The short version
- We collect what we need to run your admin: your business details, job notes and photos, and your clients’ contact and invoice details.
- We use it to quote, invoice, remind, ask for reviews and run your Google profile and website. Nothing else.
- We never sell personal information, and we don’t use it to train any software.
- Messages are drafted from the tradie’s prices and job details, and a person checks every one before it sends. No computer makes decisions about you on its own.
- You can ask to see or correct your information, or stop marketing messages, at any time.
1. Who we are
Tradie Quo (“we”, “us”, “our”) is a done-for-you admin service for tradies, based in Sydney, NSW. This policy explains how we handle personal information. We follow the Australian Privacy Principles in the Privacy Act 1988 (Cth) and have written this policy to meet them.
It covers three groups of people:
- Tradies who use our services, and their staff.
- Our tradies’ clients, such as homeowners and businesses who get a quote, invoice, reminder or review request from a tradie we work for.
- Visitors to this website and people who contact us.
2. What we collect
From tradies: your name, business name, ABN, licence details, mobile, email, address, logo and branding, prices, job notes, photos, voice memos, and the messages you send us. When you connect Xero, we can see the contacts, quotes, invoices and payment status in your Xero organisation. We don’t collect your bank login details or card numbers.
About your clients: name, mobile, email, job address, what the job was, quote and invoice amounts, payment status, signed variations, and their replies to messages we send for you. We also keep notes of any phone calls we make for you.
From website visitors: what you enter in our contact form (name, business, mobile, email, trade, suburb and your message), and basic technical information your browser sends, such as IP address and device type, which our hosting provider uses to keep the site secure. See Cookies for how we measure visits.
We don’t ask for sensitive information, such as health information. Please don’t send it to us.
3. How we collect it
Mostly from you directly: by text, email, our contact form or calls. For your clients, we get details from the tradie who did the work, from the tradie’s Xero, and from the client’s own replies. If you’re a tradie’s client and want to know where we got your details, ask us.
4. How we use it
- To prepare and send quotes, deposit requests, invoices, payment reminders and variations in the tradie’s name.
- To make reminder calls on the tradie’s behalf.
- To send review requests after an invoice is paid, and to post job photos and updates to the tradie’s Google Business Profile and website.
- To run our own business: onboarding, billing, support, keeping records and improving how we work.
- To reply to enquiries and tell prospective clients about our services, if they’ve asked us to.
We only use your clients’ information to provide services to the tradie they dealt with. We never use it to market Tradie Quo or anyone else.
5. How messages are drafted
We use software to draft quotes, invoices, reminders and posts from the job details and prices a tradie gives us, and to schedule when reminders and review requests are due.
A person on our team checks every message before it’s sent, and the tradie decides on prices, whether a quote goes out and what happens to an unpaid invoice. We don’t use computer programs to make decisions about anyone that significantly affect their rights or interests.
Only the details needed for each draft are used. Our providers don’t use them to train their software, and neither do we. Information from Xero is never used to train any software.
6. Who we share it with
We share personal information only with the tradie it relates to and with the service providers we use to run Tradie Quo:
| Provider | What they do for us |
|---|---|
| Cloudflare | Hosting, our database, file storage, websites and email |
| Drafting software provider | Drafting messages from job details |
| Xero | The tradie’s own accounting records |
| SMS and phone providers | Sending texts and making reminder calls |
| E-signing provider | Signed variations |
| Slack | Our team’s internal review queue |
| Google Business Profile posts and reviews, and Google Tag Manager on this website | |
| Formspree | Receiving our website contact form |
Each provider only gets what it needs for its job. We may also share information if the law requires it, or with a licensed debt collector or lawyer if the tradie asks us to refer a debt to them.
We never sell, rent or trade personal information.
7. Information stored overseas
Some of our providers store or process information outside Australia, mainly in the United States, and in other countries where they run data centres. We choose established providers with strong security and take reasonable steps to make sure they protect personal information in line with Australian privacy law.
8. How we keep it safe
- Information is encrypted when it travels between systems.
- Only team members who need access for their work can see client information, and we keep a log of every message sent and who checked it.
- We connect to Xero and Google with permissions you grant and can revoke, not with your passwords.
- Payments go straight to the tradie. We never hold card or bank details.
- If a data breach is likely to cause serious harm, we’ll tell the people affected and the Office of the Australian Information Commissioner (OAIC), and the tradies whose clients are involved, as quickly as we can.
9. How long we keep it
We keep information while a tradie is our client, then for up to seven years so there’s a record of what was sent and when, for tax, legal and dispute purposes. After that we delete it or permanently de-identify it. Quotes and invoices in Xero belong to the tradie and stay in their Xero.
Website enquiries that don’t turn into clients are deleted within two years.
10. Marketing and opting out
Review requests and other marketing messages we send for a tradie always say who they’re from and include an easy way to opt out, such as replying STOP. We act on opt-outs within five working days, and usually much faster. Opting out of marketing doesn’t stop reminders about an invoice you owe.
If you’ve enquired about Tradie Quo, you can ask us to stop contacting you at any time.
11. Cookies
This website uses Google Tag Manager, which can load Google tools that use cookies to measure how visitors use the site, such as which pages are viewed and for how long. We use this to improve the site. It doesn’t tell us who you are. You can block or delete cookies in your browser settings, and the site will still work.
12. Seeing or correcting your information
You can ask us for a copy of the personal information we hold about you, or ask us to correct it. Email us and we’ll respond within 30 days. We may need to confirm who you are first. If you’re a tradie’s client, you can also ask the tradie directly.
13. Complaints
If you’re unhappy with how we’ve handled your information, email us and we’ll reply within 30 days. If you’re still not satisfied, you can contact the Office of the Australian Information Commissioner at oaic.gov.au or on 1300 363 992.
14. Changes to this policy
We’ll update this policy when our services or the law change. The date at the top shows when it last changed. If a change materially affects how we use your information, we’ll tell our clients by email first.
15. Contact us
Tradie Quo, Sydney NSW. ABN to be added.
Email: [email protected]