Privacy Policy

QuoteLeadsHQ ("QuoteLeadsHQ", "we", "us" or "our") is operated by QuoteLeads (ABN 83 894 208 171). We are committed to protecting your privacy and handling personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

This Privacy Policy explains what personal information we collect, how we use and disclose it, how we keep it secure, and how you can access or correct it. It applies to our website at quoteleadshq.com, our customer dashboard, our application programming interfaces (APIs), and related services (together, the "Platform").

1. About this policy

"Personal information" means information or an opinion about an identified individual, or an individual who is reasonably identifiable, as defined in the Privacy Act. By using the Platform, you acknowledge the practices described in this policy. If you do not agree, please do not use the Platform.

2. Our role: controller and processor

QuoteLeadsHQ handles personal information in two distinct capacities:

• As the organisation responsible for the information - for personal information about our account holders and their users (for example, the tradespeople and businesses who sign up), and visitors to our website. This policy governs that information.
• On behalf of our customers - when our business customers upload, import, or generate information about their own leads and end-customers ("Lead Data"), we process that Lead Data under their instructions to provide the Platform. Our customer is responsible for that information and for ensuring it has the right to collect it and to contact those individuals. If you are a lead or end-customer and want to access, correct, or remove your information, please contact the business you dealt with; we will assist that business as needed.

3. Information we collect

Account and business information

Name, business/trading name, email address, phone number, login credentials, role, service areas/postcodes, and account settings.

Billing information

Subscription and pay-per-lead billing details. Card payments are processed by our payment provider (Stripe); we do not store full card numbers.

Lead Data

Information our customers collect about their leads and end-customers, which may include name, email address, phone number, street address, postcode, enquiry/job details, lead source, pipeline status, quote values, notes, and custom fields.

Communications content

SMS messages and call records exchanged through the Platform (via our telephony provider), email content we send on your or your customers' behalf, and AI-generated outputs such as lead scores, statuses, and conversation summaries.

Technical and usage information

IP address, device and browser type, log data, pages viewed, actions taken in the dashboard, and information stored in cookies or your browser's local storage (including authentication tokens).

4. How we collect it

• Directly from you when you register, configure your account, communicate with us, or use the Platform.
• From our customers, when they upload or import Lead Data or generate it through use of the Platform.
• Automatically, through cookies and similar technologies, when you use the website or dashboard.
• From third parties such as lead-generation sources, integrations, and our service providers, where permitted by law.

5. How we use it

We use personal information to:

• provide, operate, maintain, and improve the Platform;
• create and administer accounts and authenticate users;
• deliver core features - lead management, SMS and call workflows, quoting, AI lead scoring/summaries, and automated follow-up;
• process payments and manage subscriptions and pay-per-lead billing;
• provide customer support and respond to enquiries;
• monitor, secure, and troubleshoot the Platform and prevent fraud or misuse;
• comply with our legal obligations and enforce our terms; and
• send you service-related and, where permitted, marketing communications (see below).

We may use de-identified or aggregated data (which is not personal information) to analyse and improve our services, including our AI models' performance.

6. Marketing & electronic messages

We may send you marketing communications about our products and services where we are permitted to do so. You can opt out at any time using the unsubscribe link or by contacting us.

Where the Platform is used to send SMS, calls, or emails to leads and end-customers, our customer is the sender of those messages and is responsible for complying with the Spam Act 2003 (Cth), the Do Not Call Register Act 2006 (Cth), and related laws - including obtaining the necessary consent and including required identification and unsubscribe facilities. Our customers must not use the Platform to send unlawful or unsolicited messages.

7. Who we share it with

We do not sell personal information. We disclose it to the following categories of recipients to operate the Platform:

We may also disclose personal information: to our customers (in respect of their own Lead Data); to professional advisers; to a purchaser in connection with a sale or restructure of our business; and to law enforcement, regulators, or others where required or authorised by law.

8. Overseas disclosure

Some of our service providers store or process data outside Australia, including in the United States and the European Union. By using the Platform, you acknowledge that your personal information may be disclosed to recipients in those locations. We take reasonable steps to ensure recipients handle personal information consistently with the APPs.

9. Security

We take reasonable steps to protect personal information from misuse, interference, loss, and unauthorised access, modification, or disclosure - including encryption in transit, access controls, and use of reputable infrastructure providers. No method of transmission or storage is completely secure, and we cannot guarantee absolute security. If we become aware of an eligible data breach, we will respond in accordance with the Notifiable Data Breaches scheme.

10. Data retention

We retain personal information for as long as necessary to provide the Platform, to comply with our legal, tax, and accounting obligations, and to resolve disputes. Account holders may request deletion of their account data; we will delete or de-identify personal information when it is no longer required, subject to legal retention obligations. Lead Data is retained on behalf of, and deleted at the direction of, the relevant customer.

11. Cookies & tracking

We use cookies and browser local storage for essential functions such as keeping you signed in and remembering your preferences (for example, light/dark theme). You can control cookies through your browser settings, but disabling them may affect how the Platform works.

12. Access & correction

You may request access to the personal information we hold about you, and ask us to correct it if it is inaccurate, out of date, or incomplete, by contacting us using the details below. We will respond within a reasonable period. In limited circumstances we may decline a request as permitted by law, and we will explain why.

13. Complaints

If you believe we have breached the APPs or mishandled your personal information, please contact our Privacy Officer using the details below. We will acknowledge your complaint and aim to resolve it promptly. If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au or 1300 363 992.

14. Children

The Platform is intended for businesses and is not directed at individuals under 18. We do not knowingly collect personal information from children.

15. Changes to this policy

We may update this Privacy Policy from time to time. The current version will always be available on this page, with the "Last updated" date shown above. Material changes will be notified through the Platform or by email where appropriate.

16. Contact us

For privacy questions, requests, or complaints, contact our Privacy Officer:

• Email: contact@quoteleads.com.au
• Entity: QuoteLeads, ABN 83 894 208 171