QuoteEZ
Privacy policy
1. Who we are
QuoteEZ is software made by IDEAS IT PTY LTD (ABN 30 622 032 099). You can contact us at support@quoteez.com.au. In this policy, "we" and "us" mean IDEAS IT PTY LTD.
This policy explains how we handle personal information in the QuoteEZ apps for iPhone and Android, on quoteez.com.au, and in the links customers receive by email. We follow the Australian Privacy Principles in the Privacy Act 1988.
2. Two kinds of information
Information about you, the QuoteEZ user. When you or your business uses QuoteEZ, we collect information about you to run your account. We are responsible for this information.
Information your business keeps about its own customers. Repair businesses use QuoteEZ to record their customers, vehicles, estimates, invoices and loan cars. The business decides what to record and is responsible to its customers for it. We store and process that information for the business, only to provide QuoteEZ to it. If you are a customer of a business that uses QuoteEZ, please contact that business first about your information. We will help the business respond.
3. What we collect
About QuoteEZ users
- Your name, email address and mobile number.
- How you sign in: Apple, Google, Microsoft or email and password. We receive an account identifier from the sign-in provider, never your password for that provider.
- Your business's details: name, ABN, address, logo, and the bank details you choose to print on invoices.
- Which phone you use QuoteEZ on, so your work syncs correctly, and a record of what each person changed, for security.
- A record of each AI reading: when, who, which model and what it cost.
- Subscription and AI credit purchases. Card payments are handled by Stripe. We never see or store your full card number.
What businesses record about their customers
- Customer names, phone numbers, email and postal addresses.
- Vehicles: rego, VIN, make, model, colour and photos of the vehicle and its damage.
- Estimates, jobs, invoices and payments, including insurer, claim number and excess.
- For loan cars: driver names, date of birth, licence number, expiry and type, a photo of the licence, handover photos and the driver's signature.
Collected through the app
- Camera and photos. Only the photos you take or choose in QuoteEZ.
- Microphone. Only while you record a voice estimate. The recording is sent to be turned into text and is not kept on our servers.
- Approximate location (Android). Used only to suggest nearby addresses while you type one. It is not stored.
Services you choose to connect
If your business connects its email, Xero, QuickBooks or its bank feed, we keep the access that service gives us, and use it only for the job described in section 4. You can disconnect any of them in the app's settings.
4. How we use it
- To provide QuoteEZ: save and sync your work, create documents and show them to the right people in your business.
- To read vehicle details from photos and turn voice estimates into text.
- To send the estimates, invoices and reminders you choose to send, and to show the customer's view link.
- To send invoices to Xero or QuickBooks, and to match payments from your bank feed to invoices, when you have connected them.
- To bill for subscriptions and AI credits.
- To keep QuoteEZ secure, find and fix problems, and answer support requests.
We do not sell personal information. We do not use it for advertising. We do not use your business's information to train AI models, and the AI provider we use does not train its models on it.
6. Information sent overseas
Your business's records are stored in Australia. Some providers process information outside Australia to do their job, mainly in the United States: OpenAI (reading photos and voice), Resend (email delivery), Stripe (payments), Intuit and Xero (accounting), and the sign-in providers. We choose providers that protect information to a standard similar to the Australian Privacy Principles.
7. Where it's kept and how it's protected
- Records and photos are kept on Google Cloud in Sydney, Australia.
- Information is encrypted when it travels and when it is stored.
- Each business's information is kept separate, and the database itself refuses to show one business's records to another.
- Within a business, each person sees only what their role allows. Licence photos can only be opened by people the business has allowed to see them, and each opening is recorded.
- Daily backups are kept for 30 days so information can be recovered after a mistake or a fault.
8. How long we keep it
We keep information while your business's account is open. Deleting a document in QuoteEZ hides it but keeps the record, because businesses must keep tax records. An invoice is voided rather than removed.
Free trial. The free trial is for trying QuoteEZ. What a business records during the trial is not carried over when it starts paying. It is deleted 30 days after the business starts paying, or 30 days after the trial ends if the business doesn't continue.
Paused accounts. A business that stops paying, or pauses, keeps its records in QuoteEZ for 5 years, so it can come back and meet its own record-keeping obligations. Older photos move to long-term storage. After 5 years we delete the records, after emailing the business. A business can ask us to delete its records sooner by emailing support@quoteez.com.au. Backups expire 30 days after a deletion.
9. Seeing, fixing and deleting your information
You can see and correct most of your information in the app. You can ask us for a copy of the personal information we hold about you, or ask us to correct it, by emailing support@quoteez.com.au. We will reply within 30 days.
You can delete your QuoteEZ account in the app (Settings, Account, Delete account) or by emailing us.
10. Questions and complaints
Email support@quoteez.com.au. We will look into it and reply within 30 days. If you are not satisfied with our reply, you can complain to the Office of the Australian Information Commissioner at oaic.gov.au.
11. Changes to this policy
We will update this page when the way we handle information changes, and tell users in the app before any significant change takes effect.