Privacy Policy

Quick Summary

Here's what you need to know:

• What we collect: Contact details, business information, usage data, and lead information you provide
• Why we collect it: To operate our platform, generate and manage leads, provide customer support, and improve our services
• Who we share with: Service providers who help us operate (hosting, CRM, AI tools, analytics)
• Your rights: Access, correct, delete, or export your data
• Security: Enterprise-grade infrastructure with SOC 2 Type II certified platforms and 256-bit encryption
• International: We process data globally and use approved transfer mechanisms for cross-border transfers

1. WHAT INFORMATION WE COLLECT

Information You Provide Directly

Account Information:

• Full name
• Business name and ABN/ACN (if applicable)
• Email address
• Phone number
• Job title and role

Lead Information (When You Use Our Platform):

• Customer contact details (names, phone numbers, emails, addresses)
• Project details and service requests
• Communication history
• Notes and interactions

Support and Communications:

• Messages you send us
• Survey responses
• Feedback and reviews
• Phone call recordings (with notice)

Information We Collect Automatically

Usage Data:

• Pages visited and features used
• Time spent on platform
• Click patterns and navigation paths
• Search queries within platform
• Device information (type, operating system, browser)
• IP address and approximate location
• Referral source (how you found us)

Technical Data:

• Log files and error reports
• Performance metrics
• Cookie data (see Section 8)

Information From Third Parties

Integration Data: We receive information when you connect third-party services:

• CRM systems (contact data, deal information)
• Calendar services (appointment data)
• Communication tools (message history)
• Payment processors (transaction confirmations)

2. HOW WE USE YOUR INFORMATION

We process your information to:

Provide Our Services:

• Create and manage your account
• Generate and deliver exclusive leads
• Process lead qualification and routing
• Enable SMS and email automation
• Facilitate communication with your customers
• Process payments and invoicing
• Provide customer support

Improve Our Platform:

• Analyze usage patterns and optimize features
• Fix bugs and technical issues
• Develop new products and features
• Conduct research and analytics
• Generate aggregate industry benchmarks (anonymized)

Communicate With You:

• Send service updates and notifications
• Provide technical support
• Share product announcements
• Send marketing messages (with your consent)
• Respond to inquiries

Legal and Security:

• Prevent fraud and abuse
• Enforce our Terms of Service
• Comply with legal obligations
• Protect rights and property
• Resolve disputes

With Your Consent:

Any other purpose we tell you about and you agree to

3. LEGAL BASIS FOR PROCESSING (GDPR)

If you're in the European Economic Area, United Kingdom, or Switzerland, we process your information based on:

• Contract Performance: Processing necessary to provide services you've requested or under our agreement with you
• Legitimate Interests: Processing for our business operations, fraud prevention, and service improvement (where not overridden by your rights)
• Legal Obligations: Processing to comply with laws and regulations
• Consent: Where you've given explicit permission (you can withdraw anytime)

4. HOW WE SHARE YOUR INFORMATION

We share information with:

Platform Infrastructure:

• Cloud infrastructure - Application platform and hosting

Service Providers we may use:

Customer Relationship Management:

• HubSpot - CRM, lead management, and marketing automation

Artificial Intelligence:

• OpenAI - AI-powered features (GPT-based automation)
• Microsoft Azure AI - Machine learning services

Communications:

• SMS and voice service providers (for lead communication)
• Email service providers

Analytics and Advertising:

• Google Analytics - Website analytics
• Facebook - Advertising and conversion tracking

Payment Processing:

• PayPal - Payment processing
• Stripe - Payment processing

Integration Partners:

When you connect third-party tools (CRM, scheduling, project management), we share data necessary for the integration to function.

Business Transfers

If QuoteLeads is acquired, merges with another company, or sells assets, your information may be transferred to the new owner. We'll notify you before this happens.

Legal Requirements

We may disclose information when required by law, court order, or government request, or to protect rights, safety, and property.

With Your Consent

We'll share information for any other purpose with your explicit permission.

5. INTERNATIONAL DATA TRANSFERS

Where Your Data is Processed

QuoteLeads operates globally. Your information may be processed in:

• Australia (primary operations)
• United States (cloud infrastructure, service providers)
• New Zealand (regional operations)
• Europe (service providers)

Transfer Protections

For transfers from the European Economic Area, UK, or Switzerland to countries without adequate data protection:

• We use Standard Contractual Clauses (SCCs): Pre-approved contract terms from the European Commission ensuring your data receives equivalent protection

Additional safeguards:

• 256-bit encryption for all data
• Regular security audits
• Strict vendor contracts

Request our SCCs: Contact contact@quoteleads.com.au for a copy of our Standard Contractual Clauses or Data Processing Agreement.

6. DATA SECURITY

Our Security Infrastructure

Platform Security:

• SOC 2 Type II certified service providers - Annual third-party audits of security controls
• AWS Cloud Infrastructure - Enterprise-grade hosting with SOC 2, ISO 27001, PCI DSS certifications
• 99.9% Uptime SLA - Redundant systems and failover protection

Data Protection:

• 256-bit AES encryption for data at rest
• TLS 1.2+ encryption for data in transit
• Role-based access controls - Users only see what they need
• Two-factor authentication available and enforced where applicable
• Automated daily backups - With disaster recovery procedures

Monitoring:

• Regular security monitoring and vulnerability scanning
• Automated security updates

Report Security Issues: contact@quoteleads.com.au

7. HOW LONG WE KEEP YOUR INFORMATION

Retention Periods

Active Account Data:

• Duration: While your account is active
• Includes: All account, lead, and usage data

Closed Account Data:

• Duration: 90 days after account closure
• Purpose: Allow reactivation, resolve disputes
• Then: Deleted or anonymized

Business Records (For Business Customers):

• Duration: 7 years after account closure
• Purpose: Legal compliance, tax obligations, financial auditing
• Includes: Invoices, payment records, contracts

Communication Records:

• Duration: 3 years from last communication
• Purpose: Customer support, dispute resolution

Analytics Data:

• Duration: 26 months (anonymized)
• Purpose: Service improvement

Marketing Data:

• Duration: Until you unsubscribe + 30 days
• Purpose: Honor opt-out requests

Deletion Process

When retention periods expire:

• Data is deleted from active systems
• Anonymized data may be retained for analytics
• Backups are overwritten within 90 days
• Only legally required records are maintained

Request Early Deletion: Contact contact@quoteleads.com.au (subject to legal requirements)

8. COOKIES AND TRACKING

What Are Cookies?

Cookies are small text files stored on your device that help websites function and analyze usage.

Cookies We Use

Essential Cookies (Required):

• Authentication and login
• Security features
• Load balancing
• Session management

Analytics Cookies (Optional):

• Google Analytics - Usage patterns and demographics
• Conversion tracking - Ad performance measurement

Advertising Cookies (Optional):

• Facebook Pixel - Retargeting and ad optimization
• Google Ads - Campaign performance tracking

Your Cookie Choices

Browser Settings: Most browsers let you refuse cookies or alert you when cookies are sent. Note: Disabling essential cookies may prevent you from using our platform. When you first visit our website:

• You will see a cookie consent banner
• You can accept, reject, or customize optional cookies
• Essential cookies are always enabled
• Your preferences are stored and respected unless you change them

Opt-Out Tools:

• Google Analytics: https://tools.google.com/dlpage/gaoptout
• Google Ads: https://adssettings.google.com
• Facebook Ads: https://www.facebook.com/settings/?tab=ads

We also use similar technologies, including pixels, web beacons, SDKs, local storage, and tags/scripts. For simplicity, we refer to all of these as "cookies."

Our cookie practices are designed to comply with GDPR / UK GDPR / Swiss GDPR, CCPA / CPRA (California), U.S. State Privacy Laws, Australian Privacy Act 1988, New Zealand Privacy Act 2020, and PIPEDA (Canada).

9. ARTIFICIAL INTELLIGENCE AND AUTOMATION

How We Use AI

QuoteLeads uses artificial intelligence to enhance our services:

Lead Qualification:

• Analyzing lead data to score quality (0-100 scale)
• Predicting conversion likelihood
• Prioritizing high-value opportunities

Communication Automation:

• Generating personalized SMS follow-up messages
• Scheduling optimal contact times
• Suggesting response templates

Performance Analytics:

• Identifying conversion patterns
• Recommending campaign optimizations
• Forecasting demand trends

AI Service Providers we may use:

• OpenAI (GPT-based language processing)
• Microsoft Azure AI (Machine learning models)

Your Data and AI

How your data is used:

• Processed to provide AI features you've enabled
• Kept confidential within our service providers
• NOT used to train public AI models (per our agreements)

Human Oversight:

• AI assists but doesn't make final business decisions
• All pricing, contracts, and account changes require human approval
• You control when and how AI features are used

Opt-Out: Disable AI features in your account settings or contact us at contact@quoteleads.com.au

10. YOUR PRIVACY RIGHTS

Rights for Everyone

• Access: Request a copy of your personal information
• Correction: Update inaccurate or incomplete information
• Deletion: Request deletion of your information (subject to legal requirements)
• Portability: Receive your data in a structured, machine-readable format
• Objection: Object to processing based on legitimate interests
• Restriction: Request we limit processing in certain circumstances
• Withdraw Consent: If processing is based on consent, withdraw it anytime

How to Exercise Your Rights

Self-Service: Log into your account settings to update information

Request Assistance: Email contact@quoteleads.com.au with:

• Your name and account email
• Specific request (access, delete, correct, etc.)
• Any details to help us locate your information

Verification: We'll verify your identity before processing requests (to protect your security)

Response Time: We'll respond within 30 days (may be extended to 60 days for complex requests with notice)

No Fee: Most requests are free (we may charge reasonable fees for excessive or repetitive requests)

Authorized Agents

You may designate someone to make requests on your behalf. They must provide written authorization signed by you.

11. CHILDREN'S PRIVACY

QuoteLeads is a business-to-business platform designed for professional use by adults.

• We do not knowingly collect information from anyone under 18 years of age.
• If we discover we've collected information from someone under 18, we'll delete it immediately.
• If you believe we have information from someone under 18, contact us at contact@quoteleads.com.au

12. DATA CONTROLLER VS. DATA PROCESSOR

Understanding Our Role

When We Are the Data Controller:

For information about your business and account:

• Your company details, contact information, billing data
• Your usage of the QuoteLeads platform
• Your communications with us

We decide how and why this data is processed.

When We Are the Data Processor:

For information about your customers (leads):

• Contact details of people requesting quotes
• Project information and service requests
• Communication sent through our platform

You (the customer) decide how and why this data is processed. We process it according to your instructions.

Your Responsibilities as Data Controller

When using QuoteLeads for your business, you must:

• Obtain proper consent from your customers
• Provide your customers with a privacy notice
• Ensure you have lawful basis to process their data
• Honor your customers' privacy rights requests
• Comply with applicable privacy laws

Our Responsibilities as Data Processor

• Process lead data only according to your instructions
• Maintain security measures
• Assist with data subject access requests
• Notify you of any data breaches affecting your customers
• Delete or return data upon your request

Data Processing Agreement (DPA): For business customers: We provide a Data Processing Agreement including Standard Contractual Clauses for GDPR compliance.

Request a DPA: Contact contact@quoteleads.com.au

13. CALIFORNIA PRIVACY RIGHTS (CCPA/CPRA)

Rights for California Residents

If you're a California resident, you have these rights:

• Right to Know: What personal information we collect, sources we collect from, business purposes for collection, and third parties we share with
• Right to Access: Request a copy of your personal information
• Right to Delete: Request deletion of your information
• Right to Correct: Request correction of inaccurate information
• Right to Opt-Out: Opt out of "sale" or "sharing" (we don't sell, but you can opt out of targeted advertising)
• Right to Limit: Limit use of sensitive personal information (we don't collect sensitive info)
• Right to Non-Discrimination: We won't discriminate against you for exercising your rights

Do We "Sell" Personal Information?

NO. We do not sell personal information for money.

Targeted Advertising: We use cookies for advertising which California law considers "sharing." You can opt out via cookie settings or these tools:

• Facebook Ads Settings: https://www.facebook.com/settings/?tab=ads
• Google Ads Settings: https://adssettings.google.com

How to Exercise California Rights

Email: contact@quoteleads.com.au

Include:

• "California Privacy Rights Request" in subject
• Your name and email address
• Specific right you're exercising
• Details to verify your identity

Response Time: 45 days (may extend to 90 days with notice)

Verification: We'll verify your identity using information we have on file

Authorized Agents: May submit requests with written authorization

14. OTHER U.S. STATE PRIVACY RIGHTS

If you're a resident of Colorado, Connecticut, Delaware, Florida, Indiana, Iowa, Kentucky, Maryland, Minnesota, Montana, Nebraska, New Hampshire, New Jersey, Oregon, Rhode Island, Tennessee, Texas, Utah, or Virginia, you have similar rights to California residents:

• Access your personal information
• Correct inaccuracies
• Delete your information
• Port your data to another service
• Opt out of targeted advertising
• Opt out of profiling for significant decisions

How to Exercise: Email contact@quoteleads.com.au with your state and request

Response Time: 45 days (may extend based on state law)

15. AUSTRALIAN AND NEW ZEALAND PRIVACY RIGHTS

Australian Privacy Act 1988

We comply with the Australian Privacy Principles (APPs). Your Rights:

• Access your personal information
• Correct inaccurate or outdated information
• Make a complaint about privacy handling

Consequences of Not Providing Information:

If you don't provide required information, we may not be able to:

• Create your account
• Provide our services
• Process your requests
• Verify your identity

Cross-Border Disclosure:

We disclose information to overseas recipients in the United States and other countries (see Section 5). You consent to this disclosure, and we take reasonable steps to ensure recipients comply with privacy obligations.

Complaints:

If you believe we've breached the APPs, contact us at contact@quoteleads.com.au and we'll investigate and respond within 30 days.

New Zealand Privacy Act 2020

We comply with New Zealand Privacy Principles. If you have concerns about our privacy practices, contact us at contact@quoteleads.com.au.

16. CANADIAN PRIVACY RIGHTS (PIPEDA)

Personal Information Protection and Electronic Documents Act

If you're in Canada, we comply with PIPEDA. Your Rights:

• Access your personal information
• Challenge accuracy and completeness
• Withdraw consent (where processing is based on consent)

Consent:

We obtain consent for collection, use, and disclosure of personal information. You can withdraw consent by contacting us, though this may limit services we can provide.

Cross-Border Transfers:

Your information may be processed in the United States and other countries where privacy laws may differ. By using our services, you consent to this transfer.

Complaints:

If concerned about our privacy practices, contact us at contact@quoteleads.com.au and we'll investigate and respond.

17. UK AND EUROPEAN PRIVACY RIGHTS (GDPR)

General Data Protection Regulation

If you're in the UK, European Economic Area, or Switzerland, you have these rights under GDPR:

• Right to Access: Request confirmation we process your data and receive a copy
• Right to Rectification: Correct inaccurate or incomplete data
• Right to Erasure ("Right to be Forgotten"): Request deletion in certain circumstances
• Right to Restrict Processing: Limit how we process your data
• Right to Data Portability: Receive your data in machine-readable format
• Right to Object: Object to processing based on legitimate interests or for direct marketing
• Right to Withdraw Consent: Withdraw consent anytime (doesn't affect prior processing)
• Right Not to Be Subject to Automated Decision-Making: Challenge decisions made solely by automated means with significant effects

Supervisory Authority

You have the right to lodge complaints with your local data protection authority if you believe we have not complied with applicable privacy laws.

18. DATA BREACH NOTIFICATION

Our Commitment

We maintain robust security measures to prevent data breaches. However, if a breach occurs that affects your personal information, We Will:

• Investigate the breach immediately
• Contain and remediate the issue
• Notify you within 72 hours of discovery (where required by law)
• Notify relevant supervisory authorities as required
• Provide clear information about what happened, what data was affected, what we're doing about it, and what you should do to protect yourself

Report Security Concerns: contact@quoteleads.com.au

19. DO NOT TRACK SIGNALS

Some browsers have "Do Not Track" (DNT) features that signal preferences about online tracking.

Current Status: We don't currently respond to DNT signals because there's no universal standard for how to interpret them.

Your Options: Use the opt-out tools in Section 8 (Cookies) to control tracking.

Future Changes: If DNT standards are established, we'll update this policy and honor those signals.

20. SMS AND TEXT MESSAGING (TCPA COMPLIANCE)

U.S. Telephone Consumer Protection Act (TCPA)

If you're in the United States and receive SMS messages from us:

• Consent Required: By providing your mobile number, you consent to receive service-related texts (account updates, lead notifications) and marketing messages (if you opt in separately)
• Message Frequency: Varies based on your account activity and settings
• Standard Rates: Message and data rates may apply from your carrier
• Opt-Out Anytime: Reply "STOP" to any text message, update preferences in account settings, or email contact@quoteleads.com.au
• Help: Reply "HELP" to any text for assistance, or contact contact@quoteleads.com.au
• No Sharing: We don't share your mobile number with third parties for their marketing purposes
• Carriers: We work with major U.S. carriers. Delivery isn't guaranteed and may be subject to carrier limitations.

21. CHANGES TO THIS POLICY

When We Update

We may update this Privacy Policy to reflect:

• Changes in our practices
• New features or services
• Legal or regulatory requirements
• Feedback from users

Effective Date: Updates are effective on the date listed at the top of this policy

Notice of Material Changes:

• We'll notify you by email
• We'll post a prominent notice on our platform
• You'll need to accept changes to continue using services (for significant changes)

Review Regularly: We encourage you to review this policy periodically. Previous versions available upon request.

22. HOW TO CONTACT US