Legal

Privacy Policy

Effective date: 25 September 2026  |  Version: 1.1

1. About This Policy

Korda Pro helps trade businesses quote, invoice and get paid. It turns your voice notes and messages into draft quotes and invoices, follows up on open quotes and unpaid invoices, and syncs with Xero if you connect it.

Delivered primarily via WhatsApp and designed for Australian tradies, it uses AI to prepare each draft, which you review and approve before sending anything.

Korda Pro is operated by Korda Pro Pty Ltd, ABN 14 699 519 134 ("Korda Pro", "we", "us", "our").

This Privacy Policy explains how we collect, hold, use and disclose personal information about:

  • you and your Authorised Users, being the trade business that uses Korda Pro;
  • your customers, whose information passes through Korda Pro when you use it to quote, invoice and follow up payment; and
  • visitors to our website, kordapro.com.

We are bound by the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). This policy should be read together with our Terms of Service at kordapro.com/terms. Capitalised terms such as Customer Data, Authorised User and Accounting Platform have the meaning given in the Terms.

2. Information We Collect

2.1 About You and Your Authorised Users

When you register for and use Korda Pro, we collect:

  • Personal and contact details: first and last name, email address and mobile number.
  • Business details: business name, trade type, ABN, GST registration status, business address, service area and logo.
  • Rates and pricing preferences: standard and after-hours labour rates, call-out fees and how they are billed, payment terms, deposit requirements, materials markup and target margin. We use these to draft your quotes and invoices.
  • How you work: your common job types and default hours, and your preferred communication style, collected during setup and used to tailor your drafts.
  • Payment details: if you do not use an accounting platform, your bank name, BSB, account number, account name and PayID. We include these on invoices you send to your customers.
  • Login details: your email address and password. We store only a securely hashed version of your password, never the password itself.
  • Authorised Users: details of anyone you give access to your Account.
  • WhatsApp: your WhatsApp number, and the messages, voice notes, photos and files you send to Korda Pro's WhatsApp number.
  • Connected services: information from services you choose to connect, such as Xero and Gmail (see section 4).
  • Subscription billing: subscription payments are processed by Stripe, and we do not store your full payment card details.
  • Account and usage data: such as logs, features used, IP address, device information and timing.
  • Communications with us: including support requests.

2.2 About Your Customers (Customer Data)

When you use Korda Pro, we process information about your customers on your behalf. This includes:

  • Customer names and contact details, such as email address and mobile number.
  • Job addresses, site descriptions, job records and job photos.
  • Quote, variation and invoice details, and payment status.
  • Communications sent to your customers through Korda Pro, including quotes, invoices and payment reminders by email and SMS, their delivery status, and SMS opt-out requests (for example, a STOP reply).
  • Any customer information you include in voice notes or messages you send to Korda Pro.

Your customers do not need to use WhatsApp. They receive quotes, invoices and reminders by email and SMS. Apart from SMS opt-out requests, Korda Pro does not currently receive or process replies from your customers. Replies to emails sent from your connected Gmail account go to your own inbox.

Korda Pro does not process payments from your customers. Your customers pay you directly, by bank transfer or PayID, or through the payment options in your accounting platform.

Your responsibility: you represent and warrant that you have obtained all necessary consents and provided all required notices to your customers to allow us to collect and process their information in accordance with this policy.

2.3 Website Visitors

When you visit kordapro.com, we may use Google Analytics to understand how visitors use our website, such as the pages viewed, time on site, device and browser type, general location and the site that referred you. Google Analytics uses cookies to collect this information, and it is processed by Google in the United States.

The Korda Pro portal does not use analytics or advertising tracking tools, and uses only essential cookies, such as those that keep you signed in. You can disable cookies in your browser settings, or opt out of Google Analytics using Google's browser add-on, although parts of the portal may not work as intended if essential cookies are disabled.

2.4 How We Collect Information

We collect information directly from you when you sign up, complete setup, message Korda Pro or contact us; from services you connect, such as Xero and Gmail; from delivery updates and opt-out requests for SMS reminders sent to your customers; and automatically when you use the platform or our website.

3. How We Use Information

We use the information we collect to:

  • Provide the Service, including drafting quotes, variations and invoices from your voice notes and messages, sending documents you have approved, syncing with your Accounting Platform, tracking payment status, and sending payment reminders to your customers on your behalf.
  • Send you business summaries, such as the Morning Brief and Weekly Business Pulse.
  • Manage your Account, subscription and billing.
  • Provide customer support and troubleshoot technical issues.
  • Improve the Service and develop new features, as described in section 3.3.
  • Send you service notices and, where permitted by law, product updates and marketing. You can unsubscribe from marketing messages at any time.
  • Keep the Service secure, prevent fraud and misuse, and comply with our legal obligations.

3.1 How We Use AI

Korda Pro uses artificial intelligence, provided by Anthropic's Claude platform, to interpret the voice notes and messages you send and to draft quotes, variations, invoices, emails and business summaries. Voice notes are transcribed to text by Groq. We never store the audio: it is sent for transcription and discarded, and only the text transcript is kept with your Account.

AI outputs are drafts. Nothing is sent to your customer or your Accounting Platform until you review and approve it. The pricing, content and sending of each quote and invoice remain your decisions.

Korda Pro learns from how you use it. When you approve, edit or cancel a draft, we record that action so future drafts better reflect your rates, job types and way of working. This learning is specific to your Account. We do not permit our third-party AI providers to use your information or Customer Data to train their own models.

3.2 Payment Reminders

Once you have approved and sent a quote or invoice, Korda Pro follows it up with your customer automatically on a set schedule, by SMS and, where you have connected Gmail, by email. Invoice reminders are sent at set intervals once an invoice becomes overdue, and quote reminders at set intervals after the quote is sent. Reminders stop as soon as an invoice is paid or a quote is accepted.

You can pause reminders at any time by asking Korda Pro in the chat. SMS reminders are only sent between 8am and 8pm, Sydney time, and your customers can reply STOP to any SMS reminder to stop receiving SMS reminders from your business through Korda Pro.

3.3 Service Improvement and De-identified Data

We may use Customer Data to improve the Service and develop new features, including suggestions, quoting and pricing insights, and job profitability analysis. We may also combine your Customer Data with data from other users in aggregated and de-identified form, so that no individual, business or customer can be identified, to create insights and improve our models and features.

We will never disclose your Customer Data, including your pricing, to other users in a way that identifies you. Aggregated and de-identified data is not personal information, and we may continue to use it after your Account is closed.

4. Disclosure of Information

We do not sell personal information. We disclose information only as needed to provide and support the Service, including to:

  • Anthropic, Inc. (United States): the AI platform that powers Korda Pro. Message and transcript content is sent to Anthropic for processing under its commercial data-handling commitments.
  • Groq, Inc. (United States): transcribes your voice notes to text. We do not store the audio.
  • Meta Platforms, Inc. (United States): provider of the WhatsApp Business Platform. Messages between you and Korda Pro's WhatsApp number are routed through Meta, subject to Meta's data handling terms.
  • Twilio Inc. (United States): sends SMS quote and invoice reminders to your customers, and processes delivery status and opt-out replies.
  • Google LLC (United States): if you connect Gmail, used to send your approved quotes, invoices and email reminders from your own email address (see section 4.1). We may also use Google Analytics on our website (see section 2.3).
  • Xero Limited (New Zealand): if you connect Xero, used to sync quotes, invoices, contacts and payment status with your Xero account, and to provide the online quote and payment links your customers receive.
  • Loops (United States): sends account emails to you, such as password resets and notifications.
  • Stripe, Inc. (United States): processes your Korda Pro subscription payments only.
  • DigitalOcean (Sydney, Australia): hosts our platform, database, file storage and backups.
  • Other service providers: who help us secure, monitor and support the platform, including Featurebase (customer feedback and support), Sentry (error monitoring, United States), Cloudflare (network security), BetterStack (uptime monitoring) and Slack (internal team notifications).
  • Contracted development and support personnel: who help us build, maintain and support the platform (see section 5.2).
  • Professional advisers: such as lawyers, accountants and auditors.
  • Legal authorities: where required by law, or to protect the safety and rights of Korda Pro, our users or others.
  • A buyer or successor: in connection with a merger, acquisition or sale of all or part of our business, subject to this policy.

4.1 Gmail and Google User Data

Connecting Gmail is optional. If you connect it, Korda Pro requests permission to send email from your Gmail account. Once you approve a quote or invoice, Korda Pro uses this access to send it automatically from your own email address, along with any email payment reminders for it.

If you do not connect Gmail, you can download the quote or invoice as a PDF from the Korda Pro portal and send it to your customer yourself.

We use Gmail access only to send documents and reminders for quotes and invoices you have approved. We do not read, store or analyse the contents of your inbox, and we do not use Google user data for advertising, sell it, or use it to train AI models. Korda Pro's use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

You can disconnect Gmail at any time under Connections in the Korda Pro portal, or through your Google Account permissions.

5. Storage, Security and Data Residency

5.1 Data Residency

Our platform, database, file storage (including job photos) and backups are hosted by DigitalOcean in Sydney, Australia. We prioritise keeping your data onshore so it remains subject to Australian privacy protections.

5.2 Overseas Disclosure

Some of the providers listed in section 4 are located overseas, primarily in the United States and New Zealand. We also engage contracted personnel based in Europe (currently Poland and Germany) to support platform development, maintenance and technical support, and your personal information may be disclosed to them for the purpose of providing these services on our behalf.

Before making such disclosures, we take reasonable steps to ensure that overseas recipients do not breach the Australian Privacy Principles in relation to your personal information. This includes requiring our contracted providers to handle personal information under contractual obligations consistent with the APPs and to maintain appropriate security safeguards. Where required by law, we remain accountable for personal information handled by overseas recipients as if the acts or practices occurred within Australia.

5.3 Security

We implement industry-standard security measures, including encryption and access controls. However, no method of transmission over the internet or electronic storage is completely secure, and we cannot guarantee absolute security.

If we experience 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 under the Notifiable Data Breaches scheme.

6. Data Retention

We retain your information for as long as your Account is active. If your Account is cancelled or terminated, we retain Customer Data for 90 days so you can return or request an export, after which it is permanently deleted or de-identified. You can ask us to delete your data earlier, and we will action deletion requests within 30 days.

We do not store voice note audio. Deleted data may remain in our secure backups for up to 30 days before those backups are overwritten. We may retain some information for longer where required by law, such as our own billing and tax records, or to resolve a dispute. Aggregated and de-identified data may be retained as described in section 3.3. You remain responsible for keeping your own business and tax records, so please keep copies of any quotes and invoices you need.

7. Your Rights and Choices

  • Access and correction: you can access and update your information through Settings in the Korda Pro portal or by contacting us.
  • Export and deletion: you can request an export or deletion of your data by contacting us at support@kordapro.com, including within 90 days after your Account is closed.
  • Marketing: you can opt out of marketing messages at any time using the unsubscribe link or by contacting us.
  • Connected services: you can disconnect Xero or Gmail at any time under Connections in the Korda Pro portal.
  • Reminders: you can pause reminders by asking in the chat. Your customers can reply STOP to opt out of SMS reminders.
  • Your customers: if one of your customers contacts us about their information, we will refer them to you and assist you in responding, as you control that relationship.

We aim to respond to access and correction requests within 30 days.

7.1 Complaints

If you have a concern about how we have handled your personal information, please contact us first using the details below. We will acknowledge your complaint and aim to respond within 30 days. If you are not satisfied with our response, you may lodge a complaint with the OAIC at oaic.gov.au.

8. Changes to This Policy

We may update this policy from time to time. We will notify you of material changes by email to your registered address. The current version is always available at kordapro.com/privacy.

9. Contact Us

Korda Pro Pty Ltd
Email: support@kordapro.com
Address: Suite 17, 89-97 Jones Street, Ultimo, Sydney, NSW 2007, Australia

Korda Pro Pty Ltd  |  Version 1.1  |  September 2026