Privacy policy
Last updated 28 October 2026
KeyTag is a service desk for car workshops. This policy explains what personal information we handle, why, who we share it with, and how you can access or correct it. We've written it in plain English. If anything is unclear, email us.
Who we are. KeyTag is operated by Torin Hughes, a sole trader based in New South Wales, Australia. ABN 75 371 886 104.
Contact. keytagau@gmail.com
We handle personal information in line with the Australian Privacy Principles in the Privacy Act 1988 (Cth).
1. Two kinds of information
Information about workshops and their staff. This is information we collect directly, for example when you request a demo, start a trial or sign in to KeyTag. We are responsible for it.
Information about a workshop's customers. Workshops use KeyTag to keep records about their customers and to send them quotes and messages. The workshop decides what goes into KeyTag and what is sent, and is responsible for that information. We store and process it for the workshop, to provide the service. If you're a customer of a workshop that uses KeyTag, please contact that workshop first with any privacy questions. We'll help them respond.
2. What we collect
When you request a demo
- Your name, workshop or business name, email address and mobile number.
- How many service advisors your workshop has.
When your workshop uses KeyTag
- Staff accounts: name, email address, role, and sign-in details through Google or email sign-in. Each person's passcode is stored only as a one-way scrambled code (a hash), so we can't see or recover it.
- Workshop details: business name, ABN, phone number, labour rates, price book and message templates.
- Customer and vehicle records entered by the workshop. These include customer names, mobile numbers, vehicle make, model, year and registration, registration expiry dates, quotes, approvals and declines, notes, and day sheets imported from the workshop's own system.
- Photos and videos that technicians take of vehicles and job cards, and photos of quotes or day sheets.
- Text messages sent to and received from customers through KeyTag.
- Billing details: subscription status and payment history. Card payments are handled by Stripe. We never see or store full card numbers.
Automatically
- Technical information such as IP address, browser and device type, and the date and time of requests. We use this to keep the service secure, for example to stop spam on our demo form, and to fix problems.
3. How we use it
- To provide KeyTag: storing records, building quotes, sending and receiving the text messages a workshop chooses to send, and showing customers their quote and photos.
- To run Tig, KeyTag's AI assistant, when a staff member asks it to read a photo, suggest a reply or write a template (see section 4).
- To set up accounts, run free trials, bill subscriptions and provide support.
- To respond to demo requests and follow up about KeyTag.
- To keep the service secure, prevent misuse, and meet our legal obligations.
We don't sell personal information, and we don't use it for advertising. We don't use a workshop's customer information for our own marketing.
4. Tig, the AI assistant
When a staff member uses Tig, the information needed for that task is sent to our AI provider, Anthropic, to process. That might be a conversation with a customer, a photo of a job card, or a question. Tig only makes suggestions: nothing is sent to a customer unless a staff member chooses to send it. Under Anthropic's commercial terms, information sent through its API isn't used to train its AI models by default.
5. Who we share it with
We use trusted service providers to run KeyTag. They can only use the information to provide their service to us.
| Provider | What for | Where data may be stored |
|---|---|---|
| Google (Firebase and Google Cloud) | Hosting, database, file storage and sign-in | Google data centres, which may be outside Australia |
| Anthropic | Tig, the AI assistant | United States |
| ClickSend | Sending and receiving text messages | Australia and other countries where ClickSend operates |
| Resend | Sending emails, such as invites and demo replies | United States |
| Stripe | Subscription billing and payments | Australia, the United States and other countries |
Because some providers are overseas, personal information may be stored or processed outside Australia, mainly in the United States. We choose providers with strong security and privacy commitments.
We may also disclose information if the law requires it, or to protect the safety of people or the security of the service.
6. How we protect it
- All connections to KeyTag are encrypted (HTTPS), and data is encrypted when stored by our hosting provider.
- Each workshop's records are kept separate. Only that workshop's staff can see them, and roles control who can change what.
- Every staff member signs in and has their own passcode lock on their device.
- Access to the systems behind KeyTag is limited to the person who operates it.
No system is perfectly secure. If a data breach is likely to cause serious harm, we'll tell the affected workshops and people, and the Office of the Australian Information Commissioner, as required.
7. How long we keep it
- Workshop records are kept while the workshop's account is active, so the workshop can look back at past quotes and customers. Archived quotes stay available until the workshop deletes them or closes its account.
- When a workshop closes its account, it can ask us to export its data. We delete its records within 90 days of the account closing, unless the law requires us to keep something longer, for example tax records.
- Demo requests are kept for up to two years, or deleted sooner if you ask.
- Security logs are kept only as long as needed for security and troubleshooting.
8. Text messages to customers
Workshops use KeyTag to send their own customers messages about their vehicle and service, such as quotes, updates and reminders. If you'd rather not receive these, tell the workshop, or reply to the message to let them know.
9. Cookies and browser storage
Our website doesn't use advertising or tracking cookies. The KeyTag app uses your browser's storage to keep you signed in and to remember settings such as your theme. The website loads fonts from Google Fonts, so Google receives basic technical information such as your IP address.
10. Accessing or correcting your information
You can ask for a copy of the personal information we hold about you, or ask us to correct or delete it, by emailing keytagau@gmail.com. We'll respond within 30 days. If your request is about a workshop's customer records, we may need to pass it to that workshop, because the workshop controls those records.
11. Complaints
If you have a concern about how we've handled your information, email us and we'll do our best to fix it within 30 days. If you're not satisfied with our response, you can contact the Office of the Australian Information Commissioner at oaic.gov.au or on 1300 363 992.
12. Changes to this policy
We may update this policy as KeyTag changes. We'll post the new version here with a new date, and let workshops know about significant changes.