disconnects. You can ask us to delete personal information we still hold, subject to records we are required to keep.

Access, correction and complaints

You can ask for a copy of the personal information we hold about you, or ask us to correct it, by emailing privacy@heybaxter.app. Business admins can also update and delete most of their own records inside Baxter.

If you are not satisfied with our response, you can complain to the Office of the Australian Information Commissioner at oaic.gov.au.

Children

Baxter is a business product. It is not directed at children.

Changes

We will post changes on this page and update the date above. If a change materially affects how we handle QuickBooks data, we will also tell connected businesses through the Service.