Privacy Policy | Tradie Front Desk

Overview

1. Who We Are

The Tradie Front Desk System is a managed enquiry, follow-up, and booking-support system for trade and service businesses. It is designed by System Pros AI, The AI and Automation Agency LTD, and Altcutm LLC.

References to we, us, and our mean the relevant provider entity identified in your proposal, invoice, checkout page, statement of work, or service agreement. If you are a customer of one of our clients, we may handle your information on that client's behalf as part of the front-desk system we manage for them.

Scope

2. What This Policy Covers

This policy covers information collected through this website, audit forms, contact forms, booking requests, emails, calls, SMS messages, CRM tools, automation workflows, AI-assisted tools, and related platforms used to deliver the service.

Client websites, client businesses, third-party platforms, payment providers, ad platforms, review platforms, and AI providers may also have their own privacy policies and terms.

Collection

3. Information We May Collect

Name, business name, role, trade or service type, website, service area, phone number, email address, and preferred contact details.
Audit form answers, enquiry problems, service needs, package interest, budget context, message content, preferred call times, and notes from sales or support conversations.
Client onboarding information such as services offered, business hours, urgent job rules, good-fit and bad-fit job criteria, team contacts, notification preferences, and access requirements.
Client customer data where a client provides it or where the system captures it on the client's behalf, including names, phone numbers, emails, job locations, service requests, photos, messages, call notes, quote status, booking status, and follow-up history.
Technical and usage data such as IP address, browser type, device type, pages visited, referral source, form activity, cookie identifiers, analytics events, and basic security logs.
Payment, invoice, subscription, and billing status information where services are purchased. Full payment card details are usually handled by third-party payment providers rather than stored by us.

Sources

4. How We Collect Information

We may collect information when you submit a form, book a call, email us, call us, send a message, buy a service, complete onboarding, give us platform access, provide a customer list, connect a website form, or use a front-desk system we manage.

We may also receive information from client CRM accounts, connected phone/SMS/email tools, advertising platforms, review platforms, analytics tools, payment tools, and other approved third-party systems.

Use

5. How We Use Information

Respond to enquiries, book audit calls, prepare front-desk reviews, and recommend practical next steps.
Onboard clients, map their enquiry process, build workflows, configure CRM tools, prepare approved messages, and launch the agreed system.
Send customer-facing messages, owner alerts, follow-ups, callback requests, review requests, and campaign communications where authorised.
Provide support, troubleshoot workflows, monitor system activity, improve message quality, manage billing, and keep service records.
Connect forms, calendars, SMS, email, phone, AI, advertising, analytics, hosting, CRM, payment, and notification tools needed to operate the service.
Comply with law, enforce agreements, prevent fraud, protect systems, resolve disputes, and maintain business records.

Where applicable, we may rely on consent, contract performance, legitimate business interests, legal obligations, client instructions, or another lawful basis available in the relevant jurisdiction.

Client Data

6. Client Customer Data

When a trade business client uses our service, their customer contact data belongs to that client, subject to applicable law, platform terms, payment status, and the written agreement. We use that data to deliver the agreed service, such as enquiry capture, customer replies, quote follow-up, owner alerts, review requests, and pipeline management.

The client is responsible for confirming that customer lists, old leads, past quotes, and reactivation lists can legally and appropriately be contacted. Contacts who opt out, unsubscribe, or request no further messages must not be contacted through automated campaigns unless legally permitted.

Sharing

7. Who We May Share Information With

We do not sell personal information as a data broker. We may share information with trusted providers where needed to operate the website, deliver services, manage accounts, or comply with law.

CRM and automation platforms such as GoHighLevel or comparable providers.
Phone, SMS, email, WhatsApp, call recording, and notification providers.
AI providers used for enquiry handling, summaries, classification, message drafting, or phone detail capture.
Calendar, form, website hosting, analytics, security, email, storage, payment, accounting, and document tools.
Advertising and review platforms such as Google, Meta, and review systems where a client has authorised that work.
Professional advisers, support contractors, or service providers who need access to help operate the business or deliver the agreed service.
Authorities, regulators, courts, or other parties where required by law or needed to protect legal rights.

Countries

8. International Processing

We may work with clients, providers, and tools in New Zealand, Australia, the United States, and other countries. Your information may be processed, stored, or accessed outside your country, depending on the tools and service setup.

Where required, we will take reasonable steps to use appropriate safeguards for cross-border handling. Some third-party tools may process information under their own privacy terms and security frameworks.

9. AI-Assisted Tools

AI tools may assist with enquiry handling, summaries, classification, message drafting, website chat, or phone detail capture. AI output can be wrong or incomplete and may require human monitoring and correction.

AI-assisted workflows should not be used to make risky promises, give exact prices unless approved, confirm complex jobs, handle emergencies without escalation, provide professional technical advice, or replace human judgement.

10. Cookies, Analytics, And Tracking

This website may use cookies, pixels, analytics, and similar technologies to understand page visits, form activity, referral sources, CTA clicks, website performance, and marketing effectiveness. These tools may collect technical data such as browser type, device information, IP address, pages visited, and event activity.

You can usually control cookies through your browser settings. Blocking cookies may affect some website functions or measurement accuracy.

Communication

11. Email, SMS, Calls, And Opt-Outs

If you contact us, book an audit, or become a client, we may contact you about your enquiry, audit, proposal, onboarding, service delivery, billing, support, or relevant business updates.

If you receive marketing or non-essential follow-up, you can ask us to stop. Some transactional, service, billing, security, or legal communications may still be required.

Retention

12. How Long We Keep Information

We keep information only as long as reasonably needed for the purpose collected, service delivery, billing, support, legal compliance, dispute resolution, backups, security, and business records. Retention periods may vary depending on the type of information, the relevant client agreement, the platform used, and legal requirements.

When information is no longer needed, we may delete, archive, de-identify, or securely retain it where deletion is not technically or legally practical.

Security

13. Security

We aim to handle information responsibly and use practical safeguards, but no online system can be guaranteed completely secure.

Limit access to people and tools that need it for delivery, support, billing, or legal reasons.
Use established third-party platforms with their own security and privacy controls.
Review workflows, forms, and message routing before launch where we manage the build.
Encourage clients to keep passwords secure, maintain account access, and remove access that is no longer needed.

You should not send passwords, payment card numbers, highly sensitive personal information, or emergency details through ordinary website forms unless specifically requested through an appropriate secure process.

Rights

14. Your Privacy Rights

Depending on your location and relationship with us or our client, you may have privacy rights under laws such as New Zealand's Privacy Act 2020, Australia's Privacy Act and Australian Privacy Principles, US privacy and consumer protection rules, UK GDPR, EU GDPR, or other applicable laws.

Ask what personal information we hold about you.
Ask us to correct inaccurate or outdated information.
Ask us to delete information where deletion is legally and technically appropriate.
Opt out of marketing or non-essential follow-up messages.
Withdraw consent where we rely on consent, subject to legal, contractual, platform, and record-keeping limits.
Raise a privacy concern or complaint using the contact details below.

If you are a customer of one of our trade business clients, we may need to refer your request to that client or work with them to respond.

Children

15. Children

This website and service are intended for trade businesses and business decision-makers. We do not intentionally target children or collect children's information through this website. If you believe a child has provided personal information, contact us so we can review it.

Changes

16. Policy Updates

We may update this Privacy Policy as the website, service, tools, business structure, or legal requirements change. The effective date at the top of this page shows when this version took effect.

Contact

17. Privacy Contact

For privacy requests, corrections, opt-outs, or questions about this policy, contact us at tradie@tradiefrontdesk.ai.

New Zealand +64212550493 Australia +61 2 3821 3526 United States +1 877-320-7259