Data Policy - UpSync

1. Introduction

UpSync Pty Ltd (“UpSync”, “we”, “our” or “us”) provides middleware integration services designed to connect one or more supported Uptick instances or other approved external systems.

This Data Policy explains, at a general level, how UpSync’s connection model works, how data categories and sync directions are approved, how configuration decisions are applied, and how we handle changes, suspensions and operational records in connection with the service.

This Data Policy is intended to be published on our website and linked to connection approval and acceptance flows. It is not, by itself, a connection-specific approval record. Specific connection settings, approved directions, approved data categories, mappings and other operational details may be recorded separately in the UpSync platform, an onboarding record, a connection record, or another approved configuration document.

2. Purpose of this Data Policy

The purpose of this Data Policy is to:

explain the general rules that apply to data connections configured through UpSync;
describe the categories of data that may be processed through the service;
explain how connection directions, mappings and approvals operate;
set expectations about data sync risk, conflict handling and system limitations; and
support transparent customer and counterparty approval processes.

3. Nature of the Service

UpSync acts as a middleware provider only. It is not a system of record, archive, or definitive source of truth for a customer or any connected third-party system.

UpSync enables customers to connect approved systems and to push, pull, transform, replicate, create, sync or update data in accordance with approved configuration settings.

Outputs are materially determined by:

source-system data;
permissions and credentials;
approved mappings, defaults and rules;
approved sync directions; and
the behaviour and availability of connected third-party systems and services.

4. Authorised Data Sources

An Authorised Data Source is any third-party system, platform, instance, server, environment or data source that a customer asks UpSync to connect to, access, process data from, sync with, or otherwise integrate with, and for which any approval reasonably required by UpSync has been provided.

A customer is responsible for ensuring it has all approvals, permissions, notices and lawful bases required to:

request the connection;
send data through the connection;
receive data through the connection; and
approve the relevant mapping, sync direction and configuration.

Where a third-party system operator, counterparty or source-side party is asked to approve a connection or data flow through an UpSync workflow, UpSync may rely on that approval as part of enabling or maintaining the relevant connection.

5. Connection Direction

Each connection may operate in one or more approved directions, including:

source system to customer system;
customer system to source system;
bi-directional sync; or
source-to-customer sync with limited updates or return data.

The approved direction for a connection will be recorded in the relevant approval flow, onboarding record, platform configuration, or another applicable connection record.

UpSync will process data only in accordance with the approved connection direction and applicable configuration, subject to technical limitations, maintenance, security requirements and legal obligations.

6. Required Data Categories and Optional Data Categories

For each connection, UpSync may distinguish between:

Required Data Categories

These are the minimum data fields, records, mapping selections, permissions or configuration elements required for a connection or sync workflow to function.

Optional Data Categories

These are additional data categories, sync features, mapping options, configuration settings or add-on features that may be enabled or disabled depending on the customer’s selected subscription tier, approved configuration and connection requirements.

Examples of data categories that may be configured through the service include:

task or job identifiers;
site, property or customer references;
asset references;
service status or workflow status;
appointments;
remarks or notes;
photos or attachments;
service results;
quotes;
billing or contract references; and
other agreed operational records.

The fact that a category can be supported by the platform does not mean it is enabled for every customer or every connection.

7. Mapping, Defaults and Configuration

UpSync may apply approved:

mapping logic;
transformation logic;
sync rules;
field relationships;
precedence rules;
defaults;
filters;
exclusions;
creation rules; and
update rules.

These settings may be configured:

during onboarding;
through approved implementation steps;
through in-platform configuration tools where available; or
through other documented approval processes supported by UpSync.

UpSync may provide onboarding assistance, suggested defaults, examples, implementation support or mapping guidance. However, unless expressly agreed otherwise in writing, the customer remains responsible for reviewing, approving and adopting the final configuration used for its connection.

8. Data Creation and Update Behaviour

Depending on the approved connection and selected features, UpSync may:

create records in a customer’s system using source data from an Authorised Data Source;
push updates back to an Authorised Data Source;
sync status changes, service results, remarks, photos, quotes or other approved updates; and
apply limited creation of new data in an Authorised Data Source where this is expressly enabled by the approved configuration.

Not all connections will permit all creation or update behaviours.

9. Customer Responsibility for Approvals and Accuracy

Customers are responsible for:

the accuracy and completeness of the information, instructions, credentials, approvals, mapping inputs and configuration decisions they provide;
ensuring those decisions are approved by appropriately authorised personnel;
ensuring they have a lawful basis for the relevant data flows; and
validating whether the resulting outputs are suitable for their operational, billing, compliance, safety and reporting purposes.

UpSync may rely on customer instructions, connection settings, approval records and related configuration without independently verifying authority, legality, accuracy or completeness for each field, item, attachment, update or record.

10. Counterparties and Source-System Operators

A counterparty, source-system operator or other third party may be asked to approve a proposed connection, data scope, direction or related configuration through an UpSync workflow.

Any such approval:

supports UpSync’s operation of the relevant connection;
does not, by itself, make that party a contracting customer of UpSync; and
does not, by itself, make that party liable for subscription fees unless separately agreed in writing.

11. Data Sync Risks

Data synchronisation inherently involves risk.

Depending on the systems, permissions, timestamps, configuration and third-party dependencies involved, data may:

be delayed;
be duplicated;
be transformed;
be overwritten;
be rejected;
be deleted;
become inconsistent across systems; or
produce outcomes that differ from manual workflows or customer assumptions.

UpSync does not guarantee that:

connected systems will remain available, unchanged or compatible;
all source data will be accurate, complete or current;
data will sync at a particular time or without delay; or
the approved configuration will produce a particular business outcome.

12. Temporary Processing and Limited Retention

UpSync is not intended to operate as a long-term storage facility or independent system of record for customer payload data.

UpSync may temporarily store, queue, cache, log, trace, back up or otherwise process data only to the extent reasonably necessary to:

operate the service;
secure and support the service;
troubleshoot, audit or improve the service;
perform onboarding or other professional services; or
comply with law.

UpSync may also retain limited administrative and operational records relating to:

approvals;
connection settings;
configuration history;
support activities;
security events; and
troubleshooting records.

Further information about data handling is set out in our Privacy Policy.

13. Suspension, Change and Withdrawal

UpSync may suspend a connection or any part of it if reasonably necessary to:

protect the security or integrity of the platform or any data;
respond to a suspected breach, misuse or unlawful activity;
address a failed payment, security risk or chargeback risk;
respond to withdrawal of required permissions, credentials or approvals;
respond to conflicting instructions or inconsistent approvals;
respond to an objection raised by a connected counterparty or source-system operator; or
comply with law or a lawful request of a regulator or court.

UpSync may update this Data Policy from time to time. The version published at the linked webpage at the time of approval or acceptance will remain the applicable website policy unless otherwise stated.

Connection-specific settings may also be changed through approved in-platform workflows, onboarding records, implementation steps or updated connection approvals.

14. Relationship to Other Documents

This Data Policy should be read together with:

UpSync’s Terms of Service;
UpSync’s Privacy Policy; and
any applicable Subscription and Services Agreement.

If a customer has entered into a separate written Subscription and Services Agreement with UpSync, that agreement will govern service-specific commercial terms and will prevail to the extent of any inconsistency.

15. Contact Us

If you have questions about this Data Policy or the way UpSync manages connection approvals and configuration, please contact:

UpSync Pty Ltd
Email: hello@upsync.app
Location: Melbourne, Victoria, Australia