Privacy policy

Last updated 28 August 2026

This policy explains what information Illetro eCert handles, why, and your choices. It covers Illetro eCert, the ServiceM8 add-on that lodges NSW Certificates of Compliance for Electrical Work. Our consumer apps have a separate policy at illetro.com/privacy.

1. Who we are and what this policy covers

Illetro eCert is operated by Illetro (ABN 25 757 457 608), based in NSW, Australia. In this policy, "we", "us" and "Illetro" mean that business, and "you" means the electrical contractor or business that connects and uses Illetro eCert.

Illetro eCert connects to your ServiceM8 account, pre-fills a Certificate of Compliance for Electrical Work (a CCEW) from your job, and lodges it to Building Commission NSW on your instruction. This policy covers the information involved in doing that.

2. What information we collect

To pre-fill and lodge a certificate, Illetro eCert handles:

• Information from your ServiceM8 account: your customer's name and contact details, the site address, and job details, read from the job you are lodging against.
• Electrician identity information: for each staff member who lodges, their name, email, mobile, NSW electrical licence number and business address, so certificates carry the correct licensed person.
• Certificate content: the full request sent to Building Commission NSW and the response it returns, for each lodgement attempt. This includes the names, addresses, emails, licence numbers, equipment details and certificate content that make up the certificate. This is the evidence of what was lodged, and holding it is the point of that record.
• Your business and connection details: a ServiceM8 account identifier, remembered employer details you choose to save (such as company name, contact names, email, ABN, ACN and licence number), and the connection tokens that let the add-on act on your ServiceM8 account. We do not receive or store your ServiceM8 password.
• Payment details: your subscription payment is handled by Stripe. What Stripe receives is set out in section 4. Illetro never sees or stores your card details.
• What you send us: support emails, and the details you enter on our access request form.
• Technical records: request identifiers, timings and error codes used to run and diagnose the service. On an unexpected error, a server log may briefly hold a fragment of whatever was being processed at the time.

3. How we collect it and what we use it for

We collect information from your ServiceM8 account when you open a job and lodge (through the connection you authorise), from the details you enter on the lodgement form, from Stripe at checkout, and from your emails to us.

We use it only to:

• pre-fill and lodge your certificates to Building Commission NSW;
• where you turn it on, write a short confirmation note back into your own ServiceM8 job diary after a successful lodgement;
• keep evidence of what was lodged, so a submission can be confirmed or diagnosed later;
• bill you for the service and provide support.

We do not use your information for advertising, and we do not sell personal information.

4. When we share it

• Building Commission NSW: the certificate content is transmitted to Building Commission NSW to lodge the certificate. This is the purpose of the service, and Building Commission NSW is the system of record for the certificate once lodged.
• Stripe: processes your subscription payments. At checkout Stripe receives your name, email and business name as required fields, your billing address (collected by Stripe Tax to calculate GST), and an ABN if you choose to enter one. Your card details are provided directly to Stripe: Illetro never sees or stores them. Stripe is the only third party we share personal information with.

We do not share your information with any other external service. On signup or connection, no data is sent to any analytics, tracking or marketing service.

5. The ServiceM8 connection, and what happens when you disconnect

When you connect Illetro eCert, you grant it permission to read the job, contact and material details it needs to pre-fill a certificate and to read your staff records, and optionally permission to write a diary note. We store the resulting connection tokens so the add-on can act on your account.

If you turn on diary notes, then after each successful lodgement we write one plain-text note into that job's diary in your own ServiceM8 account: the certificate reference, a timestamp, and the lodging electrician's name and licence number. That note goes into your own system, not to a third party.

When you disconnect the add-on, we remove the stored connection tokens and future access stops. You may also need to remove Illetro eCert in ServiceM8's own Add-on settings to fully revoke access there. Records already created are then handled under the retention rules in section 7. You can also ask us to delete your information: see section 7 for how we do that and its one honest limitation.

6. Where it is stored, overseas handling, and security

Illetro eCert runs on a single server in Sydney, Australia, and your information is stored there. Stored files are owner-only on the server, credential-like values are masked before anything is written to a log, and the service is a hardened, single-purpose system.

Overseas handling: the server is in Sydney and Building Commission NSW is in NSW. The only handling that may occur overseas is payment processing by Stripe. Nothing else about your use of Illetro eCert is sent overseas.

Backups: the server is backed up by automatic daily snapshots with the most recent seven retained, plus one manual snapshot taken at each software release and replaced at the next, which can hold the same information for longer than seven days.

7. Retention and deletion

Lodgement evidence. The full certificate content for each lodgement is kept for 90 days, then reduced in place to a minimised index line that is kept indefinitely. The index line holds the timestamp, an account identifier, the certificate reference, the outcome, a marker of the environment it was lodged to, and the fact that the required declarations were made, including a second tester's attestation where a different licensed person tested the work. It records that the declarations were made, never who made them: no name, licence number, email or address survives that reduction. We call this line minimised, not anonymised, because the account identifier still links to a business, and for a sole trader may relate to an identifiable individual.

Submission and terms records. Records that evidence that a submission happened, and that terms were accepted, are kept indefinitely. On the direct lodgement path these can include the electrician's licence number. A licence number is personal information whose sensitivity is reduced, not removed, by being publicly searchable on the NSW Trades register.

Operational and server logs. Operational logs are kept for 90 days. Server logs on the host are kept up to approximately 90 days; they are cleared when the log rotates rather than at the exact moment an entry reaches that age, so it is an approximate figure.

Your account information. Your saved electrician identities, employer defaults, connection tokens and preferences are kept for the life of your connection, or until you replace them. Short-lived receipts and in-progress markers are held for hours and then removed automatically.

Deletion on request. You can ask us to delete your information by emailing [email protected]. We do this by hand: it is not yet an automated, self-service process, so it may take a little longer than a button would. One honest limitation applies to the oldest lodgement records: records created before a change we made in late August 2026 identify the connected account only by a short derived code rather than a full account identifier, so for those few records we cannot always tie a record to one specific account with full confidence. The indefinitely-kept minimised index lines described above are designed to hold no personal information.

8. Your choices and rights

You can ask what information we hold about you, ask for it to be corrected, and ask for it to be deleted, subject to the retention points above. You can disconnect Illetro eCert at any time, which stops any further access to your ServiceM8 account. To make any of these requests, email [email protected]. We handle personal information in line with the Australian Privacy Principles.

9. Privacy questions and complaints

If you have a privacy question or want to make a complaint, email [email protected] and we will respond. If you are not satisfied with our response, you can contact the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au.

10. Changes to this policy

If this policy changes, the updated version will be posted here with a new "last updated" date. If a change materially affects how we handle your information, we will take reasonable steps to let connected customers know.

Illetro (ABN 25 757 457 608), NSW, Australia. Contact: [email protected].