Coateam Privacy Policy

Last updated: 21 August 2026

1. Who we are

Coateam ("Coateam", "we", "us") is job-management software for painting companies, operated from Melbourne, Australia.

Coateam is currently offered as a free trial to a small number of painting companies while it is being developed. We aim to handle your data in line with the Australian Privacy Principles (APPs) under the Privacy Act 1988 (Cth), and we will update this policy with our registered business details once Coateam moves to a paid, incorporated operation.

If you have questions about this policy or how we handle your data, contact us at support@coateam.com.

2. What this policy covers

This policy applies to:

Company owners who create a Coateam account for their painting business.
Workers (painters, supervisors, apprentices) whose accounts are created by an owner inside Coateam.
Visitors to coateam.com.

Coateam is a business tool. It is not intended for use by individuals under 18.

3. What we collect

From the company owner

Name, email address, phone number.
Company details: business name, ABN, address, logo.
Billing information (processed by our payment provider — we do not store full card details ourselves).
Marketing consent (if you opt in when creating your account).

About workers (entered by the owner, not the worker)

Name, phone number (used as the worker's login username).
A password set by the owner.
Hourly rate and role (e.g. painter, supervisor).
Hours worked, shifts, and jobs assigned.

Workers do not create their own account and do not provide an email address to Coateam. The owner is responsible for the accuracy of worker information and for removing a worker's access when they leave the company.

Job and company data

Photos taken on site (job progress, materials, defects/issues).
Notes, addresses, access instructions, and client contact details entered into job files.
Materials, colours, and products logged against a job.
Costs, budgets, quotes, payments, and cashflow records.
Supplier invoices: when a company gives its Coateam email address (e.g. [companyname]@in.coateam.com) to a paint supplier, any invoice or docket sent to that address is received, stored, and automatically read by AI to extract fields such as supplier name, date, and amount. This data is only added to a job's costs once a person in the company confirms the assignment.

Automatically collected

Standard technical data such as IP address, browser type, and device information, for security and performance purposes.
Usage data (e.g. which features are used) to improve the product.

4. How we use your data

We use the data described above to:

Provide the core Coateam service (job files, scheduling, timesheets, cashflow, supplier invoice ingestion).
Let an owner and their team access shared company data according to their role.
Process payments and manage your subscription and free trial.
Send service-related emails (e.g. password reset, trial ending, invoice received).
Send product updates or marketing emails only if the owner has opted in.
Maintain security, prevent misuse, and comply with legal obligations.
Improve the product based on aggregated, non-identifying usage patterns.

We do not sell personal information to third parties.

5. Who we share data with

Coateam relies on service providers to operate. These providers process data on our behalf and are not permitted to use it for their own purposes:

Lovable Cloud — hosting, database, and file storage for the application.
CloudMailin — receives supplier invoice emails sent to your company's Coateam address and forwards them to our system.
AI processing providers — used to read and extract data (supplier, date, amount) from supplier invoices you receive. We do not use this AI processing to make financial decisions automatically; a person always confirms before an invoice is assigned to a job.
Payment processor — used for billing once a company moves off the free trial.

Some of these providers may store or process data outside Australia. Where this happens, we take reasonable steps to ensure your data is protected to a standard consistent with the Australian Privacy Principles (APP 8).

We may also disclose data if required by law, or to protect the rights, property, or safety of Coateam, our customers, or others.

6. Data storage and security

Your data is stored using industry-standard cloud infrastructure with encryption in transit and at rest. Access to company data is restricted by role: workers only see what is relevant to their job; owners see everything within their own company. Companies cannot see each other's data.

No system is completely secure, and we cannot guarantee absolute security. If we become aware of a data breach that is likely to result in serious harm, we will notify affected individuals and the Office of the Australian Information Commissioner (OAIC) as required by law.

7. How long we keep your data

While your account is active, we retain your data to provide the service.
If a company cancels its subscription or trial, the account is frozen, not deleted. Data remains accessible if the company reactivates.
If you want your company's data permanently deleted, contact us at support@coateam.com and we will delete it within a reasonable time, except where we are required to retain records by law (e.g. billing records).
Worker data is retained as part of the company's records; if an owner removes a worker, that worker's profile is deactivated but historical job records (hours, photos, notes) they contributed remain part of the company's job history.

8. Your rights

Under Australian privacy law, you have the right to:

Ask what personal information we hold about you.
Ask us to correct inaccurate information.
Ask us to delete your information, subject to the retention rules above.
Make a complaint if you believe we have mishandled your data.

Company owners can access, correct, or export most of this information directly within Coateam. Workers who want to know what information their employer has entered about them should first contact their employer (the account owner), as Coateam acts on the owner's instructions for worker data.

If you're not satisfied with our response, you can lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au.

9. Cookies and website analytics

Our marketing website (coateam.com) may use cookies or similar technologies for basic analytics and to remember your preferences. This does not apply to the Coateam application itself, which does not use tracking cookies beyond what is required for login sessions.

10. Changes to this policy

We may update this policy from time to time. If we make material changes, we will notify company owners by email. The "Last updated" date at the top of this page reflects the most recent version.

11. Contact us

Coateam

Melbourne, Australia

Email: support@coateam.com