Portal privacy notice

Updated 15 September 2026 · ZeroEmi Holdings Pty Ltd · ABN 66 701 784 947 · Port Macquarie NSW 2444

ZeroEmi and your operator

ZeroEmi provides the portal and ZeroEmi Driver application. Your operator decides why its business collects customer, recipient, driver and crew information, which workflows it uses and who needs access. ZeroEmi handles those records to provide the configured service. We also handle account, subscription, security and support information for our own relationship with operators, and enquiries and assessments expressly shared with us.

Your operator is responsible for its collection notices, necessary permissions, staff instructions and lawful use of records. Its authority to use the portal does not replace an individual's applicable privacy rights. Contact your operator about its work records, or ask us for help identifying who should handle your request.

Information collected and its purposes

Information comes from account holders, authorised teams, customers, assigned workers, connected sources and devices. It includes business and account contacts, staff roles, driver contact and licence details, customers, delivery addresses, manifests, bookings, invoices, optional payment instructions and remittance details, operating records, support requests and access history. It supports access, planning, dispatch, delivery evidence, commercial records, requested reports and support.

Selected workflows may also record removals origins and destinations, property access instructions, room and item surveys, condition and damage evidence, crew assignments, work times, quotes, acceptance details and variations. Wholesale and distribution records include customer orders, product quantities, source references, fulfilment, returns and stock movements. Custom fields and workflows retain questions, answers, checklist results, approval reasons, identities and timestamps against the version used for that work. Later template changes do not rewrite that history.

Provide only information needed for the work. Avoid passwords, payment card details, unrelated personal information and sensitive information in notes, surveys or custom fields. Explain the purpose before recording another person's image, signature or details. Without required booking, account or proof information, the operator may be unable to complete the service or may need to agree another way to record it.

Driver devices, evidence and permissions

Delivery and handover evidence can include photos, signatures, item results, exception notes and location captured for the action, subject to device permission. Evidence forms part of the work record; it has a different retention purpose from a temporary dispatch position. Camera and location permissions can be managed in device settings.

Browser drivers can choose to share their latest position while the driver screen is visible. In ZeroEmi Driver, drivers can separately enable sharing for an active run, including during navigation or while the app is in the background. This requires device permission, uses the operating system's location indicator or notification and can be stopped in the app. The sharing session expires after 12 hours and can be interrupted by device settings or connectivity. Dispatch sees the latest position and accuracy, rather than a continuous location history through this feature. Positions expire from dispatch after five minutes without an update; the scheduled worker removes expired position records. Operators must explain their location use and must not use this feature to monitor workers outside the authorised run.

Drivers can separately enable generic work-update push notifications. This registers an installation identifier, notification token, platform, consent and delivery-status records. Expo and Apple/Google notification services process the token and generic alert, which contains no customer addresses, delivery evidence or financial information. Drivers can turn alerts off in the app or device settings and refresh work without them. An offline opt-out is retried on reconnection; device settings can block alerts immediately. Submitted alerts cannot be recalled. Provider acceptance does not prove an alert was displayed or read.

Devices may retain assigned work, answers and unsent evidence locally for offline use. Use a secured device and sync pending work before signing out or clearing application data. Removing a device copy does not remove records already received by the operator.

Access and support assistance

Workspace access depends on current membership, role, assignment and record permissions. Drivers, crew and customers receive narrower views; sharing a workflow step with an assigned worker is an operator choice. Financial records have additional restrictions. Platform administration does not itself give staff ordinary operator membership.

Routine ZeroEmi assistance with operational records requires an operator-approved, time-limited grant for a named staff member and selected reads or corrections. New operational areas require their own approved scope. Approval can be revoked. Corrections retain staff identity, reason and permitted before/after values in operator-visible history. Sensitive actions proposed by support require the authorised operator to review and execute them. A separate emergency process permits independently approved, temporary read-only access within its authorised scope, with operator notification and subsequent review. Revocation cannot recall information already seen or copied.

Connected sources and service providers

Enabled order connections receive customer and order information from the operator's authorised Shopify, WooCommerce or configured custom source. Source messages, reviewed order snapshots, references and processing outcomes are kept to reconcile imports and retries. Authorised outcome publishing sends delivery status and line quantities back to that source. Contractor connections exchange the delivery details and evidence permitted for the connection. Operators must confirm authority for these exchanges and the information their source sends. Selecting a source name alone does not activate a connection.

Vercel hosts the application; Supabase provides authentication, database and private file services. Configured Resend services send requested and operational email. Enabled routing, accounting or AI features can send necessary inputs to Google, Xero or OpenAI. Address search sends typed text to Google Maps; suggested lists are not retained, while the address you select and confirm is saved. If subscription billing is enabled, Stripe handles payment and subscription details through its hosted pages. Uploaded bank statements and remittances remain private accounting records within the operator workspace.

Providers and operator-selected services may process information outside Australia, including in the United States, under their service arrangements. Hosting location alone does not determine all processing locations. Contact us for current provider and country information for your configuration. Google features are subject to the Google Privacy Policy and Google Maps terms.

Operator business email

Owners and administrators may authorise sending through their SMTP provider, Google or Microsoft account, or verified business domain. Stored SMTP credentials and OAuth refresh tokens are encrypted and are not shown after saving. Google and Microsoft access is limited to account identity and sending; this feature does not read your inbox. Recipients, messages and requested attachments go to the selected provider, and replies arrive in your normal mailbox. Disconnecting removes stored connection credentials. Provider access can also be revoked in your Google or Microsoft account. Sent copies and operational history remain.

Invoices, quotes and delivery summaries use the operator's saved contacts. Issued invoices retain the payment instructions copied at issue. Private attachment copies and delivery history support sending and retries. Optional customer status updates require recorded permission for that purpose. This does not subscribe recipients to marketing; marketing choices and requested operational messages are handled separately.

Assessments and regional EV planning

Shared Field Kit assessments include business, depot, fleet, route, cost and transition information, a collection acknowledgement and separate report-email, marketing and aggregate-demand choices. They are available to authorised ZeroEmi administrators and linked operator owners/admins for assessment and follow-up. Road to Zero requests separately record the business and ABN, requesting owner's acceptance, eligibility review and approved capacity and dates.

Optional aggregate-demand permission supports regional EV and charging planning. The EV evidence register separately allows an operator administrator to approve category/status counts for a restricted ZeroEmi summary. It withholds groups with fewer than five operators and excludes identities, addresses, notes and business values. These choices do not authorise wider sharing of customer, driver or work records. Removing names or combining records does not by itself make information anonymous. Proposed external research or funding disclosure needs a permitted purpose and scope and a re-identification review appropriate to its recipients. Participation does not establish ARENA funding, approval or eligibility.

A further, separate owner/admin choice can allow a restricted regional planning preview of counts of courier jobs created, wholesale orders created, first removals handovers and completed workflows after opt-in. It records the chosen broad region, deciding administrator, notice version and decision time. Regions are NSW Mid North Coast, other NSW or other Australia; no address is inferred. Each measure for a completed calendar month requires at least five participating operators. Future previews exclude an operator after withdrawal. This permission does not authorise external publication and does not expose customer, driver, evidence or financial records. It is separate from Field Kit and EV evidence permissions.

Retention, copies and requests

Records are retained for the service, agreed commercial records, security, dispute handling and applicable legal requirements, and we assess whether they remain needed. Published workflows, accepted records and audit history preserve what happened. There is no single automatic deletion period across all record types. Disabling a module, pausing a connection or closing access does not erase history. Private reports retain source inputs and choices. Sent attachments and provider or recipient copies cannot be recalled by deleting a portal record; backups require separate handling.

Ask your operator about access, a copy or available export, correction or deletion of its work records. For ZeroEmi account information, shared assessments, consent withdrawal, privacy concerns or help with a request, email hello@zeroemi.com.au. We may verify identity and authority and clarify the records involved. Requests are reviewed individually, including legal retention needs, other people's information, backups and sent copies. If a request cannot be fulfilled, we will explain why and the available next steps.

To complain, describe your concern and the relevant operator or record to the same address. We will review the concern, investigate the relevant handling and respond with the outcome and next steps. You can also contact the Office of the Australian Information Commissioner.

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