Ultipart Privacy Policy

Effective date: 7 June 2026 Last updated: 7 June 2026

This Privacy Policy explains how Ultipart ("Ultipart", "we", "us", "our") collects, uses, stores, and protects your information when you use the Ultipart platform, website, and related services (the "Service").

Ultipart is operated as a sole trader business based in Western Australia, Australia (ABN: [INSERT ABN]).

Contact: admin@ultipart.com

By using the Service, you agree to the collection and use of information as described in this policy.

1. Who this policy covers

This policy applies to:

• Customers — businesses and individuals who create an Ultipart account to upload parts manuals, browse digital parts books, and request quotes or place orders.
• Suppliers — businesses who receive requests for quotes or purchase orders through Ultipart, including via the supplier portal.
• Visitors — anyone visiting our website.

The Service is intended for business use by persons aged 18 or over. We do not knowingly collect information from children.

2. Information we collect

Information you provide

• Account details: email address and password. Passwords are handled by our authentication provider and are never stored in readable form.
• Business profile: business name, contact name, phone number, address, and similar details you add to your profile.
• Uploaded documents: PDF parts manuals you upload, and the parts data (part numbers, descriptions, diagrams) extracted from them.
• Orders and quotes: parts requests, requests for quote (RFQs), quotes, purchase orders, delivery addresses, and related correspondence.
• Supplier details: if you are a supplier, your contact details and — only if you choose to provide them — payment details such as bank account name, BSB and account number, PayID, or a payment link, so customers can pay you for orders.
• Communications: emails and messages you send us.

Information collected automatically

• Technical and error data: if something goes wrong in the app, our error-monitoring service (Sentry) records technical details such as browser type, device type, and what the app was doing when the error occurred.
• Usage analytics: we may use a privacy-focused analytics service (PostHog, hosted in the European Union) to understand how the Service is used, such as which features are popular. We do not use advertising trackers.
• Local storage: the app stores your login session and a local copy of your parts books in your own browser so the app loads quickly and works with poor connectivity. This data stays on your device.

3. How we use your information

We use your information to:

• provide, operate, and maintain the Service;
• convert your uploaded PDF manuals into digital parts books;
• send your parts requests and RFQs to the suppliers you choose, and return their quotes to you;
• create and manage purchase orders, including sharing relevant details between the customer and supplier on an order;
• send transactional emails (for example: quote notifications, order confirmations, payment receipts, shipment tracking);
• monitor errors and improve the reliability and accuracy of the Service;
• comply with legal obligations.

We do not sell your personal information. We do not use your information for third-party advertising.

Automated processing and AI

Ultipart uses automated text extraction and, for some pages, artificial intelligence (AI) services to read parts tables from the manuals you upload. Specifically, page images from uploaded manuals may be sent to Google's Gemini API for table reading when standard extraction is not possible. These pages contain machinery parts data, not personal information. AI is used only to extract parts data — it is not used to make decisions that produce legal or similarly significant effects about you.

Extraction results are produced automatically and may contain errors. You are responsible for verifying part numbers before ordering (see our Terms of Service).

4. Who we share information with

We share information only with the service providers we need to run Ultipart, and with the other party to your transactions:

Between customers and suppliers: when a customer sends an RFQ or purchase order, the relevant details (parts requested, delivery information, business contact details) are shared with the chosen supplier. When a supplier provides a quote or payment details for a prepaid order, those details are shared with the customer. Each party must handle the other's information responsibly.

We may also disclose information if required by law, court order, or to protect our legal rights.

5. International data transfers

We are based in Australia and our primary data storage is in Sydney, Australia. Some of our service providers (listed above) process data in the United States or European Union. Where personal information is transferred internationally, we take reasonable steps to ensure it is handled consistently with this policy and applicable privacy laws, including the Australian Privacy Principles and, for users in the European Economic Area or United Kingdom, the GDPR/UK GDPR.

6. Security

We take reasonable technical and organisational measures to protect your information, including:

• encryption of data in transit (HTTPS/TLS) and at rest;
• row-level security on our database, so each account can only access its own data;
• passwords stored only in hashed (unreadable) form by our authentication provider;
• access to supplier portals via unique, unguessable links;
• restricted administrative access.

No system is perfectly secure. If we become aware of a data breach likely to result in serious harm, we will notify affected users and the relevant authorities as required by law (including the Australian Notifiable Data Breaches scheme).

7. Data retention

We keep your information for as long as your account is active or as needed to provide the Service. Order and quote records may be retained for up to 7 years to meet Australian tax and business record-keeping requirements. You can request deletion of your account and associated personal information at any time (see Section 8); we will delete or de-identify it unless we are legally required to keep it.

8. Your rights

Depending on where you live, you have rights including:

• Access — request a copy of the personal information we hold about you.
• Correction — ask us to correct inaccurate information.
• Deletion — ask us to delete your personal information.
• Portability — receive your data in a portable format.
• Objection / restriction — object to or restrict certain processing (EEA/UK users).
• Withdraw consent — where processing is based on consent.

To exercise any of these rights, email admin@ultipart.com. We will respond within 30 days.

If you are unsatisfied with our response you may complain to your local regulator. In Australia, that is the Office of the Australian Information Commissioner (OAIC, www.oaic.gov.au). In the EEA/UK, you may contact your national data protection authority.

9. Cookies and local storage

Ultipart uses only essential cookies and browser storage needed for login sessions and offline performance, plus error monitoring and (when enabled) privacy-focused analytics. We do not use advertising cookies. See our Cookie Notice for details.

10. Changes to this policy

We may update this policy from time to time. We will post the updated version with a new "Last updated" date and, for significant changes, notify you by email or in the app. Continued use of the Service after changes take effect means you accept the updated policy.

11. Contact us

Questions, requests, or complaints about privacy:

The Ultipart team Email: admin@ultipart.com Western Australia, Australia