Privacy Policy

Last updated: 23 September 2026

Draft — pending legal review. This page is a good-faith starting draft, not something a lawyer has checked yet. Business details marked [TBC] below are placeholders — Trade Quote Forge doesn't have a registered ABN or business address yet. Replace those and get this reviewed before relying on it for a real dispute. This draft is written to be consistent with the Australian Privacy Principles (APPs), but hasn't been checked against them by a lawyer.

This Privacy Policy explains what personal information Trade Quote Forge, ABN [TBC], of [registered business address — TBC] (“we”, “us”, “our”) collects through the Trade Quote Forge web app (the “Service”), how we use it, and the choices you have.

1. What we collect

Account details — business name, your name, email address, phone, trade, and a securely hashed password (we never store your password itself, only a one-way bcrypt hash of it).
Business data you enter — your labour rates, material prices, business settings (including a logo, if you upload one) and payment terms.
Client and job data you enter — your clients' names, contact details, addresses, and the jobs, quotes and quote documents you create for them.
Files you upload — plans, photos or documents you attach to a job so the Service can read them and help draft a quote.
Usage data — how many quotes and AI calls your account has made in a given month (used to apply plan limits and, for us internally, to estimate our own running costs — never shown to or shared with other accounts).
Technical data — IP address and basic request metadata, kept briefly for rate-limiting and abuse prevention (e.g. stopping repeated failed logins or signup spam).

2. How we use it

To provide the Service — storing and showing you your own jobs, clients, rates and quotes.
To generate AI-assisted quotes and price line items from the job details, files and rates you provide (see “Third parties” below for how this reaches our AI provider).
To send account-related emails — signup confirmation, welcome messages, password resets, and (if you contact us) replies.
To enforce plan usage limits and to keep the Service secure (rate limiting, fraud/spam prevention).
To improve the Service — understanding, in aggregate, how it's used, and estimating our own AI running costs.

We don't sell your personal information, and we don't use your business or client data to train any AI model.

3. Third parties we share data with

We use a small number of third-party services to run Trade Quote Forge. Being upfront about who they are and what they see:

Anthropic (Claude AI) — when you generate a quote or price a line item, the relevant job details, files and your rates are sent to Anthropic's API to produce the draft. Anthropic processes this to return a response and, per its own API terms, does not use API inputs to train its models by default.
Resend — sends our transactional emails (verification, welcome, password reset) on our behalf; it processes the recipient email address and message content needed to deliver those emails.
Railway — hosts the application and stores your account's data on our behalf, on infrastructure we control.

We don't share your data with anyone else except: where you've asked us to (e.g. a support request), where required by law, or where necessary to protect the security of the Service or other users.

4. Data storage, isolation and security

Each business account's data is stored separately from every other account's — one account can never see another's clients, rates or quotes. Data is stored on a persistent volume on our hosting provider (Railway) and access to it is restricted to what the Service itself needs to operate, plus administrative access by us for support and account approval. We use industry-standard measures (HTTPS in transit, hashed passwords, rate-limited login) to protect your data, but no system is completely immune to risk, and we can't guarantee absolute security.

5. Data retention

We keep your account data for as long as your account is active, so the Service can function. If you close your account, we'll retain your data for a reasonable period afterward in case you want it back, then delete it. We may keep minimal records (e.g. that an account existed) longer where needed for legal, accounting or security reasons.

6. Cookies

We use a single session cookie to keep you logged in. It's used only to identify your session to our own servers — we don't use tracking or advertising cookies, and we don't share cookie data with advertisers.

7. Your rights

You can access, correct or delete most of your own data directly within the app (Settings, Clients, Rates). You can also ask us directly to access, correct, export or delete your personal information, or to close your account, by contacting us (below). If you're in Australia, this is consistent with your rights under the Australian Privacy Principles; if you're elsewhere, you may have equivalent rights under your local law and we'll do our best to honour them.

8. Children's privacy

The Service is intended for business use by adults running or working in a trade business. It's not directed at children, and we don't knowingly collect personal information from anyone under 18.

9. Changes to this policy

We may update this Privacy Policy as the Service, or the third parties we use, change — for example once the business is formally registered. We'll update the “last updated” date above when we do.

10. Contact

Questions about this policy, or want to exercise any of the rights above? Reach us at info@tradequoteforge.com.au or via our contact form.