Privacy Policy

Name, email address, and hashed password (managed by our authentication provider, Clerk). This is collected when you register for an account. If you enable two-factor authentication (2FA), we store an encrypted TOTP secret associated with your account to verify your identity at sign-in.

Business name, trading name, ABN, industry/trade type, phone number, and company logo (uploaded as an image and stored in cloud object storage). This is provided by you during onboarding or via the Settings page.

Client names, client email addresses, project names, project numbers, site addresses, scope-of-works notes (including voice recordings that you dictate — recordings are transcribed and immediately discarded; only the transcript is retained), quote line items, quantities, pricing figures, markup percentages, and any free-text notes you enter about a project.

Note: client data entered by you (e.g. your client's name and email) is stored on your behalf as a data processor. You remain the data controller for your clients' information and are responsible for ensuring you have appropriate authority to share it with us.

When you send a client a photo-upload link, any photos your client submits through that link are stored in cloud object storage and associated with your job record. Photos may contain metadata (e.g. EXIF location data) embedded by the client's device. You are responsible for managing and, where required, deleting your clients' photos. We act as a data processor for client-submitted photos on your behalf.

Sender email addresses you verify (including the verification codes we send and the time of verification), the list of verified sender addresses associated with your account, quote email templates you write, the content of quote emails sent to clients via the Platform (including scheduled sends), email delivery records logged in our email log, and any communication you send us for support purposes.

If you invite colleagues or staff to your account, we collect their name, email address, assigned role, invite acceptance status, and the date the invitation was created and accepted. Invited team members must create their own account and are subject to this Privacy Policy in their own right.

Subscription plan tier, subscription status, Stripe customer and subscription identifiers, seat add-on quantities (Quote Seats and Office Seats), and deposit payment records. Card details are collected directly by Stripe and are never stored on our servers. We receive confirmation of successful payment events from Stripe via webhooks.

Name, email address, business name, phone number, trade type, and any activation code you provide when expressing interest in the Platform prior to creating an account (including beta and referral programs).

Default markup percentages, quote email templates (subject and body), sender email address preferences, notification preferences, and company branding settings saved in the Platform. On the mobile application, certain settings are stored locally on your device using AsyncStorage and are not transmitted to our servers unless you explicitly save them.

When you use AI features (including The King voice assistant, scope extraction, floor-plan upload, dimension extraction, description generation, and audio transcription), we collect or process the following data:

• Voice and audio recordings — audio you record via the Platform's dictation or voice-memo features. Recordings are transmitted to Google's Gemini AI API for transcription. ⚠ TODO [verify]: Confirm whether raw audio files are stored server-side after transcription, or discarded immediately. Current understanding is that audio is discarded after transcription — only the transcript is retained — but this must be verified against the actual server-side code before this policy is finalised.
• Transcripts — the text output of audio transcription. Transcripts are stored as part of your job records.
• Uploaded images — floor-plan images you upload to the web Control Centre for AI dimension extraction. Images are transmitted to Google's Gemini AI API for processing (vision-only prompt; the AI reads printed dimensions, never infers from scale).
• Job and scope content — scope-of-works text, rate-card identifiers, room and opening descriptions, and other job content submitted to The King for classification, extraction, or description generation. Pricing figures, client personal information and financial data are never sent to the AI model.
• AI usage metadata — timestamps, AI action types, endpoint names, credit weights consumed, and your IP address. This data is used to enforce monthly usage limits, detect abuse, and generate aggregated analytics. See Section 2.11 for IP address handling.

Purposes of AI data collection: to transcribe your speech; to classify voice commands and take account actions on your behalf; to extract scope items, dimensions and quantities from text or images; to generate quote content; to enforce monthly AI usage limits; and to detect and prevent abusive use of AI endpoints.

Consent: by using any voice or AI feature on the Platform, you consent to your inputs being transmitted to and processed by the third-party AI subprocessors described in section 6.1 and to the collection of AI usage metadata as described above.

Subprocessors: AI inputs are processed by the following third parties (see section 6.1 for full details):

• Google LLC (Gemini AI) — transcription, scope extraction, dimension extraction, floor-plan reading, command classification, and description generation. Data is processed in the United States. [TODO: confirm Google's API data-retention policy and whether Google uses API inputs to train models — update this section accordingly.]
• Replit Inc. — cloud hosting and managed AI integration proxy through which Gemini API calls are routed. Data is processed in the United States.
• Clerk Inc. — authentication; your Clerk user ID is logged alongside AI usage events for per-user quota tracking. Data is processed in the United States.

[TODO: confirm whether any other subprocessors (e.g. third-party vector stores, logging services) receive AI inputs or usage data, and add them here if so.]

IP addresses (used for rate limiting and abuse prevention; not stored beyond the request), server request logs (retained for up to 30 days), session tokens, and browser or device type from standard web server logs. On the mobile application, your device may transmit standard Expo/React Native telemetry as described in Expo's privacy policy. We do not currently use cookies for advertising or cross-site tracking.

Where SMS notifications are enabled for your account (e.g. admin login alerts, client notifications), we pass your mobile phone number and the notification content to our SMS provider, ClickSend, for delivery. We retain a record of sent SMS notifications for operational and billing purposes.

If you use the certifier email feature, we collect and store the building certifier's or inspector's name, email address, phone number, and company name that you enter in your Settings. This information is stored on our servers and is used solely to pre-populate the certifier email form and to send certifier emails on your instruction. We also store the content and delivery status of certifier emails you send through the Platform.

Note: certifier contact details are business contact information stored by you for professional communication purposes. You are responsible for ensuring you have a lawful basis to store and communicate with the nominated certifier.

If you use the subtrades management feature, we collect and store the names, contact details, trade specialisations, and any notes you enter for your subcontractors and subtrade contacts. This data is stored on our servers and is accessible to authorised team members on your account. You are responsible for obtaining any consents required to store third-party contact information.

When you create tasks in the CRM task management feature, we collect and store the task type, any custom task description, the name of the team member the task is assigned to, the name of the team member who created the task, the client the task relates to (by reference to the client record), and the date the task was created and completed. Task data is visible to all team members on your account.

When you create and send variation documents through the Platform, we store the variation reference, title, line items, pricing figures, status (proposed, approved or declined), the client's response (if any), and the date and time of any client response. Variation approval links are token-secured and single-use.

If you enable the HubSpot integration, we sync job and client data (including client names, email addresses, phone numbers, project details and quote status) between our Platform and your HubSpot account. We store HubSpot contact and deal identifiers to maintain the sync relationship. The data transmitted to HubSpot is governed by HubSpot's own privacy policy.

If you create call script templates in the Platform, we store the script name, content, and associated metadata. Call scripts may contain sales or communication language you have authored and are stored on our servers accessible to your team.

Web URLs you add to the price-monitoring feature so the Platform can check for changes in supplier pricing.

These parties receive data from us to deliver their services on our behalf. We do not authorise them to use your data for their own purposes.

• Clerk — identity and authentication management (United States). Stores account credentials and manages sign-in sessions. Data is encrypted in transit and at rest.
• Stripe — payment processing for subscriptions, seat add-ons and deposit links (United States). Stripe is PCI DSS Level 1 certified. We share Stripe customer identifiers and subscription metadata.
• Resend — transactional email delivery including quote emails, certifier emails, verification codes and team invitations (United States). Email content and recipient addresses are passed to Resend for delivery.
• ClickSend — SMS notification delivery where enabled (Australia / United States). Phone numbers and message content are passed to ClickSend for delivery.
• Google (Gemini AI) — AI-powered scope extraction and description generation (United States). Scope text and rate-card identifiers only; no personal or pricing data is shared.
• Replit — cloud infrastructure, hosting and object storage for uploaded files including company logos, client-submitted project photos, and audio transcriptions (United States).

Certain Platform features transmit your clients' personal information to third parties that you nominate and control — not third-party processors we have engaged. In these cases, we act as a technical conduit only; you are the data controller for those disclosures and are solely responsible for compliance with the Privacy Act 1988 (Cth) and all other applicable laws.

• Certifiers and Building Inspectors — when you use the certifier email feature, the Platform sends an email to the certifier email address you have configured in your Settings. That email may include your client's name, phone number, site address, project name, and a token-secured link to a gallery of the client's project photos. You must obtain your client's consent before using this feature to share their personal information with any certifier.
• Your Clients — when you send a quote, variation approval link or photo upload link, the Platform delivers that email to the client email address you nominate. The content of those emails is authored or approved by you.

If you enable the HubSpot CRM integration, we sync client and job data (client names, email addresses, phone numbers, project details, and quote status) with your HubSpot account. HubSpot is an independent data controller for data held in your HubSpot account. Their handling of synced data is governed by HubSpot's Privacy Policy (hubspot.com/legal/privacy-policy). We are not responsible for HubSpot's privacy practices. By enabling the HubSpot integration, you represent that you have a lawful basis to transfer your clients' data to HubSpot.

All third-party service providers listed in section 6.1 are based in or process data in the United States. HubSpot (where enabled) may also process data in the United States and other jurisdictions. By using the Platform you consent to the disclosure of your personal information to these overseas recipients. We take reasonable steps to ensure these recipients handle your information in a manner consistent with the APPs, however, APP 8.1 obligations to take reasonable steps to ensure overseas recipients comply with the APPs are satisfied by your consent.

Personal information visible within your account (job records, client names, quote details, CRM tasks, client notes, variation records) is accessible to all team members you have invited to your account, in accordance with their assigned role. You acknowledge and consent to this disclosure when you invite a team member.

We may also disclose personal information: (a) where required or authorised by law; (b) to enforce our Terms of Service; (c) to protect the safety of any person; or (d) in connection with a merger, acquisition or sale of our business (in which case we will notify you).