Privacy Policy

Who we are

This policy explains how Trade Flow, an Australian business trading as Trade Flow, handles personal information. We are the controller of the personal information described here and we comply with the Privacy Act 1988 (Cth) and the Australian Privacy Principles. Contact us at support@tradeflow.com.au.

What we collect and why

• Account details (name, email, password, business name, trade, ABN, phone): to create your account, provide the service and show your details on quotes. Basis: performing our contract with you.
• Job content (voice recordings, transcripts, notes, quotes, line items): to transcribe memos, draft quotes with AI and send them. Recordings are processed to create text and are not kept as audio. Basis: contract.
• Your clients' details (name, email, phone, job address, typed signature): entered by tradespeople to send and record approval of quotes. Basis: legitimate interests of the tradesperson and us in providing quotes.
• Support messages: to help you. Basis: contract and legitimate interests.
• Usage and device data (IP address, browser, pages used, logs): to keep the service secure, prevent fraud and improve it. Basis: legitimate interests.
• Marketing: product updates by email only if you agree. Basis: consent, which you can withdraw at any time.

Who we share it with

• Service providers that help us run Trade Flow, such as hosting, database, authentication, email and AI processing providers, under contracts that protect your information.
• Paddle, our Merchant of Record, for selling subscriptions, managing billing, processing payments, tax compliance and invoicing.
• Professional advisers such as lawyers and accountants.
• Authorities where required by law.

Some providers may store or process information outside Australia, for example in the United States or Europe. We take reasonable steps to ensure they protect it to a standard consistent with Australian privacy law.

How long we keep it

We keep personal information while your account is active and for as long as needed to provide the service, meet legal, tax and accounting obligations, and resolve disputes. When it is no longer needed we delete or anonymise it.

Your rights

You can ask to access or correct your personal information, ask us to delete it, or opt out of marketing. If you have a complaint, contact us first and we will respond within 30 days. If you are not satisfied you can complain to the Office of the Australian Information Commissioner (oaic.gov.au).

Security

We use appropriate technical and organisational measures to protect personal information, including encryption in transit, access controls and per-account data separation.

Cookies

We use only essential cookies and browser storage needed to keep you signed in and make the service work. We do not use advertising cookies. You can clear these through your browser settings, but you will need to sign in again.

Changes

We may update this policy and will post the new version here.