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Privacy policy

Version 2026-11-09.2

Draft: not yet reviewed by a lawyer.

DRAFT: needs lawyer review.

Who we are

QuoteVoice is an app that helps tradies write quotes and send them to their customers. It is run by Cohan King trading as QuoteVoice, ABN 85 951 573 951 ("we", "us").

Contact our Privacy Officer at hello@quotevoice.au.

This policy explains what personal information we collect, why, who we share it with, how long we keep it, and how you can see, fix or delete it. It covers:

  • Tradies who have a QuoteVoice account, and people we invite to try it. In this policy, "tradie" means any business that uses QuoteVoice to quote, including on-site services such as cleaners, gardeners and pest controllers.
  • Customers of those tradies, such as homeowners who get a quote through QuoteVoice.
  • Other people a tradie adds, such as the people who work on their jobs or a site contact.
  • Anyone who emails us or talks with us about QuoteVoice.

What we collect from tradies

When you sign up and use QuoteVoice, we collect:

  • Account details: your email address and password. Passwords are stored in scrambled (hashed) form by our login provider. We can't see them.
  • Business details: business name, ABN, whether you're registered for GST, your trade, the states you work in, phone, email, business address, licence numbers, licence holder names and regulators, your default quote terms and how long your quotes stay valid.
  • Your logo (optional): if you add a logo, our server makes a small copy of it (a PNG picture) and keeps only that copy, not the file you uploaded. Hidden photo details, such as where a photo was taken, are not kept. Your logo is shown to your customers on your quotes, quote pages and PDFs. If it shows a person, such as a photo of you, it is personal information. Your data download includes each logo we hold, as a picture.
  • ABN check results: when you add your ABN, we look it up on the Australian Business Register. We store the result: the registered name, whether the ABN is active and the GST registration date. We check it again when you save My business, finish a quote or send a quote, if our last check is more than 30 days old, and whenever you tap "Check my ABN again". If your GST answer doesn't match the register, we check again at those times if our last check is more than a day old, until they match.
  • GST confirmations: if your GST answer doesn't match the register and you confirm your GST registration (or its cancellation), we keep a record of each confirmation: your ABN, whether you said registered or cancelled, the date you entered from your ATO notice, the exact words you ticked and their version, what the register showed and when we last checked it, when the mismatch was first found, and the date and time you confirmed. It shows what you told us and why the app let you send quotes while the register didn't match. We also use it so the 7 days (see "Automated decisions") can't be started again by changing your answer or your ABN and back. You can see it in your data download.
  • Your work in the app: your price book, your customers, your quotes (including any job name, any "needed by" date, and any discount and its reason), the notes you type when you ask the app to draft a quote, and your follow-up choices on sent quotes (for example "Got the job", "Lost it", "Remind me later" or stopping reminders). If you use your phone's voice typing for a note, your phone (for example Apple or Google) turns your voice into text under its own terms. We only get the text.
  • People who work with you (optional): if you list the people who work on your jobs (Your team, in My business), or add someone to just one quote, we keep each name and which quotes they're on. Only you see this: it's never shown to your customers, never in a quote PDF or email, and never sent to the AI. "Remove" only hides a name, so you can put it back. We keep a name until you delete it for good or close your account. Each quote keeps its own copy of who was on that job until you take them off it, or that quote or your account is deleted. It's in your data download. Please tell them you've added them.
  • Other contacts on a job (optional): if you add someone else you deal with on a job, like a site manager or tenant, we keep their name, who they are, their phone number or email, the best way to reach them, and any short note you add. Only you see this: they don't get the quote, and it's never in a quote PDF or email or sent to the AI. We delete it when you remove them, delete the draft, close your account, or when the customer's details on that quote are erased. It's in your data download.
  • Feedback (beta testers): if you use "Send feedback", we keep what it's about, your message, the screen you sent it from (only the page name, not search words or record numbers), your phone and browser type, the app version, whether we may contact you about it, and when you sent it. We read it to fix and improve QuoteVoice and, if you said yes, to contact you about it. It's kept until you close your account and is in your data download.
  • Agreement records: which version of our beta agreement you agreed to and which version of this policy you were shown, a fingerprint (hash) of the text, and the date and time.
  • Account email record: for each trial-ending, sending-paused or deletion-warning email we send you, a short record: which email it was, the date sending pauses or paused, the date we promised to keep your data until, whether it was sent, and when. This stops us sending the same email twice. You can see it in your data download.
  • Your email choices: whether you ticked the box "Email me reminders about plans and prices", and when you changed that.
  • Billing details (once billing starts): a short subscription record: your Stripe customer and subscription reference numbers, your plan status (for example trial, active or payment overdue), which price you are on, when your current paid period ends, whether your plan is set to cancel, and the date a payment first failed. Stripe sends us these details. Stripe handles your card and keeps your invoices and receipts. We never see or store your card number.
  • Xero (only if you connect it): while QuoteVoice is in practice mode, you can connect only Xero's Demo Company (a made-up business Xero provides for trying things out). We refuse any other organisation and keep nothing from it. If you connect your Xero, we keep your organisation's name and ID, an encrypted access key (your Xero password stays with Xero), when you connected, and your Xero choices in QuoteVoice, such as your sales account, tax rates and when invoices are due. While you're connected, we renew the access key with Xero about once a week, so the connection doesn't lapse. We read your sales accounts and tax rates so you can pick the right ones. To find the right Xero contact, we search your Xero contacts using the customer's email, company name and name, show you up to 10 likely matches (their names and emails), and save which Xero contact goes with each of your customers. To make an invoice, we send Xero the customer's name, company name (if there is one), email and phone, and the quote's number, job name, job address, lines, prices and any discount and its reason. The quote number, job name and job address go in the invoice's Reference (for example "Q-0007: Bathroom reno, 4 Example St Newtown NSW 2042"), so you can see which job it's for. If you ask us to make a new Xero contact for the customer, it gets their name (and company name, if there is one), email and phone, but never the job address. We make a draft invoice when a customer accepts online, if you turned on "Make a draft invoice in Xero straight away", or when you tap to make one for a quote that was accepted or that you marked "Got the job". For each invoice we keep its Xero number and ID, its status (such as draft, approved or paid), its total, and when it was approved or emailed. Xero emails the invoice only when you tap to. You can disconnect at any time from My business > Xero. We then tell Xero to end the connection, and we delete the access key and your Xero choices. Your customers' Xero contact links and the invoice records stay with your customers and quotes until you unlink or delete them, or close your account. Invoices and contacts already in Xero stay in your Xero.
  • Technical details: when you sign up, log in or reset a password, we use your internet (IP) address to stop too many tries. For this we store only a coded version of it, made with a secret key (a keyed hash), never the address itself. These records are short-lived: old ones are deleted the next time someone uses that feature, so most go within about an hour, but some can stay longer if there is no new activity. To limit new logos to 10 a day, we also note the time of each new logo you add. These notes are cleared after a day, the next time anyone adds a logo, so some can stay longer. Our login provider (Supabase) also keeps its own log of sign-ups, logins and password resets, and that log does include your full IP address. It is kept for the provider's set period, and closing your account doesn't remove it straight away. Our hosting provider also keeps short server logs.

We use these details to:

  • create and run your account and keep it secure
  • build, check, store and send your quotes
  • check your ABN and the details a quote needs
  • draft quotes from your notes, and suggest a job name from the note, if you use that feature
  • show you who's on each job and let you search by their name
  • send you emails about your account, your quotes and the beta
  • send reminders about plans and prices, but only if you ticked the box for them
  • bill you, once billing starts
  • make invoices in your Xero, if you connect it
  • read your feedback and reply if you said we could
  • answer your questions and emails, and fix problems
  • improve QuoteVoice, using counts and totals that don't name your customers

If you don't give us your email address, business details and ABN, we can't give you an account or let you send quotes.

What we collect about your customers

Tradies enter their customers' details into QuoteVoice. We receive these details from the tradie, not from the customer. For each customer and quote we may hold:

  • name, phone number, email address and job address
  • how they prefer to be contacted (call, text or email), if the tradie notes it. Only the tradie sees this; it isn't shown on the quote.
  • a company name, if a company or other business is the customer for the job. The quote then names the company as the customer, with "Attention:" and the contact person's name.
  • what the quote says, such as the job name (for example "Ensuite re-tile"), the work, prices, any discount and its reason, and terms
  • the date the customer would like the work done by, if the tradie adds one. The quote shows it as "Work wanted by" that date: the customer's request, not a promised finish date.

The job name and the discount reason are short notes the tradie types. We ask tradies to describe the work there and not to put the customer's name or address in them. The job name also appears in the subject line of the quote email, so it can show on a phone's lock screen.

When a customer opens a quote link, we also collect:

  • When they open it. When the quote page opens, we record the date and time, at most once an hour, and show it to the tradie as "Opened", in the quote's history and in the tradie's Follow up list. Email security scanners and message previews can also open links, so this is a hint, not proof that a person read it. We don't use it to decide when to send reminder emails.
  • If they accept: the name they type, the date and time, the quote version, which quote link they used, and the browser and device details their 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, the person accepting also ticks to confirm they're allowed to accept for it, and we record the exact words they ticked, the business's name, and whether the name they typed is the contact person named on the quote. On other quotes, if the name typed doesn't match the name on the quote, we ask who is accepting, and we record whether they are accepting for themselves or for the person named on the quote, the exact words of the choice they picked, and who the quote was for. This is the record that they accepted. The person accepting may be someone other than the customer, such as a partner, a property manager or someone at the customer's company.
  • If they ask for changes: their message, the date and time, and the quote version. We show these to the tradie. That version can then no longer be accepted online; the tradie can send an updated one. We never put the message into the quote or send it to the AI.
  • If they decline: the date and time, and any reason they choose to give. We show both to the tradie.
  • Reminder emails (only if the tradie says the customer is OK with them): when a tradie emails a quote, they can tick that the customer is OK with up to 2 reminder emails. We record when they ticked it and the words shown next to the tick, and the quote email tells the customer. We then record how many reminders were sent and when; each one shows in the quote's history for the tradie and has a new link to the same quote. We also record if the tradie stops reminders, or tells us the customer asked them to stop emailing. In that case we also put a scrambled code of the customer's email address on that tradie's unsubscribe list (see "If they unsubscribe").
  • If they unsubscribe: a scrambled code made from their email address (a SHA-256 hash), on that tradie's unsubscribe list, so that tradie's quote emails stop. We don't keep the address itself on the list. The code uses no secret key, on purpose, so the unsubscribe keeps working; this means anyone who already knows the address could check whether it matches, so the code is not anonymous and we treat it as personal information. We keep it even if the customer later asks us to delete their details (see below). When a customer's details are removed from a quote that was emailed, we make the same code from the address it was sent to and keep it with that quote's old links. It isn't on any unsubscribe list and we use it for nothing else; it goes on the tradie's list only if someone later uses the unsubscribe link in one of those emails.
  • Their internet (IP) address, to block abuse. We store only a coded version made with a secret key (a keyed hash), 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.

When a customer accepts, declines or asks for changes, we email the tradie. That email includes the customer's name, phone and email, the name typed when accepting, and any reason or message they wrote.

We use customers' details only to let the tradie prepare, send and manage quotes, to send reminder emails about a quote when the tradie tells us the customer is OK with them, to keep records of what the customer did with the quote, and, if the tradie connected Xero, to make the invoice in the tradie's Xero (see "Who we share information with"). We don't use them for our own marketing, we don't sell them, and we don't use them to train AI.

We don't use tracking pixels or click tracking in quote emails.

Tradies agree in our beta agreement that they have the right to give us the details of anyone they enter (their customers, other contacts and the people who work with them), and that they will tell those people they use QuoteVoice. Customers can read our short customer notice. It is linked on the quote page, including just under the Accept button.

Cookies and storage on your device

We use only the cookies needed to keep you logged in. They are set by our login provider (Supabase). If you connect Xero, we also set one short-lived cookie (it lasts up to 10 minutes and is removed when you come back from Xero) so the Xero sign-in returns to the account that started it. We don't use advertising, tracking or analytics cookies, and we don't use any analytics or advertising tools.

The quote page that customers open doesn't set any cookie of its own.

The app also saves some unfinished work in your browser, on your own device:

  • a half-typed drafting note, and the customer you picked for it, until the draft is made
  • unsaved changes to a form, while you have no signal, for up to a day
  • other half-typed forms (for example a new customer, or a contact or worker on a quote), in that browser tab only, until you add or clear them, close the tab, or for up to a day

Logging out clears these.

The robot check on sign-up and login is run by Cloudflare Turnstile (see below).

Who we share information with

We use these service providers to run QuoteVoice. They handle information for us:

  • Supabase: database and login. Data is stored in Sydney, Australia.
  • Vercel: hosting. The app runs in Sydney, but Vercel is a US company and some logs or network traffic may be handled outside Australia, including in the USA.
  • Resend: sends our emails: sign-up and password reset emails; quote and reminder emails to customers (these include the job name in the subject line and the customer's company name, if there is one; when a customer accepts, the copy we email them includes a PDF of the quote with the tradie's logo); the emails telling a tradie that a customer accepted, declined or asked for changes (these include the customer's name, contact details and any message or reason); and account emails to tradies. USA.
  • Anthropic: AI drafting. When a tradie asks the app to draft a quote from a note, we send the typed note, the names and units of the tradie's price book items (not prices) and their trade to Anthropic. USA. The AI may also suggest a job name from the note; nothing extra is sent for that. Customer name, company, phone, email and address fields, contacts and the people on a job are not sent. We ask tradies to describe only the work in their notes, with no names, contact details, addresses, key-safe, alarm or gate codes, or health details.
  • Cloudflare: the robot check on sign-up and login (Turnstile), and Email Routing, which passes on emails sent to hello@quotevoice.au to our mailbox. USA.
  • Google: Gmail, the mailbox where we receive and keep emails sent to hello@quotevoice.au (see "Emails you send us"). Google is a US company and may store email outside Australia, including in the USA.
  • Apple: iCloud, which may hold copies of Cohan's screening texts and chat notes from his iPhone (see "Beta testers and people we talk to"). Apple is a US company and may store them outside Australia, including in the USA.
  • Stripe: payments, once billing starts. USA.
  • Australian Business Register: we send the tradie's ABN to the Australian Government to check it.

We take reasonable steps, including contracts, to make sure these providers protect personal information in line with Australian privacy law. We stay responsible for how overseas providers handle the information we send them.

We also share information:

  • with the tradie: a customer's quote activity (opened, accepted, declined, asked for changes, any reason or message, who accepted and for whom, and reminder emails sent) is shown to the tradie who sent the quote
  • with the customer: the tradie's business details and logo are shown on the quote page and PDF, and a quote and its acceptance record are emailed to the customer
  • with the tradie's Xero, if the tradie connects it: the customer's name, company name, email and phone, the job name and job address, and the quote's details, to make the invoice (see "Xero" under "What we collect from tradies"). Xero is the tradie's own accounting service, which the tradie chooses and has their own agreement with.
  • when the law requires it, or to deal with a serious threat to someone's safety
  • with our professional advisers, such as a lawyer or accountant, when needed

Emails you send us

Emails to hello@quotevoice.au, including replies to our emails, screenshots you send us, and requests or complaints, are passed on by Cloudflare's Email Routing to a Gmail mailbox run by Google. Both are US companies and may handle or store the emails outside Australia, including in the USA. Cohan reads them there.

An email holds whatever is in it. If you reply to one of our emails about a customer's answer, your reply may copy that email, with your customer's details. Please leave your customer's details out.

We keep these emails, and our replies, for up to 2 years, then delete them, unless we still need one for a request or complaint that isn't finished, or the law requires us to keep it longer. They are not stored in the app, so closing your account, or deleting a customer's details from a quote, doesn't delete them. You can ask us to delete your emails sooner.

Beta testers and people we talk to

While QuoteVoice is in its beta, we also hold:

  • The invite list: for now, only people we invite can sign up. For each person we invite, we keep a scrambled code of their email address (a SHA-256 hash of it, in lower case), an optional short note for Cohan (such as "wave 1 plumber", never contact details) and the date of the invite. When you sign up or agree to the beta, the app checks your email against the list; nothing else uses it. The code has no secret key, so anyone who already knows your address could check whether it matches. It is not anonymous, and we treat it as personal information. It is deleted when your account is deleted, however that happens, and the whole list is deleted when the beta ends.
  • Screening answers: before inviting someone, Cohan may ask a few questions by text message, such as your trade, your state and how you quote now. He uses the answers only to choose testers and to learn how tradies quote, and doesn't share them. If you're not picked, he deletes them within 3 months.
  • Notes from chats: when Cohan talks with tradies and others about QuoteVoice, including testers giving feedback by phone, he may write short private notes: a first name, trade, state, how he knows you, the tools you use and what you said. He uses them only to improve QuoteVoice and decide who to invite, keeps them in his own notes (not in the app), and doesn't share them. If you don't go on to test, he deletes them within 3 months, or once he has got back to you if you asked him to. Testers' notes are deleted when the beta ends or when they close their account, whichever comes first.
  • Your yes or "no thanks": if you agree to get a message from us about QuoteVoice (for example the invite or the screening questions), Cohan notes your name, number or email, what you agreed to, and how and when. He keeps that for 6 years after the last message that relied on it, so we can show you agreed, then deletes it. If you say "no thanks" or ask us to stop, he notes your name, number or email and the date, and keeps that while QuoteVoice runs, even if you ask us to delete your other details, so we don't message you about QuoteVoice again. He keeps these notes apart from his chat notes and screening texts, so the 3-month deletion doesn't remove them.
  • Where Cohan keeps them: screening texts, chat notes and records of your yes or "no thanks" are on his iPhone, not in the app. His phone may also sync or back them up to his Apple iCloud or Google account. Apple and Google are US companies and may store them outside Australia, including in the USA. Whenever we say he deletes them, that includes any copies in iCloud or Google.
  • Feedback by email is kept as "Emails you send us" explains.

You can ask to see or delete any of these (see "Seeing, correcting or deleting your information").

Automated decisions

Some things in QuoteVoice are decided by the app, using computer rules. We list them here so you know what they are and what information they use.

  • Quote checks. Before a quote can be finished, the app checks it against rules, for example the ABN status, licence numbers for the state, deposit limits, and whether the job address is complete. It uses the tradie's business details, ABN check results and licences, the customer's name, job address and state from the quote, the tradie's answers about the job (such as whether it's work on someone's home, whether any of it is building work, and which licensed work it includes), and the quote's total (most checks use the total after any discount; licence checks use the total before it). Some checks stop a quote being finished until it's fixed; others are warnings. The checks are help, not legal advice, and the tradie decides what goes in the quote. If your GST answer doesn't match the Australian Business Register, quotes can't be finished or sent until you fix it or confirm your GST date. A confirmation works for up to 7 days from when the mismatch was first found. If you confirmed the same thing for the same ABN in the last 12 months, the 7 days count from that first time. After that, sending stays blocked until your answer and the register match.
  • AI drafting. When a tradie asks for a draft, an AI model (Anthropic) suggests quote lines, and may suggest a job name, from the note. Prices come only from the tradie's own price book. The AI never adds a discount. The tradie must review and change the draft before it can be sent. The AI doesn't decide anything on its own.
  • Online accept. The app decides whether a quote can be accepted online, based on the job details the tradie enters and the quote's dates. Some jobs need a signed agreement instead. A quote can't be accepted after its valid-until date, once a newer version is sent, or once the customer has asked for changes to that version, and the link stops working 30 days after the valid-until date. A link also stops working straight away if the tradie cancels it, for example because it went to the wrong person or the job is off, and when a customer's details are removed from the quote.
  • Pausing sending (once billing starts). The app automatically pauses sending new quotes when a free trial or the beta ends, when a plan is cancelled and its paid period ends, or 7 days after a payment fails. The trial dates come from our own records: the free trial is counted from the day the tradie signed up, or from a later date if billing started after that. Stripe only tells us the plan and payment status, including when a payment failed. Customers can still open and accept quotes already sent, and the tradie can still draft, edit, download, resend and revise quotes.
  • Reminder emails to customers. If the tradie ticked that the customer is OK with them, the app decides each weekday whether to send a reminder about that quote. It uses the date the quote was emailed, its valid-until date, whether the customer has answered (including asking for changes), the tradie's follow-up choices, the reminders already sent and the tradie's unsubscribe list. It sends at most 2 per quote: the first at least 3 days after the quote email, the second at least 7 days after the first, none on or after the valid-until date, and no more than one a day to the same email address from the same tradie. It doesn't use whether the customer opened the quote.
  • Xero drafts (only if you connect Xero). If you turned on "Make a draft invoice in Xero straight away", the app makes a draft invoice in your Xero when a customer accepts online. It picks the Xero contact by itself only if the customer is already linked to one, or exactly one active Xero contact has the customer's email; otherwise it asks you to pick. A draft isn't final and nothing goes to the customer: approving it, and having Xero email it, are always your tap. In practice mode the app refuses any Xero organisation that isn't Xero's Demo Company.
  • Follow up list. The app lists a tradie's sent quotes that have no answer 3 and 7 days after sending, and 3 days before they run out, so the tradie can follow up. It doesn't contact the customer.
  • Deleting lapsed accounts. The app deletes a lapsed account's data the day after its "kept until" date, which is 12 months after sending last paused or a later date if it moved (for example after you reply to keep your account), and only after two email warnings (see "How long we keep information").
  • Limits on too many tries. The app blocks sign-up, login, sending and quote-page actions for a short time after too many tries. New logos and feedback are limited to 10 a day.

If you think an automated decision is wrong, contact us at hello@quotevoice.au and a person will look at it.

How long we keep information

  • Your account and business details: while your account is open. When you close your account, we delete it and everything in it: business details, logos, price book, customers, quotes, notes, the people on your jobs and other contacts, feedback, quote activity, agreement records, GST confirmations, email-choice records, account email records, logo limit notes, your entry on the invite list, and your Xero connection, contact links and invoice records (we also tell Xero to end the connection; nothing is deleted from your Xero). Your subscription record is deleted too, and any paid plan is cancelled. The only things we keep are the billing records described below, if you have paid us, the login provider's log described under "Technical details" for its set period, a short deletion record (see below), and any emails you sent us (see "Emails you send us"). We offer you a download of all your data first.
  • Your logo: quotes you've finished or sent keep the logo they had, so they still show what your customer was sent. We keep a replaced logo for at least an hour, in case a quote being finished at that moment uses it. After that, once no finished or sent quote uses it, we delete it the next time the app tidies your logos: when you change or remove your logo, or edit a finished quote. An account can keep up to 50 logos. All your logos are deleted with your account.
  • Customers and quotes: while the tradie's account is open, unless the tradie deletes them sooner or we remove them on a valid request. Archiving a quote only moves it to the "Archived" list; nothing is deleted. A tradie can delete a draft quote that was never sent. When they do, the customer's details on it, the job note, the wording, the quote lines, its other contacts and the people on it are deleted straight away. We keep a bare record (quote number, dates and totals) hidden for 2 days so it still counts towards the daily limits, then delete it, usually within 3 days. Deleting a draft doesn't remove the customer from the tradie's Customers list. Follow-up choices and reminder records are kept with their quote and deleted with it.
  • The people who work with you: until you delete a name for good or close your account. Each quote keeps its copy of who was on that job until you take them off it, or that quote or your account is deleted.
  • Other contacts on a job: until you remove them, delete the draft, close your account, or the customer's details on that quote are erased.
  • Feedback: until you close your account.
  • Xero (if you connect it): the access key and your Xero choices until you disconnect or close your account. A customer's Xero contact link stays until you unlink it on the customer's page, delete the customer or close your account. An invoice record stays until its quote is deleted or you close your account. Invoices and contacts in your Xero are kept by Xero, not by us.
  • Lapsed accounts: if sending new quotes pauses because your trial or the beta ended, your plan was cancelled, or a payment wasn't made, and nothing is owed, your data stays readable and downloadable for 12 months from the day sending last paused. We tell you the "kept until" date when sending pauses. We email you 30 days and 7 days before that date, with the date and how to download your data. If a warning goes out late, we move the date later so you always get at least 7 days after the second warning, and the warning shows the new date. If a warning email can't be delivered, we try again, show the date in the app when you log in, and wait at least 30 days after we try again before deleting. If the date changes, we email you the new date. To keep your account, reply to a warning email or email us (or, once paid plans are available, choose a plan). If you reply, we keep your account for another 12 months from your reply, email you the new date, and warn you again before it. If you ask us to put your account on hold while you sort things out, the hold lasts at most 12 months, and we tell you when it ends. If nothing changes, we delete the account the day after the "kept until" date, the same way as if you closed it. If you start sending again and sending later pauses again, a new 12 months starts. We won't shorten this period for existing users without notice and a chance to download your data.
  • Billing records: if you have paid us, we keep receipts and billing records for as long as tax law requires, even after your account is deleted. These are held by our payment provider (Stripe) and in our accounts, not in the QuoteVoice app. If you email us about a payment or refund, we keep that email for the same time. We don't keep your quotes or your customers' details for this reason. If you never paid, there is no billing record.
  • Coded IP addresses for limits: usually about 1 hour. Old records are cleared when new activity arrives, so some can stay longer.
  • Logo limit notes: about a day. They are cleared when the next logo is added, so some can stay longer, and all go with your account.
  • Login provider's log (Supabase): includes full IP addresses, kept for the provider's set period.
  • Deletion record: when we delete an account, for either reason, we keep a short record that a deletion happened: the date, whether the tradie closed it, it lapsed or we deleted it on request, and for lapsed accounts the "kept until" date and the dates the two warnings were sent. It also notes whether billing records are kept and which version of this policy applied. It does not include your name, email, business details, ABN, Stripe references, your account number or any code made from them. We keep it for 2 years, so we can show that we deleted data when we said we would, and then delete it.
  • Unsubscribe lists: the scrambled code of an unsubscribed email address is kept while that tradie's account is open, so the unsubscribe keeps working. It is deleted when the account is deleted. The code kept with an erased quote's old links (see "What we collect about your customers") has the same life: it is deleted when the quote or the account is deleted.
  • Emails you send us, the invite list, screening answers, chat notes, and records of your yes or "no thanks": as described under "Emails you send us" and "Beta testers and people we talk to".
  • Backups: at the moment our database has no automated backups, so when we delete information it isn't held in a backup copy. If we turn backups on later, we will say in an updated version of this policy how long they are kept.
  • Our providers: Resend, Anthropic and Vercel may keep logs for a short time under their own terms.

Keeping information safe

We use access controls so each tradie can see only their own data, encrypted connections, robot checks and limits on login attempts. Quote links are long random codes. We keep access to the database to the people who need it.

If a data breach is likely to cause serious harm, we will tell the people affected and the Office of the Australian Information Commissioner (OAIC), and tell affected tradies about their customers' information.

Seeing, correcting or deleting your information

You can ask to see or correct the personal information we hold about you, or ask us to delete it. Email hello@quotevoice.au. We will check it is you, and reply within 30 days. We don't charge for this.

Tradies can see and change most of their details in the app, download all their data, and close their account from My business. If we have asked you to agree to a new version of our terms or this policy, you can still download your data and close your account from the "Before you start" screen without agreeing.

Customers: to correct or delete your details, email hello@quotevoice.au. We will check it is you, act within 30 days, and tell the tradie. When we delete your details from a quote, we remove your name, company name, phone, email, job address, how you prefer to be contacted, the job name, any discount reason and the tradie's drafting note, from the quote and from every copy of it that was sent. We also remove any other contacts the tradie added for that job. From the record of your answer we remove the name you typed, who the quote was for, the exact words of any "who is accepting" choice or company tick, your decline reason or the changes you asked for, and your browser and device details. The work, prices (including any discount amount, which then shows just as "Discount"), dates and quote number stay, so the tradie still has a record of the job without your details. We also keep, with no name attached, whether the quote was accepted by the person named on it or by someone else (or, for a company quote, that it was accepted for the company), and which quote link was used. Your email address is removed, but if the quote was emailed to you, we keep a scrambled code of that address with the quote's old links, so an unsubscribe still works (see below). Any links to that quote stop working at the same time, so nothing new can be recorded through them. If you still want to go ahead with the job, contact the tradie directly. Your tradie may also keep their own copies (for example PDFs, emails, or an invoice in their own accounting software, such as Xero) outside QuoteVoice; ask them directly about those.

Other people a tradie adds, such as a site contact or someone who works on their jobs, can ask us the same way, at hello@quotevoice.au, to see, correct or delete their details. We will check it is you, act within 30 days, and tell the tradie.

If you unsubscribed from a tradie's quote emails, we keep the scrambled code of your email address on that tradie's unsubscribe list even after we delete your other details, so their quote emails stay stopped. The law requires us to honour an unsubscribe. We don't keep the address itself, but the code can be matched against your address if someone already knows it, so it is not anonymous. If your details were removed from a quote that was emailed to you, we also keep the same kind of code with that quote's old links, and put it on the tradie's list only if you later use the unsubscribe link in one of those emails. If you ask us to delete your details, we'll also ask whether you want that tradie's quote emails stopped.

If you said yes or "no thanks" to a message from us about QuoteVoice, we keep that record for the time set out in "Beta testers and people we talk to", even after we delete your other details, so we can show you agreed and don't message you again.

If we can't make a correction you asked for, we will tell you why in writing and how to complain, and you can ask us to attach a statement to the information.

Emails we send

  • Account and security emails (sign-up, password reset) are always sent. You can't turn these off while you have an account.
  • Quote emails go to customers on the tradie's behalf. Every quote email has a link to stop that tradie's quote emails.
  • Reminder emails about a quote go to a customer only if the tradie ticked, when emailing that quote, that the customer is OK with them. There are at most 2 per quote, they go to the address the quote was emailed to, and each has the same link to stop that tradie's emails.
  • Notices to tradies when a customer accepts, declines or asks for changes are sent to the tradie who sent the quote. Replies to these, and to our account emails, come to hello@quotevoice.au (see "Emails you send us").
  • Beta and billing notices with only facts about your account, such as when your trial or the beta ends or why sending paused, are sent to every tradie they apply to. Deletion warnings for lapsed accounts are in this group. We keep a short record of each trial-ending, sending-paused and deletion-warning email (see "Account email record" above), deleted with your account.
  • Trial and plan reminders that mention plans, prices or offers are sent only if you ticked the box "Email me reminders about plans and prices". The box is never ticked for you, and you don't need to tick it to use QuoteVoice. You can turn reminders off any time with the link in each reminder or in My business. We record when you turned them on or off.

Complaints

If you're unhappy with how we've handled your personal information, email hello@quotevoice.au first. We will reply within 30 days.

If you're not happy with our answer, or we don't reply within 30 days, you can complain to the Office of the Australian Information Commissioner (OAIC): oaic.gov.au (opens in a new tab) or 1300 363 992.

Changes to this policy

We will post any new version here with a new date. If a change affects how we use your information in a significant way, we will email tradies before it takes effect. When we ask tradies to read a new version before carrying on, the "Before you start" screen also lets you download all your data and close your account instead, without agreeing. This policy is not a contract and is not part of our beta agreement or other terms; changes to those follow their own rules.