Privacy Policy

This policy explains how Sam Lewis (trading as SOL Quoting) (ABN 63 863 607 253), a sole trader based on the Gold Coast, Australia (“Estimate”, “we”, “us”), handles personal information when you use the Estimate website and app (the “Service”). We handle personal information in line with the Australian Privacy Principles in the Privacy Act 1988 (Cth), whether or not the small business exemption applies to us.

1. Who this policy covers

• Our customers: the tradies and businesses who sign up to Estimate, and their staff.
• Our customers’ clients: people a business quotes using Estimate. Section 5 explains how we handle their information.
• Website visitors and people who join a waitlist.

2. What we collect

• Account details: your name, business name, email address and password (stored hashed, never readable by us), and the date you agreed to our Terms.
• Business profile: trades, rates, wages, licence number, ABN, business contact details, logo and other settings you add.
• Quote content: floor plans and price lists you upload, client names and contact details, job addresses, line items and notes.
• Quote link activity: when a client opens a quote link, whether they accept or decline it, the name they give when they respond and any reason they give for declining.
• Billing details: your plan, trial dates and payment status. Card details are collected and held by Stripe, not by us.
• Usage and device data: log data such as IP address, browser type and the pages and features used, to run and secure the Service.
• Messages you send us, such as support emails.
• Waitlist sign-ups: your email address, which waitlist you joined and, for the overseas waitlist, your country.

We collect most of this from you directly. Information about your clients comes from you. Payment status comes from Stripe. Some usage data is collected automatically (section 10). We don’t need, and ask you not to upload, sensitive information such as health information.

You can browse our website without telling us who you are. To use the app we need your name, business name and email address, and a card to start the trial; without them we can’t set up your account.

3. Why we use it

• To provide the Service: reading plans, pricing and building quotes, making PDFs, sending quote links and emails for you, and storing your work.
• To sign you in and keep your account secure.
• To run your subscription and send billing and account emails (for example, trial and payment notices).
• To answer your questions and give support.
• To fix problems, prevent misuse and improve the Service.
• To meet our legal obligations, such as keeping financial records.

We don’t sell personal information, and we don’t use it for advertising.

4. Emails from us

• We send account, security and billing emails as part of the Service. These aren’t marketing.
• We only send marketing emails (for example, news about features or plans) if you’ve agreed to receive them. Every marketing email identifies us and has a working way to unsubscribe, and we act on unsubscribe requests within 5 working days, as the Spam Act 2003 (Cth) requires.
• If you join a waitlist, we’ll email you once when that plan or country is ready, and that email will also let you unsubscribe.

5. Your clients’ information

When a business uses Estimate to quote, it decides what client details go in, such as names, phone numbers, email addresses and job addresses. That information belongs to the business. We hold and use it on the business’s behalf, as its service provider, only to provide the Service to that business: to store quotes, show the quote link to the client, email quotes and follow-ups for the business and tell the business when a client responds. We don’t use it to contact clients for our own purposes, and other Estimate users can’t see it.

If you’re a client of a business that uses Estimate and you want to see, correct or delete your information, or stop follow-up messages, please contact that business. You can also email us at support.estimate@gmail.com and we’ll pass your request on and help the business respond.

6. AI plan reading

Floor plans, price lists and related job details you upload are sent to Anthropic, whose Claude AI models read them, so we can return the rooms, measurements and quantities that fill in your quote. We don’t use your content to train AI models, and under its commercial terms Anthropic doesn’t train its models on data sent through its API. Anthropic may keep data for a limited time for safety and misuse monitoring.

7. Who we share information with, including overseas

We share personal information only with the providers we need to run the Service:

• Anthropic (United States): reading floor plans and price lists.
• Google Maps Platform (Google, United States): looking up job addresses for the job map.
• Stripe (United States): subscription billing and payments, including the card you add for the trial.
• Supabase (United States): database, sign-in and file storage, where your account and quotes are kept.
• Vercel (United States): hosting the website and app, and our cookieless analytics (section 10). The app’s servers run in Sydney; website delivery and analytics use Vercel’s global network.
• Resend (United States): delivering emails the app sends, such as quotes and follow-ups sent for a business.

This means your information is likely to be stored in or accessed from the United States, and may also be processed in other countries where these providers or their own suppliers operate. Before we use a provider, we take reasonable steps to make sure it protects personal information in a way consistent with the Australian Privacy Principles, for example through its data protection terms and security commitments.

We may also disclose information if the law requires it, to protect someone’s safety, or to a buyer of the business if Estimate is sold (who would have to keep handling it under this policy).

8. Security

Data is encrypted in transit. Your data is kept separate from other users’ at the database level, and access to production data is restricted. We take reasonable steps to protect personal information from misuse, interference, loss and unauthorised access, change or disclosure, but no system is completely secure.

9. Data breaches

If we have a data breach that is likely to cause serious harm to anyone, we’ll act quickly to contain it, assess it and notify the people affected and the Office of the Australian Information Commissioner, as the Notifiable Data Breaches scheme requires. If it affects information a business holds about its clients, we’ll tell that business promptly so it can meet its own obligations.

10. Cookies and analytics

We use essential cookies to keep you signed in and to run the Service. We don’t use advertising or cross-site tracking cookies.

To see how the website is used, we use Vercel Web Analytics. It sets no cookies and doesn’t follow you to other sites. It records the page you viewed (without anything after a “?” in the address, and with customer quote links shortened so their access code is never sent), the referring site, your country, and your browser, operating system and device type. Visitors are counted using a value derived from the request that changes every day, so we can’t recognise you from one day to the next. We also count a few steps in signing up (starting the form, creating an account, uploading a first plan) without your name, email or the plan itself.

11. How long we keep information

• We keep your account and quote data while your account is open, so your quotes and rates are there when you need them.
• If you delete a quote, it’s removed from your account.
• If you ask us to close your account, we delete or de-identify your personal information and your clients’ information, except what we must keep by law (such as payment and tax records, which are generally kept for 5 years). Copies in backups are removed as the backups expire.
• If your plan ends and your account stays inactive, we’ll email you at least 30 days before deleting its data.
• Waitlist emails are deleted once we’ve sent the “it’s ready” email, or earlier if you ask.

12. Seeing and correcting your information

You can see and update most of your information in the app (Settings and Rate Cards). You can also ask us for a copy of the personal information we hold about you, ask us to correct it, or ask us to delete it, by emailing support.estimate@gmail.com. We’ll respond within 30 days and won’t charge you. If we can’t do what you ask, we’ll tell you why in writing and how to complain.

13. Complaints

If you think we’ve mishandled your personal information, email support.estimate@gmail.com with the details. We’ll acknowledge your complaint within 7 days and aim to resolve it within 30 days. If you’re not satisfied with our response, you can complain to the Office of the Australian Information Commissioner (OAIC): oaic.gov.au, phone 1300 363 992.

14. Changes to this policy

We may update this policy, for example when we add a new provider or feature. We’ll change the date at the top, and email account holders about significant changes before they take effect. See also our Terms of Service.

15. Contact us

Privacy questions, requests and complaints: support.estimate@gmail.com. Sam Lewis (trading as SOL Quoting), ABN 63 863 607 253, Gold Coast, Australia.