Data, storage and records

Where Filo Care data lives and how long we keep it · Last updated 28 October 2026

This page explains where Filo Care data is stored, how we keep it safe, how long we keep it, and what happens if something goes wrong.

Where data is stored

What	Where
App data (shifts, records, messages, profiles) and files (photos, receipts, attachments)	Supabase, in their Seoul (South Korea) data centre
The app and website	Netlify
Invoices, bills, payroll and payslips	Xero
Website enquiries	Wix, then copied into Filo Care as a customer (and a contact in Xero)

More about our providers is in the Privacy policy.

All connections are encrypted (HTTPS).
Every request is checked against your login. Database rules make sure cleaners only see their own records and the jobs they are booked on.
Customer prices, pay rates, bank details and compliance checks are visible only to office administrators.
Passwords are stored in a hashed form by our sign-in provider. We never see your password.
Secret keys for Xero, notifications and the AI assistant are stored on the server, never in the app.
An activity log records important actions. The database is backed up automatically every night and backups are kept for 30 days (photos and files are not in these backups).
Only the office staff who need admin access have it.

Record	How long	Why
Timesheets, clock in and out times, pay, pay summaries, payslips and superannuation	At least 7 years	Fair Work record keeping laws
Invoices, bills, reimbursements and receipts	At least 5 years after the year they relate to (we keep 7)	Tax laws
Incident reports	At least 7 years, longer if there is a claim or investigation	Work health and safety and insurance
Clock in and clock out locations	With the timesheet they belong to	Proof of attendance
Job photos and videos	90 days after the job, then deleted automatically	Saves storage. The office can download a PDF job report to keep photos longer, for example for a complaint or insurance claim.
Job reports, checklists and notes (without photos)	With the timesheet they belong to	Proof of the work done
Messages, reactions, announcements and chat attachments	Up to 2 years (the app shows the last 60 days). Attachments are deleted when a message is unsent.	Work communication records
Activity log	Up to 2 years	Security and payroll checks
Staff profile and contact details	While you work with us, then the parts needed for the records above	Running your employment or contract
Website enquiries	Added as a customer record. If the clean does not go ahead, we delete it within 12 months.	Following up the enquiry
Database backups	30 days	Recovering from mistakes or problems
AI assistant questions	Not stored by Filo Care after the answer is shown	Only needed to answer you

When records are no longer needed, we delete them or remove the details that identify people.

You can ask us to delete your account at any time. See Account deletion.

We act straight away to stop it and limit the harm, for example by changing keys and passwords.
We work out what happened, what information was involved and who is affected.
If the breach is likely to cause serious harm, we tell the affected people and the OAIC under the Notifiable Data Breaches scheme, as soon as we can and within the time the law requires.
We tell you what you can do to protect yourself, and we fix the cause so it does not happen again.

If you think your account or someone's information has been exposed, contact the office straight away.

Questions? Contact us
Filo Cleano Services Pty Ltd (ABN 54 696 312 491)
Unit 1, Level 2, 19 North Terrace, Hackney SA 5069
Phone: 08 7083 8722 · Email: admin@filo-cleano.com.au
Website: www.filo-cleano.com.au