QuoteFlow Privacy Policy

QuoteFlow is operated by Lillie Auer, a New Zealand sole trader trading as GZMO. GZMO is a trading name, not a separate company and not a limited liability entity: the operator is the sole trader personally, the intended jurisdiction is New Zealand, and the New Zealand Business Number (NZBN) is 9429054043053. The privacy and support contact is quoteflow@outlook.co.nz. Under the Privacy Act 2020 the operator is the agency responsible for the personal information described here.

Operator's full legal name: Lillie Auer

The operator does not hold a separate business address, and no address has been invented to fill the gap. Notices, support requests and privacy requests are all handled by email at quoteflow@outlook.co.nz, which is the contact route the operator provides. Official guidance on the principle that requires people whose information is collected indirectly to be told the collecting agency's name and address says the address may be given as "or equivalent e.g. email or website", so the email route is the equivalent given here. No provision in the Privacy Act 2020, or in the Commissioner's guidance reviewed for these drafts, requires a physical or postal address for legal notices or for privacy requests.

That question is settled rather than open: the official guidance on the principle that requires a collecting agency to give its name and address says the address may be given as “or equivalent e.g. email or website”, so the email route above is the equivalent given here. No provision in the Privacy Act 2020, or in the Commissioner's guidance reviewed for this policy, requires a physical or postal address for legal notices or for privacy requests.

Privacy officer: Lillie Auer, the operator of QuoteFlow, who is the individual responsible for privacy under section 201 of the Privacy Act 2020. Privacy requests, access and correction requests, complaints and reports of a suspected privacy breach go to quoteflow@outlook.co.nz.

In this policy, “QuoteFlow”, “we”, “us” and “our” refer to the operator of the QuoteFlow service.

QuoteFlow is built on Base44, which supplies the hosting, sign-in, database, file storage, connector and AI services. Base44 processes information on the operator's behalf and also acts in its own right for its platform services.

Operator details supplied: QuoteFlow is operated by Lillie Auer, a New Zealand sole trader trading as GZMO, NZBN 9429054043053, with quoteflow@outlook.co.nz as the privacy and support contact and New Zealand as the intended jurisdiction. GZMO is a trading name, not a separate company, so no limited liability entity stands behind the service. The operator holds no separate business address and none has been invented; that question was researched against official guidance on 26 October 2026 and is settled, because the guidance for indirect collection accepts an email address or website as the equivalent of an address. The individual responsible for privacy under section 201 of the Privacy Act 2020 is the operator, Lillie Auer, reachable at quoteflow@outlook.co.nz. A written privacy-breach response procedure now exists, and it is linked inside the app from Settings. Still outstanding: whether the contact address is monitored on any particular schedule, any complaints procedure or response target, the retention schedule, and the overseas-disclosure evidence needed for the principle 12 assessment. No response time is claimed, because the operator has not adopted one it can meet.

This policy applies to people who visit QuoteFlow's website, create or use an account, connect an email or calendar provider, or otherwise interact with the service.

It also explains how QuoteFlow may handle personal information about people who are not QuoteFlow account holders, including customers and prospective customers of tradespeople using the service.

For example, if a tradesperson connects a mailbox containing customer correspondence, QuoteFlow may process information about the people involved in those emails. Those people may never have created a QuoteFlow account or directly provided information to us.

This policy should be read alongside the QuoteFlow Terms of Service. It is an acknowledgement document: reading it is not consent to any processing beyond running QuoteFlow.

The information we collect depends on how you use QuoteFlow and which integrations you connect.

Most personal information in QuoteFlow is entered by the tradesperson using the service, or is read from an account that tradesperson has authorised us to connect.

We may collect and process information such as your name, email address, account identifiers, authentication-related account information, onboarding information and account preferences.

We also maintain records necessary to manage access to the service and record acceptance of the Terms of Service and acknowledgement of the Privacy Policy, including the relevant document versions and timestamps. The account also carries a closure state if it is being closed.

Business information entered by the user is also held: business name, trade, contact details, address, GST details, time zone, logo and default quote terms. Some of it appears on the quotes and emails you send.

When you use QuoteFlow to manage your work, information may include:

• Customer names, email addresses and other contact details you enter or that are derived from your authorised use of connected services.
• Quote descriptions, line items, prices, dates, statuses and other quote information.
• Customer requests, notes, messages, follow-up dates and related activity.
• Booking details and calendar-related information.
• Records of changes and actions performed through the service.

Information may relate to individuals who are customers, prospective customers, employees, contractors or other contacts of the tradesperson using QuoteFlow. That information is supplied by the user: the user must have the right to provide it, and must tell their own customers what they do with it. QuoteFlow does not collect customer information directly from customers.

If you connect an email account, QuoteFlow requests the permissions needed for its supported email functionality. Connecting Gmail grants read-only Gmail access and permission to send mail; connecting Microsoft 365 grants Mail.Read and Mail.Send. The app requests no permission to change, delete or move mail in either service, and it never asks for or stores a mailbox password: access is an OAuth token held by the connector service.

Depending on the provider and the permissions granted, the service may process:

• Sender and recipient email addresses.
• Email subjects, dates, message and thread identifiers, and reply-reference headers.
• Message previews and relevant message content.
• Relevant message bodies retrieved for candidate replies, subject to the service's current processing limits.
• Attachment metadata and other message metadata exposed by the connected provider.
• Information used to associate an email reply with a particular quote or customer.

What a mailbox check actually does, today: it lists a bounded selection of inbox and sent messages, subject to the date range the user chooses and capped at 100 messages per run. It reads metadata: subjects, sender and recipient addresses, dates, conversation and reply headers, provider message identifiers, and the provider's own short message previews. Previews are content, so they can already contain personal information. This metadata is read for messages that have nothing to do with quoting, because relevance is judged from it.

Relevance is then assessed using conversation identifiers, known customer addresses, quote references, quoting language and document indicators. Metadata and previews used for this assessment are processed transiently: for a message rejected at this stage, the check does not request the full body and does not create a stored email record. The run does retain counts and reason categories in mailbox-check history, so the behaviour is visible rather than silent.

For candidate messages, the app retrieves the full message, keeps up to 20,000 characters of its text, and stores headers, addresses, a preview, provider identifiers, dates and attachment metadata such as names, types, sizes and provider attachment identifiers. Attachment metadata is recorded; the attachment file bytes themselves are not downloaded or stored.

QuoteFlow's mailbox checks are initiated by the user. The service may use AI to analyse relevant email content and suggest a quote status or next action. The matching process uses available message identifiers and references. Matches may be ambiguous or incorrect, so users should review suggestions before confirming changes. Connecting a mailbox does not mean every email will automatically be understood correctly or matched to a quote.

Relevance filtering is a heuristic and it makes mistakes. Because the rules deliberately err towards keeping anything that might be an enquiry, unrelated content can be fetched in full and retained when it looks relevant. A message later judged to be marketing, a notification or not a quote is marked with that result; it is not automatically deleted, and copies of everything the app read still exist in Gmail or Microsoft.

What the app reads is not open-ended. Connecting a mailbox authorises the specific checks and sends described here and on the connection screen. It does not authorise every possible use of that mailbox's contents: QuoteFlow does not read attachments' contents, does not build a contact list from mail, does not read other mailboxes the user can access, and does not use mail content for anything except the quote work described in this policy.

If you connect a supported calendar provider, QuoteFlow may access calendar lists and event information within the permissions granted, including event dates, times, titles, details and information needed to check scheduling conflicts.

The current implementation may access events beyond those directly created through QuoteFlow when necessary for its calendar functionality and permitted by the granted scopes. Google Calendar access is limited to events and the calendar list; Microsoft 365 calendar access allows reading and writing events, and completing a Microsoft calendar connection is not yet verified.

When you use booking functionality, QuoteFlow may create or update events and send invitations to the intended recipients. QuoteFlow stores its own appointment records with titles, times, time zone, location, notes, linked customer and quote, and the provider's event identifiers.

Disconnecting a calendar prevents future access through the disconnected integration, subject to provider behaviour. It does not necessarily delete information already stored in QuoteFlow or remove events already created in the provider's calendar.

QuoteFlow uses Stripe to process subscriptions and payments. Billing runs live through Stripe, and only through Stripe. A signed-in user can start a Stripe-hosted checkout that takes a real payment method, and a real charge is made when the 14-day trial ends unless the subscription is cancelled before then. Three plans are on sale, each at a monthly New Zealand dollar price. The operator is not registered for GST, so no GST is charged on these prices and none is added at checkout. The app refuses to start a checkout when the configured key is not a live key.

We may store Stripe identifiers and subscription-related records, including customer and subscription identifiers, plan information, billing status, trial and renewal dates, and billing events needed to manage your account. That is a subscription record keyed to the account: the Stripe customer and subscription identifiers, the price reference, the subscription status, when the paid period ends, whether it is set to end at that period, which Stripe mode the record came from, and the identifiers and timestamps of the billing events already applied.

Stripe processes payment details through its own payment infrastructure. Card and payment details are entered on Stripe's own page and never reach QuoteFlow or its database, so no card number, expiry date or security code is stored by this app. The Stripe secret key is held as a server-side platform secret and is never sent to a browser.

The actual payment information processed by Stripe is also subject to Stripe's own terms and privacy information. Stripe is an overseas processor with its own retention of the customer, payment-method and subscription records it holds; that retention has not been verified for this app, its privacy disclosures for this app have not been confirmed by the operator, and refunds are not controlled by QuoteFlow.

A subscription can be ended from Settings, Subscription. Ending it there stops it at the end of the paid period already paid for: nothing further is charged, access runs to that date, and it can be undone from the same screen until then. Closing the account cancels it immediately instead, because the records go with it.

QuoteFlow and its hosting platform may process technical and operational information needed to operate, secure, troubleshoot and maintain the service. Depending on the implementation, this may include identifiers, error information, timestamps, request information and diagnostic records.

The operational records this app keeps are specific: mailbox-check history with counts and reason categories, test-email receipts, and redacted Outlook calendar connection reports with a correlation identifier. Provider error text is redacted before it is stored, and stored diagnostics are not guaranteed to be free of personal information.

Platform analytics and telemetry may also process information. The precise events collected, recipients and applicable settings must be verified against the current platform configuration before this policy is finalised.

We must not claim that analytics or telemetry is disabled unless that has been confirmed.

Information about uploaded files may include file names, file references and attachment metadata.

Automatic PDF extraction is currently unavailable because the platform cannot establish the required proof of upload ownership. The endpoint that would read a file refuses every request before creating a signed link, reading the file or sending it to an AI service, and quote details must be entered manually. This limitation is reflected in the product itself: the upload screen says so, and this policy does not promise that uploaded documents will be automatically read or extracted.

A quote PDF is previewed in the browser and attached unchanged. On sending, the app also attempts to upload a copy to private file storage and save its reference on the quote. An uploaded copy may remain even if the send later fails. It is not made public by this workflow.

We collect information in several ways:

• Directly from you when you register, configure your account, enter customer or quote details, manage bookings or contact support.
• From providers you authorise, such as a connected email or calendar account.
• From your use of QuoteFlow, including service operations and technical diagnostics.
• From Stripe and other service providers as needed to manage subscriptions, payments and the service.
• From email messages, replies and related correspondence processed through your authorised mailbox connection.

When QuoteFlow processes a tradesperson's mailbox, calendar or customer records, we may collect personal information about people other than the account holder. Most personal information about a customer is collected indirectly: the customer emails the tradesperson, and QuoteFlow reads that email and creates a record of the enquiry, the quote or the reply. The customer does not deal with QuoteFlow and does not give QuoteFlow their details directly.

Information privacy principle 3A of the New Zealand Privacy Act 2020, in force since May 2026, applies where an agency collects personal information about someone from a source other than that person. This section sets out what is collected indirectly here, why, who receives it, who is responsible, when notice is given, and what remains unresolved.

What may be collected indirectly, and why: sender and recipient names and email addresses; subjects, dates, message and conversation identifiers and reply-reference headers; the mail provider's own short message previews and, for candidate messages, up to 20,000 characters of message text; attachment names, types and sizes; and the customer or enquiry details drawn from that content, such as a name, an email address, a job description and a location. It is collected to find, draft and track quotes, to match replies to the quote they answer, and to keep the tradesperson's own business records.

The intended recipients, as categories rather than named individuals: the operator; Base44 as the platform, which supplies hosting, the database, file storage, connectors and AI routing; the AI model providers reached through that routing; the mail and calendar providers the tradesperson has connected; the tradesperson's own customer when a quote, a reply or a calendar invitation is sent; and professional advisers, authorities or a court where the law requires disclosure. Section 7 names these in full.

The name of the agency collecting and holding the information is the operator, named in section 1, and the contact route is the one given there and in section 18. These are the same agency and the same contact. None of this information is collected under a law that authorises or requires the collection.

Rights of access and correction, and how to exercise them, are set out in section 11: a request goes to the privacy officer named in section 1.

When notice is given, and by whom: principle 3A requires reasonable steps to make the individual aware of those matters as soon as is reasonably practicable after collection. What the app does today is narrower than that. It tells the tradesperson, on the connection and sync screens, what is read from their mailbox and when, and the tradesperson is the agency that holds the customer relationship. QuoteFlow does not contact those individuals and no customer-facing notice is implemented.

Two questions are not resolved by the evidence reviewed, and neither is presented here as answered. First, whether QuoteFlow is the agency that collects this information indirectly, or holds it for the tradesperson as their service provider, in which case the customer relationship, and the notification duty that goes with it, sit with the tradesperson. Second, if QuoteFlow is the collecting agency, which of the exceptions in principle 3A(4) applies in practice. The exception that may fit some cases is 3A(4)(e), that compliance is not reasonably practicable, which the Commissioner's guidance illustrates with a collector that does not hold contact details for the person; that reasoning is weaker here, because a customer's email address is usually held in the message itself. The Commissioner's guidance also notes that where several agencies are in the chain, it may be appropriate for one of them to notify on behalf of the others. The operator must decide how this duty is met — by the operator, by the tradesperson through their own customer notices, or by both — record the decision and the reasons for it, and take advice where it is needed. The tradesperson's acceptance of this policy is not treated as satisfying any notification obligation owed to anyone else.

We use personal information only for purposes connected with providing, maintaining and improving the service, subject to applicable law. These purposes include:

• Creating and managing user accounts.
• Providing quote creation, editing, sending, tracking and archiving functionality.
• Checking connected mailboxes when requested and identifying potentially relevant replies.
• Analysing relevant email content and generating suggestions about quote status or next actions.
• Maintaining customer and quote records.
• Providing in-app reminders and follow-up due lists.
• Managing bookings, checking calendar conflicts and creating calendar events when requested.
• Sending emails or invitations explicitly initiated through the service.
• Processing subscriptions, payments, renewals and cancellations.
• Recording document acceptance and managing account access.
• Maintaining service security, preventing misuse and troubleshooting errors.
• Responding to support, privacy, access and correction requests.
• Meeting legal obligations and establishing, exercising or defending legal claims where applicable.

Outbound mail goes through your own connected Gmail or Microsoft 365 mailbox, not through a Base44 email service, so the recipient holds their own copy. A scheduled weekday follow-up check can email customers automatically when the user has enabled follow-up rules; that scheduled check is currently inactive, so enabling a follow-up preference is not by itself a promise that scheduled sending will happen.

We do not promise that AI outputs will be accurate, complete or suitable for every situation. You should review AI-generated suggestions and confirm consequential changes yourself.

QuoteFlow uses AI functionality routed through its platform to interpret relevant email content and assist with quote-related tasks. It is used to classify candidate emails, detect quote requests and sent quotes, interpret customer replies, and draft covering messages.

Depending on the feature used, information submitted for processing may include relevant email content, quote details, customer information or related context. The bounded inputs are: sender and recipient details, subject, dates, a limited portion of email text (up to 6,000 characters, with subjects capped at 200 characters and up to five attachment names), business details, and customer or quote facts. Reply interpretation attempts to strip quoted history before the text is sent; that is a best effort, not a guarantee that unrelated or sensitive text has been removed.

The model is given no tools and no access to the database. It returns a structured verdict, and the application validates that verdict against expected fields, value lists and size limits before anything is used. Those checks establish shape, not truth, so the results can still be wrong. AI processing may produce suggestions, classifications, draft text or other outputs. These outputs can be incomplete, inaccurate or misleading. You remain responsible for reviewing information before sending messages, changing quote statuses or taking action affecting customers.

Which model provider handles a given request is routed automatically by the platform and is not fixed by QuoteFlow, and QuoteFlow does not set a model of its own. The exact providers, processing locations, retention periods and model-training arrangements must be confirmed against the applicable platform and provider terms. The provider's retention period, use for training, processing locations and contractual safeguards have not been verified for this app. Base44's published documentation states that workspace data may be used to train AI models on non-Enterprise plans and describes an Enterprise exclusion; the applicable arrangements for QuoteFlow, and for any downstream provider, must be confirmed before an external beta.

We do not promise that information submitted for AI processing is never retained or used for other purposes unless the relevant contractual and technical arrangements have been verified, and there is no promise that content already sent to an AI service can be retrieved or erased. We do not use this policy to claim that all AI providers have identical privacy practices.

We may disclose or make personal information available to service providers where reasonably necessary to operate QuoteFlow, provide requested functionality, process payments, maintain security or meet legal obligations. The current service architecture identifies the following categories and providers.

Base44 provides QuoteFlow's application platform and associated hosting, database, file-storage, connector and authentication-related services. Information processed through these services may include account records, quote and customer records, connected-service data and operational information.

Google: where you connect Google services, Google may process information needed to provide Gmail and Google Calendar integration. The current implementation uses Gmail read and send permissions and Google Calendar-related permissions for calendar functionality.

Microsoft: where you connect Microsoft services, Microsoft may process information needed to provide Microsoft email and calendar integration. The current implementation includes Microsoft Graph mail read and send permissions and calendar permissions.

Stripe is the live payment processor and can take a real payment: it receives the account's email address when a checkout is started, holds the payment method and the resulting customer, subscription and billing-event records, and returns the identifiers and statuses this app stores. Its privacy disclosures for this app have not been confirmed by the operator.

AI service providers: AI providers accessed through Base44's routing may process information submitted for AI-powered features. The specific providers, their applicable terms and their processing locations must be confirmed before publication.

Email recipients and calendar participants: when you explicitly send a quote, email or calendar invitation, relevant information is disclosed to the intended recipients or calendar participants.

We do not sell personal information to advertisers as a business model, and no advertising, analytics or data-broker service receives information from the app's own code. Any broader statement about advertising, analytics or other recipients must be checked against the platform's actual data flows and configuration — see section 14.

We do not disclose information to unrelated third parties merely because they may be interested in it. Disclosures must have an appropriate service-related, legal or other lawful basis, and nothing here prevents disclosure where the law requires it.

Several of the services QuoteFlow uses may store or process information outside New Zealand. Some are agents processing information only on the operator's behalf; others also act in their own right for their own services. What is verified, and what is not, is set out below rather than assumed.

Base44, the platform this app runs on. Its documentation states that app data is stored in the United States by default; that a workspace on its Business or Enterprise tier can choose the EU or the UK for eligible apps created after 16 April 2026; that account and billing details remain in the United States either way; and that data residency controls where data is stored, not where it is processed, so a request may be handled in another region before its result is stored. No residency option has been configured for this app, so the United States default applies. Base44 states that vendors receiving personal information are bound by data-processing agreements and points to its Trust Center for the subprocessor directory and the retention schedule; in the documentation reviewed, backup retention is stated as 7 days on one tier and 30 days on others. Those lists and terms have not been obtained or reviewed for this app, and the plan tier this workspace runs on has not been confirmed.

Google and Microsoft. Where a tradesperson connects their own mailbox or calendar, their account relationship with that provider is their own and its terms govern what the provider holds. Where each provider stores and processes that information has not been verified for this app, and whether it acts only as a processor for the tradesperson or also uses the information for its own purposes is being established from the provider terms.

Stripe. The payment processor receives the account's email address when a checkout is started and holds the payment method, customer, subscription and billing records. Its processing locations, retention periods and the safeguards it offers have not been verified for this app.

AI providers. Requests for AI processing are routed by the platform, and the model providers listed in the platform's documentation are Anthropic, OpenAI, Google and Base44. Which provider handles any given request is chosen by the platform and is not fixed by QuoteFlow, which sets no model of its own. The platform's documentation states that on plans other than its Enterprise tier, workspace data may be used to train AI models, and that the exclusion is automatic on Enterprise. Whether that applies to this workspace, the retention period for content sent for processing, any training opt-out, and the processing locations involved have not been verified.

How the law applies. Where personal information is disclosed to a person outside New Zealand, information privacy principle 12 of the Privacy Act 2020 permits it only if the operator believes on reasonable grounds that the recipient is subject to privacy laws providing comparable safeguards, or is required to protect the information in a way that overall provides comparable safeguards (for example under an agreement), or if the individual concerned authorises the disclosure after being expressly informed that comparable safeguards may not apply. The onus is on the disclosing agency, and the Commissioner publishes a decision tree and model contract clauses as one practical route to a supportable position. For each provider the answer depends on whether it is an agent processing only on the operator's behalf or a party that may use or disclose the information for its own purposes. Describing the arrangement in a privacy policy does not by itself establish compliance, and no claim of compliance is made here.

• Base44: the data-processing agreement and terms in force for this workspace; the current subprocessor directory; the storage region in force for this app; whether subprocessors process outside the United States; the plan tier; and the retention, training and location terms for the AI models reached through its routing.
• Google and Microsoft: the terms applying to a connected mailbox and calendar, the locations involved, and confirmation of whether each acts as the tradesperson's processor or for its own purposes.
• Stripe: its data-processing terms, the locations involved, its retention periods and the safeguards relied on.
• The AI providers: which one handles QuoteFlow's requests, its retention period, any training opt-out available on this plan, and where it processes.

Those are the questions to put to each provider, in writing, before a decision is recorded. Until that evidence exists, this policy states what is verified, states what is unknown, and does not invent a provider location, a retention period, a contractual safeguard or an AI-training term. Further detail about confirmed overseas processing, and the safeguards relied on, will be added to this section once it is verified.

We retain personal information for as long as reasonably necessary for the purposes for which it is held, including providing the service, maintaining account and billing records, resolving disputes, meeting applicable legal obligations and protecting the service.

What the reviewed application actually does is simpler, and it is stated plainly: there is no automatic expiry or retention schedule. Stored business records, email content, appointment records and diagnostic records remain until someone removes them. There is no rule that deletes a stored email after a period, and there is no account-level retention setting. The operator has not yet established a complete, implemented retention schedule for every category of information.

• Information held in QuoteFlow's active application records.
• Email and activity information stored for service functionality.
• Operational logs and diagnostics.
• Uploaded files and file references.
• Information retained by connected providers or recipients.
• Backup or platform records retained under applicable provider policies.
• Billing and other records retained where legally required.

What is proposed, and still to be decided, is a short schedule by category: quotes, quote activity, quote requests and customers kept while the account is open, because they are the tradie's own business records and deleting them on a timer would destroy work the user may still need; stored email content and attachment metadata kept no longer than 12 months from the message date, then removed automatically; mailbox-check history, test-email receipts and Outlook calendar diagnostics kept for a short operational window (proposed 90 days) and then removed; connected-account settings kept only while an account is connected; and the account closure state kept until the sign-in itself is removed.

None of those periods is implemented, and this policy does not claim a deletion deadline that the app cannot meet. Until the periods are decided and built, information is kept indefinitely and deletion is user-initiated or, on account closure, performed by the closure workflow. We must not claim that all data is automatically deleted after a particular number of days, or that all data is deleted immediately when an account closes.

Platform logs and backups, and the retention rules of the AI, mail and calendar providers, are outside the app's control, and their periods have not been verified for this app. Content already processed by an AI service is subject to that provider's terms rather than to QuoteFlow's deletion controls. We will establish appropriate retention and deletion practices and update this section to reflect the actual controls and any applicable legal retention requirements.

We use the security and access-control measures implemented in QuoteFlow and its underlying platform to protect personal information against unauthorised access, loss, misuse or disclosure. These measures include account authentication, access restrictions intended to separate customers' records, and controls around authorised access to connected services.

Specifically, as implemented: sign-in is managed by the platform. Mail and calendar access uses OAuth, so the app never holds a mailbox password, and tokens are held by the connector service rather than in QuoteFlow's own records. Every stored record carries an owner, and the entity access rules and the server-side checks in the endpoints restrict data to its owner: server functions verify who is calling and confirm record ownership before acting, and client-supplied identifiers are not trusted. Every business endpoint requires a signed-in user whose recorded acceptance is current, and answers an anonymous request with a plain refusal. Inputs to AI are capped and its outputs validated, provider error text is redacted before being stored, and uploaded files are held in private storage.

There are real limits. No app-level encryption of stored records is claimed, multi-factor authentication has not been asserted as available, and there has been no independent security audit or certification. The platform's own logs may contain personal information, and stored diagnostics, while redacted, are not guaranteed to be free of it. No online service can guarantee absolute security: we will not claim that QuoteFlow is immune to breaches, that every provider uses a particular certification, or that any security measure is infallible unless we have evidence supporting that statement.

A written privacy-breach response procedure exists, and it is the operator's own: how a suspected breach is recognised and recorded, immediate containment and the steps taken to limit harm including escalation to the providers involved, the assessment against the notifiable-breach test and the serious-harm factors, notifying the Office of the Privacy Commissioner and affected people as soon as practicable when notification is required, and the record kept of decisions, communications and remedial action. It is held with the operator's records, is reachable inside the app from Settings, and uses the Commissioner's own NotifyUs process. The Commissioner's expectation is that a notifiable breach is reported to it within 72 hours of becoming aware; that is the Commissioner's expectation rather than a statutory deadline, and the duty in the Act is to notify as soon as practicable. Nothing in QuoteFlow detects, classifies or reports a breach automatically, and no incident response is automated: a suspected breach has to be noticed and reported by a person. A suspected breach should be reported to the privacy officer at quoteflow@outlook.co.nz.

Under the New Zealand Privacy Act 2020, individuals may have rights to request access to personal information held about them and to request correction of information they believe is inaccurate.

To make a request, contact quoteflow@outlook.co.nz and explain what information you are requesting or wish to correct. We may need to verify your identity and clarify the scope of the request before responding. We will handle requests within applicable legal requirements and timeframes.

The record screens in the app already allow you to review and edit your own business information, quotes, customers, quote requests and appointments, and a correction made there flows through to what the app holds.

There is no complete self-service account-data export in the reviewed app, so a full access request, a correction the app cannot make, or a deletion request the app cannot complete needs the operator's contact. A request goes to the privacy officer named in section 1. Whether that contact address is monitored on a particular schedule has not been confirmed, and no complaints procedure or response target has been adopted, so this policy makes no service-level promise.

Where information relates to a tradesperson's customer and is held through that tradesperson's account, we may need to consider the rights and responsibilities of the relevant parties and applicable law before providing access or making a change; a request from a customer about what the tradesperson holds belongs to the tradesperson as the agency holding it. Requests concerning information held by the mail, calendar or AI providers must be made to those providers, or through the operator. If we cannot make a requested correction, we will handle the request in accordance with applicable legal requirements.

You may request closure of your QuoteFlow account through the available account functionality or by contacting support. Closing an account and deleting personal information are related but distinct processes. Account closure may not automatically remove every copy of information.

Closing an account removes all the stored data and file references QuoteFlow holds for it, except the stored quote PDF objects themselves, which the platform does not let the app delete.

Closing an account happens in one action, in this order: the closure state is recorded on the account first, which stops mailbox checks, analysis, follow-ups and sends immediately; then the connected mailbox and calendar access is revoked, one account at a time, with each revocation checked against the provider so a revocation that failed is never reported as done; then the records are removed — quotes and their activity, customers, quote requests, stored emails, cancelled appointments, mailbox-check history, calendar diagnostic reports, test-email receipts, follow-up rules, connected-account settings and the business profile.

Two parts of closure are deliberately conservative. Appointments whose calendar events are still scheduled are left alone, so nothing disappears from a calendar behind the user's back; they are reported so the user can cancel them and close again. And every step reports what actually happened: a failure is reported as a failure, the result lists what was removed, what could not be removed and what remains, and the operation can be run again safely.

A subscription is cancelled as part of closing the account, immediately, because the records that period paid for are being removed: the result is reported, including when the cancellation does not go through. Your billing record — the Stripe customer and subscription identifiers, status and dates — is kept as the operator's accounting record, and Stripe keeps the customer and subscription history it holds.

Depending on the current implementation and applicable provider arrangements:

• Customer details may remain embedded in quotes, requests, emails or other records. Deleting a customer removes the customer entry, not the copies of the name and address inside them; those must be removed individually.
• Stored email content and operational diagnostics may require separate deletion handling. Deleting stored emails in QuoteFlow does not delete them from Gmail, Microsoft or a recipient's mailbox.
• Removing a file reference may not remove the underlying stored file. Deleting a quote removes its stored file reference, not the PDF bytes.
• Connected providers, recipients, backups and platform logs may retain copies subject to their own systems and obligations.
• Some billing and transaction records may need to be retained where required by law.

There is no implemented operation to erase private-storage file bytes: the platform exposes no delete-file operation to app functions, and no way to prove who uploaded a file, so a file reference is removed and the object itself needs a platform action. Orphaned uploads are therefore expected, and their erasure and retention are unverified.

Closure still does not remove everything. Your QuoteFlow sign-in record and its closure state remain, because removing the sign-in itself needs a workspace owner's action. Stored PDF file objects remain. Email held by Gmail or Microsoft remains, including messages QuoteFlow read and discarded. Content already sent to an AI service, platform logs and backups are outside the app's deletion controls. Revoking access stops QuoteFlow reading an account, but it does not delete the permission entry from the user's Google or Microsoft account page, and it does not remove any email or calendar item those services hold.

We will process deletion requests in accordance with applicable law and the actual capabilities of the platform. We will explain any material limitations that prevent complete deletion and will not promise immediate or universal deletion unless it can be achieved. A complete self-service export is not currently confirmed as available; individuals may contact us to ask about access to their information. Deletion here must not be described as erasing every copy of anything.

You choose whether to connect supported email and calendar accounts. You should only connect accounts you are authorised to use and only grant permissions you understand and consider appropriate.

You can disconnect an integration through the available functionality, and the app revokes the connection against the provider and reports what happened. Disconnection is intended to stop future access through that connection, but it may not automatically delete information already held by QuoteFlow or revoke messages already sent — and it does not delete the permission entry from your Google or Microsoft account page, which is managed there.

You are responsible for ensuring you have an appropriate basis to use customer and other third-party information through QuoteFlow, subject to applicable law and your own obligations.

QuoteFlow operates through a hosted web application. Its platform may use cookies, session storage, technical logs, analytics or telemetry to support authentication, application functionality, reliability and diagnostics.

One thing is known and stated rather than glossed: the platform SDK is not configured here to disable platform usage analytics, so page and session information, browser and device details, referrers and activity times may be processed by the platform. The Base44 SDK offers an opt-out of that platform analytics, and this app does not currently use it.

Beyond that, the precise technologies, information collected, recipients and available opt-out controls must be verified against the current deployment and platform configuration. This policy must be updated to identify material tracking technologies and analytics practices accurately. We will not state that analytics is disabled or that no analytics provider receives information unless that has been verified.

QuoteFlow is designed for tradespeople and business-related quote management, rather than as a service directed to children.

You must be at least 18 years old to use QuoteFlow. The app does not verify age and has no eligibility screen, so the requirement is met by the person's own confirmation when they accept the Terms of Service, and the operator does not knowingly hold information about anyone under 18. No other eligibility restriction applies.

For questions, complaints or requests concerning personal information, contact:

• Email: quoteflow@outlook.co.nz
• Organisation: Lillie Auer, trading as GZMO (NZBN 9429054043053)
• The operator does not hold a separate business address, and no address has been invented to fill the gap. Notices, support requests and privacy requests are all handled by email at quoteflow@outlook.co.nz, which is the contact route the operator provides. Official guidance on the principle that requires people whose information is collected indirectly to be told the collecting agency's name and address says the address may be given as "or equivalent e.g. email or website", so the email route is the equivalent given here. No provision in the Privacy Act 2020, or in the Commissioner's guidance reviewed for these drafts, requires a physical or postal address for legal notices or for privacy requests.

Privacy officer: Lillie Auer, the operator of QuoteFlow, who is the individual responsible for privacy under section 201 of the Privacy Act 2020. Privacy requests, access and correction requests, complaints and reports of a suspected privacy breach go to quoteflow@outlook.co.nz. Whether that contact address is monitored on a particular schedule has not been confirmed, and no complaints procedure or response target has been adopted, so no response time is promised. We will review privacy enquiries and respond in accordance with applicable legal obligations. A written breach-response procedure exists, and how a suspected breach is handled and notified is set out in section 10.

If a privacy concern cannot be resolved, individuals may have the right to raise it with the Office of the Privacy Commissioner in New Zealand, whose process is independent of QuoteFlow. Official website: https://www.privacy.org.nz/

We may update this policy when QuoteFlow's functionality, providers, information practices or legal requirements change. The current version and its last-updated date are displayed on this page.

Where a change is material, we will determine whether notice, acknowledgement or renewed acceptance is appropriate or legally required. We will not treat a person's continued use of QuoteFlow as consent to every type of processing, and acceptance of a new document version is never recorded without the required action being taken. Because this policy states unresolved matters, those statements must be replaced with verified arrangements rather than quietly dropped.

For privacy enquiries, access or correction requests, deletion requests and complaints:

• Email: quoteflow@outlook.co.nz
• Operator: Lillie Auer, trading as GZMO (NZBN 9429054043053)
• Privacy officer: Lillie Auer, the operator, responsible for privacy under section 201 of the Privacy Act 2020
• The operator does not hold a separate business address, and no address has been invented to fill the gap. Notices, support requests and privacy requests are all handled by email at quoteflow@outlook.co.nz, which is the contact route the operator provides. Official guidance on the principle that requires people whose information is collected indirectly to be told the collecting agency's name and address says the address may be given as "or equivalent e.g. email or website", so the email route is the equivalent given here. No provision in the Privacy Act 2020, or in the Commissioner's guidance reviewed for these drafts, requires a physical or postal address for legal notices or for privacy requests.

This policy is intended to explain QuoteFlow's information practices. It does not replace applicable statutory privacy rights or remove any obligation imposed by law.