Notice for customers who get a quote

DRAFT: needs lawyer review.

You're reading this because a business sent you a quote using QuoteVoice. QuoteVoice is run by Cohan King trading as QuoteVoice, ABN 85 951 573 951. Contact: hello@quotevoice.au.

What we hold about you

The business that quoted you gave us your name, contact details (phone and email) and the job address, and, if a company or other business is the customer, its name, so they could prepare and send your quote. They may also note how you prefer to be contacted (call, text or email); only they see that. We hold these with the quote, along with what the quote says, such as the job name (for example "Ensuite re-tile"), any discount and its reason, and the date you'd like the work done by, if they add one. The job name is also in the subject line of the quote email, so it can show on your phone's lock screen. No law requires you to give these details, but without them the business can't send you a quote through QuoteVoice.

What we record when you use the quote link

• When you open your quote link, we record the date and time and show it to the business as "Opened". Email security scanners and message previews can also open links, so it's a hint, not proof.
• If you accept, we record the name you type, the date and time, the quote version, which quote link you used, and the browser and device details your browser sends (this can include the browser and system version and, on some phones, the phone model). If the quote is made out to a company or other business, you also tick to confirm you're allowed to accept for it, and we record the exact words you ticked, the business's name, and whether the name you typed is the contact person named on the quote. On other quotes, if the name you type isn't the name on the quote, we ask who is accepting, and we record your choice in the exact words you picked (for yourself, or for the person named on the quote) and who the quote was for. This is the record of your acceptance. We email a copy to you and the business, and the business sees who accepted and for whom.
• If you're accepting for someone else, such as a partner, a property manager or the company named on the quote, this notice applies to the details you give us too.
• If you ask for changes, we record your message, the date and time, and the quote version, and show them to the business. That version can't be accepted after that; the business can send you an updated one.
• If you decline, we record that and any reason you give, and show both to the business.
• When you accept, decline or ask for changes, we email the business your name and contact details with your answer, and any reason or message you wrote.
• Your link stops working 30 days after the quote's valid-until date. It can also stop working sooner if the business cancels it, for example if it went to the wrong person. It also stops working if your details are deleted from the quote. Ask the business if you need a new link.
• We use your internet address to block abuse. We store only a coded version made with a secret key, not the address itself. Old records are deleted the next time the quote page is used, so most go within about an hour, but some can stay longer if there is no new activity. Our hosting provider may also keep short server logs.

We don't use tracking pixels, click tracking, advertising or analytics. The quote page sets no cookies of its own.

Reminder emails

If the business tells us you're OK with it, we may email you up to 2 reminders about a quote you haven't answered. The quote email says so if this is on. Reminders go to the email address the quote was sent to, at least 3 days apart, and stop when you accept, decline or ask for changes, when the quote's valid-until date arrives, or when the business stops them. We record when the business told us you're OK with reminders, and when each reminder went, and the business can see this. We don't use whether you opened the quote to decide when to send one.

To stop reminders and all other emails from that business through QuoteVoice, use the unsubscribe link in any of its emails, or tell the business.

Who sees it

The business that quoted you sees your details and what you did with the quote. We use service providers to run QuoteVoice. Your details are stored in Sydney, Australia (Supabase). Our hosting provider (Vercel) is a US company and may handle some data in the USA. Our emails, including quote and reminder emails and the business's emails about your answer, are sent by Resend in the USA. If the business uses AI drafting, the job notes they type are sent to Anthropic in the USA. Your name, company, phone, email and address fields are not sent, and we ask businesses to describe only the work in their notes, with no names, contact details, addresses, access codes or health details. The AI may suggest a job name from the note; nothing else is sent for that.

If the business connects its Xero accounts, we send Xero your name, company name, email and phone, the job name and job address, and the quote's details, so it can make your invoice. Xero is the business's own accounting service.

We don't sell your details, we don't use them for our own marketing, and we don't use them to train AI.

How long we keep it

We keep your details while the business's QuoteVoice account is open. They are deleted when the account closes, when a lapsed account is deleted, or when you ask us and we confirm it's you. At the moment our database has no automated backups, so deleted details aren't held in a backup copy; if we turn backups on later, we will say here how long they are kept.

Seeing, correcting or deleting your details

To see, correct or delete your details, email hello@quotevoice.au. We will check it is you, act within 30 days, and tell the business. When we delete your details from a quote, we remove your name, company name, phone, email and job address, how you prefer to be contacted, the job name, any discount reason and the business's notes, from the quote and every sent copy, and the names, the words you ticked or picked about who was accepting, any reason or changes you wrote, and the browser details in the record of your answer. We also remove any other contacts the business added for that job. Your quote links stop working at the same time. If you still want to go ahead with the job, contact the business. The work, prices, dates and quote number stay, so the business keeps a record of the job without your details. The only thing we keep from your email address is a scrambled code, explained below, so an unsubscribe still works. The business may also keep its own copies (for example PDFs or emails) outside QuoteVoice; ask them directly about those.

Anyone else the business added to your job, such as a site contact, can ask us the same way.

Emails you send us reach a Gmail mailbox (run by Google, which may store them outside Australia, including in the USA). Our privacy policy says how long we keep them.

To stop quote emails from a business, use the unsubscribe link in any of its quote emails. If you unsubscribe, we don't keep your email address on the list. We keep a scrambled code made from it (a SHA-256 hash) on that business's unsubscribe list, even if you ask us to delete your details, so its quote emails stay stopped. The law requires us to honour your unsubscribe. The code has no secret key, so it can be matched against your address by someone who already knows it. It is not anonymous, and we protect it like your other details.

When we delete your details from a quote that was emailed to you, we make the same kind of scrambled code from the email address it was sent to and keep it with that quote's old links. It is not on any unsubscribe list and we don't use it for anything else. If you later use the unsubscribe link in one of those old emails, we put the code on that business's unsubscribe list, so your unsubscribe still works. The code is deleted when the quote or the business's account is deleted. If you ask us to delete your details, we will also ask whether you want that business's quote emails stopped.

Questions and complaints

Our privacy policy explains more, including how to complain. If you're not happy with our answer, you can contact the Office of the Australian Information Commissioner (opens in a new tab).