Privacy Policy

PRIVACY POLICY

Effective Date: January 3, 2026
Last Updated: January 3, 2026

ABOUT THIS POLICY

QuoteLeads (ABN 83894208171) ("QuoteLeads," "we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, store, and share your personal information when you use our platform and services.

By using QuoteLeads, you agree to this Privacy Policy.

Questions? Contact us at contact@quoteleads.com.au

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

Read on for complete details.

TABLE OF CONTENTS

What Information We Collect
How We Use Your Information
Legal Basis for Processing (GDPR)
How We Share Your Information
International Data Transfers
Data Security
How Long We Keep Your Information
Cookies and Tracking
Artificial Intelligence and Automation
Your Privacy Rights
Children's Privacy
Data Controller vs. Data Processor
California Privacy Rights (CCPA/CPRA)
Other U.S. State Privacy Rights
Australian and New Zealand Privacy Rights
Canadian Privacy Rights (PIPEDA)
UK and European Privacy Rights (GDPR)
Data Breach Notification
Do Not Track Signals
SMS and Text Messaging (TCPA Compliance)
Changes to This Policy
How to Contact Us

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)

Note: We do not collect sensitive personal information such as health data, financial account numbers, biometric data, or government identifiers (except ABN/ACN for business verification).

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.

Note: We do NOT sell your personal information to third parties for marketing purposes.

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

Important Disclaimer

No system is 100% secure. While we implement industry-leading security measures, we cannot guarantee absolute security against all threats. You're responsible for keeping your password confidential and accessing our platform only in secure environments.

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

COOKIE POLICY

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

Cookie Banner: When you first visit our website, you can accept or decline optional cookies.

We also use similar technologies, including:

Pixels
Web beacons
SDKs
Local storage
Tags and 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
PIPEDA (Canada)

Where required by law, cookies are only placed after consent is obtained.

This Cookie Policy should be read together with our Privacy Policy, which explains how we process personal information.

Do Not Track

We don't currently respond to "Do Not Track" browser signals because there's no universal standard. We do honor opt-out settings through the tools above.

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
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

Categories of Information We Collect

In the past 12 months, we have collected:

CategoryExamplesCollected?IdentifiersName, email, phone,Professional InformationJob title, business details

We do NOT collect:

Social Security numbers
Driver's license numbers
Financial account numbers
Precise geolocation
Health information
Biometric data

How We Use Categories

Identifiers: Provide services, communication, account management
Commercial Info: Billing, service delivery, analytics
Internet Activity: Platform improvement, analytics, security
Geolocation: Regional service delivery, analytics
Professional Info: Service customization, support
Inferences: Service optimization, recommendations

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

Appeals: If we deny your request, you can appeal by emailing contact@quoteleads.com.au

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:

Your Rights:

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)

Appeals: You may appeal denials and file complaints with your state Attorney General

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
We'll investigate and respond within 30 days
If unsatisfied, contact the Office of the Australian Information Commissioner:
- Website: www.oaic.gov.au
- Phone: 1300 363 992

New Zealand Privacy Act 2020

We comply with New Zealand Privacy Principles:

Your Rights:

Access your information
Request corrections
Lodge a complaint

Complaints:

Contact the Office of the New Zealand Privacy Commissioner:

Website: www.privacy.org.nz
Phone: 0800 803 909
Email: enquiries@privacy.org.nz

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
We'll investigate and respond
If unsatisfied, contact the Office of the Privacy Commissioner of Canada:
- Website: www.priv.gc.ca
- Phone: 1-800-282-1376

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

Lawful Basis for Processing

We process your information based on:

Consent (you can withdraw anytime)
Contract performance (necessary to provide services)
Legal obligations (required by law)
Legitimate interests (our business operations, not overridden by your rights)

Supervisory Authority

You can lodge complaints with your data protection authority:

UK: Information Commissioner's Office (ICO)

Website: www.ico.org.uk
Phone: 0303 123 1113

EU: Your national data protection authority (list at edpb.europa.eu)

Switzerland: Federal Data Protection and Information Commissioner

Website: www.edoeb.admin.ch

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
- 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)
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
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

Version History: Previous versions available upon request

22. HOW TO CONTACT US

Privacy Questions and Requests

Email: contact@quoteleads.com.au

Business Information: