Privacy Policy

This policy applies to the sole trader trading as Swiftscope, ABN 13 829 040 278 ("Swiftscope", "we", "us"), and covers the swiftscope.com.au website, the Swiftscope quoting and job management platform, and any related mobile or desktop experience (together, the "Service").

Swiftscope has two kinds of users whose personal information we handle differently:

• Tradie account holders - the trade businesses and their staff who sign up to use Swiftscope to quote, manage, and invoice jobs.
• Homeowners and other members of the public - people who submit a quote request through our public directory, or whose contact details a tradie enters into the platform as part of running their own business (e.g. a client's name, address, or phone number on a quote).

We handle personal information in accordance with the Australian Privacy Principles (APPs) under the Privacy Act 1988 (Cth), and, for individuals in New Zealand, the Information Privacy Principles (IPPs) under the Privacy Act 2020 (NZ). Where this policy refers to "personal information", that has the meaning given in both Acts - broadly, information about an identified or reasonably identifiable individual.

From tradie account holders, we collect:

• Account details: name, email address, phone number, password (stored as a salted hash, never in plain text), business name, ABN, trade type, and service area.
• Billing details, where applicable: handled directly by our payment processor (Stripe) - Swiftscope does not store full card numbers.
• Content you create or upload: quotes, price book items, job records, client details you enter (see below), site photos, drawings and plans, and voice notes you record for AI-assisted quoting.
• Team and business data: details of staff you invite to your account, timesheets, and job costing records.
• Communications: support requests and any correspondence with us.
• Technical data: IP address, device and browser type, and usage data collected via analytics (see Section 5).

From homeowners and other members of the public, we collect:

• Contact and job details submitted through a quote request form on our public directory (name, contact details, suburb/postcode, and a description of the job).
• Any client details a tradie using Swiftscope enters about you in the course of quoting or managing your job (e.g. your name, address, phone number, and email) - this information is entered and controlled by the tradie as our customer, not collected by us directly from you.

We do not intentionally collect sensitive information (as defined under the APPs and the NZ Privacy Act, e.g. health information, and we ask that tradies and homeowners avoid including it in free-text fields such as job descriptions or notes.

We collect personal information directly from you when you create an account, use the Service, submit a quote request, contact support, or otherwise interact with our website. Where practical, we collect information directly from the individual concerned. Where a tradie enters details about their own client into Swiftscope, that information is collected by the tradie in the course of running their business - the tradie is responsible for having a lawful basis to hold and use that information, and Swiftscope processes it on the tradie's behalf as described in Section 4.

We use personal information to:

• Provide, operate, and maintain the Service, including generating quotes, managing jobs, and syncing with connected services such as Xero.
• Provide AI-assisted features - for example, analysing an uploaded drawing or photo, or transcribing a voice note, to help populate a quote. These uploads are sent to our AI provider (Anthropic, via the Vercel AI Gateway) solely to generate that response; see Section 6 for how this is handled.
• Process payments and manage billing, via Stripe.
• Send transactional emails (e.g. quote notifications, onboarding emails, team invitations) via Resend.
• Connect homeowners with tradies through the public directory and quote request system.
• Respond to support requests and communicate with you about your account.
• Monitor, secure, and improve the Service, including detecting and preventing fraud, abuse, and security incidents.
• Comply with our legal obligations.

We do not sell personal information to third parties, and we do not use tradie client data or uploaded drawings to train our own AI models.

The Service uses the following:

• Essential cookies: used to keep you signed in (via Supabase Authentication) and to maintain basic site functionality. These are required for the Service to work and can't be disabled without losing access to your account.
• Vercel Analytics and Speed Insights: privacy-oriented, cookieless analytics used to understand aggregate site performance and usage. This does not use tracking cookies or build a profile of you as an individual.
• Google Analytics: we use Google Analytics (gtag.js) to understand how visitors use our website. Google Analytics uses cookies and collects information such as pages viewed, referral source, and device/browser type. This data is processed by Google, which may store and process it on servers located outside Australia and New Zealand, including in the United States. You can opt out of Google Analytics tracking using Google's browser opt-out add-on or your browser's cookie/tracking protection settings.

Most browsers let you block or delete cookies through their settings. Blocking essential cookies will prevent you from logging in to Swiftscope.

Under Australian Privacy Principle 8 and the equivalent NZ Privacy Act provisions, we're required to tell you where personal information may be disclosed overseas. Here's the actual breakdown for Swiftscope:

• Database and file storage (Supabase): hosted in Sydney, Australia (ap-southeast-2). Your account data, quotes, jobs, and uploaded files are stored here.
• Application hosting (Vercel): our web application runs on Vercel's infrastructure, which may process requests through servers located outside Australia as part of its global network.
• AI processing (Anthropic, via the Vercel AI Gateway): when you use an AI-assisted feature (drawing analysis, voice quoting, or the business assistant), the relevant image, audio transcript, or text is sent to Anthropic for processing. This processing occurs on infrastructure located outside Australia, primarily in the United States.
• Payments (Stripe): if you subscribe to a paid plan, your payment details are collected and processed directly by Stripe, which operates internationally including in the United States.
• Email delivery (Resend): transactional emails are sent via Resend, which may process email content and delivery metadata on servers outside Australia.
• Accounting integration (Xero): if you choose to connect Xero, invoice and contact data is shared with Xero in accordance with your own Xero account and its privacy terms. Xero is an Australian and New Zealand company with regional data hosting options.

We take reasonable steps to ensure our service providers handle personal information in a manner consistent with the APPs and the NZ Privacy Act, including through contractual commitments, but we are not always able to guarantee that overseas recipients are bound by an equivalent law - this is disclosed here so you can make an informed decision about using the Service.

Consistent with Australian Privacy Principle 11 and the equivalent NZ requirement to take reasonable security safeguards, we take the following steps to protect personal information from misuse, interference, loss, unauthorised access, modification, or disclosure:

• Encryption in transit (HTTPS/TLS) for all traffic to and from the Service.
• Row-level security policies in our database, so that one business's data is not accessible to another business's account.
• Rate limiting on AI-powered and other sensitive endpoints to reduce the risk of automated abuse.
• Access to production systems and customer data is restricted to authorised personnel on a need-to-know basis.
• Passwords are never stored in plain text.
• Regular dependency and security review of the platform's codebase.

No method of transmission or storage is 100% secure, and we can't guarantee absolute security. If you become aware of a security issue affecting Swiftscope, please contact us immediately at team@swiftscope.com.au.

If we experience a data breach that is likely to result in serious harm to individuals whose personal information is involved, we will comply with our obligations under the Notifiable Data Breaches (NDB) scheme in Australia (Part IIIC of the Privacy Act 1988) and the equivalent notification obligations under the NZ Privacy Act 2020, including notifying affected individuals and the relevant regulator (the Office of the Australian Information Commissioner, and/or the NZ Office of the Privacy Commissioner) where required.

We keep personal information for as long as your account is active, and for a reasonable period afterwards to meet legal, accounting, or reporting requirements. If you close or delete your Swiftscope account, your data enters a 30-day recovery window during which it can be restored on request, after which it is permanently deleted from our active systems (residual copies may persist briefly in backups before they are cycled out).

Homeowner quote request data submitted through the public directory is retained for as long as reasonably necessary to facilitate the relevant job enquiry, or until the homeowner asks us to delete it.

Under APP 12 and 13 (and the equivalent NZ IPPs 6 and 7), you have the right to ask for access to the personal information we hold about you, and to ask us to correct it if it's inaccurate, out of date, incomplete, irrelevant, or misleading. You can access and update most of your account information directly within the Service under Settings.

For anything you can't access or correct yourself, or if you have a complaint about how we've handled your personal information, contact us at team@swiftscope.com.au. We'll acknowledge your complaint and aim to resolve it within a reasonable time.

If you're not satisfied with our response, you can lodge a complaint with:

• In Australia: the Office of the Australian Information Commissioner (OAIC).
• In New Zealand: the Office of the Privacy Commissioner.

Swiftscope is a business-to-business platform intended for trade business owners, staff, and adult homeowners. It is not directed at, and we do not knowingly collect personal information from, children.

Our public directory may display information about trade businesses, and tradie profiles may link to external websites or review platforms. We are not responsible for the privacy practices of external sites you visit from Swiftscope. This policy only covers information handled by Swiftscope itself.

We may update this policy from time to time to reflect changes to the Service or our legal obligations. The "last updated" date at the top of this page shows when it was last revised. Material changes will be notified to account holders via email or an in-app notice.

For any question about this policy or how we handle personal information, contact:

Swiftscope (sole trader)
ABN: 13 829 040 278
Location: Melbourne, Victoria, Australia
Email: team@swiftscope.com.au