Privacy Policy

1. Who we are

Formal Tradie Limited is a New Zealand registered company. If you have any questions about your privacy or this Policy, contact us at: gene@formaltradie.com

2. What information we collect

We collect:

• Account information — your name, email address, business name, phone number, and login credentials.
• Project and financial information — project budgets, estimated and actual costs, supplier and client details, and the reports you generate.
• Client and contact information — details you add about your clients and contacts to use within the Platform.
• Payment information — handled by our third-party payment processor. We do not store your full card details on our systems.
• Usage information — how you interact with the Platform, device and browser information, and log data.
• Partner offer information — the partner or campaign through which you accessed an offer, your self-declaration that you meet the offer's eligibility requirements, the date and time of that declaration, and any additional information that is clearly requested and reasonably necessary to administer or verify a particular offer.

We only collect partner-offer information that is reasonably necessary for the relevant offer. Any additional verification requirements will be clearly explained on the applicable offer page before the information is collected.

3. Why we collect it

We collect and use your personal information to:

• Provide and operate the Platform and its features;
• Process your subscription and payments;
• Generate the reports and budget tracking you request;
• Provide customer support;
• Improve and develop the Platform;
• Send you service-related and (with your consent) marketing communications;
• Meet our legal obligations;
• Administer discounts, trials and other partner offers;
• Confirm or record offer eligibility;
• Apply the correct subscription pricing;
• Prevent fraud or misuse of restricted offers;
• Measure partnership and campaign performance;
• Provide participating partners with aggregated or non-identifying campaign reporting;
• Meet contractual and legal obligations connected with a partner offer.

Providing your information is voluntary, but some features will not work without it.

4. The information you hold about your clients

When you add client or contact details to the Platform, you are responsible for ensuring you have the right to provide that information to us, and for complying with your own privacy obligations to those people. We process that data on your behalf to deliver the Platform's features.

5. How we store and protect your information

Your data is hosted by our infrastructure provider (Base44) and other service providers we use to operate the Platform. Some of these providers may store data on servers located outside New Zealand and Australia.

Where your information is transferred or stored overseas, we take reasonable steps to ensure it is protected by safeguards comparable to those required under New Zealand and Australian privacy law.

We take reasonable technical and organisational steps to protect your information from loss, misuse, unauthorised access, modification, or disclosure. No system is completely secure, and we cannot guarantee absolute security.

6. Who we share it with

We may share your personal information with:

• Service providers who help us run the Platform (hosting, payment processing, analytics, email delivery, customer support);
• Professional advisers such as lawyers and accountants where necessary;
• Authorities where required by law.

We do not sell your personal information.

Partner offers. Using a partner offer does not automatically give the participating partner access to your Formal Tradie account, projects, reports, contacts or payment information. If administering or verifying a particular offer requires limited personal information to be shared with a participating partner, we will tell you what information will be shared, why it is required and who will receive it at or before the time it is collected.

7. The Formal Tradie AI Assistant

The Platform includes an AI-powered assistant. It provides information and responds to your queries. It does not make automated decisions that have a legal or similarly significant effect on you. Information you enter when using the assistant may be processed by our AI service provider to generate responses.

8. Marketing

We will only send you marketing communications where you have agreed to receive them. You can opt out at any time using the unsubscribe link in our emails or by contacting us.

9. Your rights

You have the right to:

• Access the personal information we hold about you;
• Correct information that is inaccurate;
• Request deletion of your information, subject to our legal obligations.

To exercise these rights, contact us at gene@formaltradie.com. We will respond within the timeframes required by law.

10. Data retention

We keep your personal information for as long as your account is active and for a reasonable period afterwards to meet our legal, accounting, and operational requirements. You can request deletion of your account at any time.

11. Privacy breaches

If a privacy breach occurs that we believe is likely to cause serious harm, we will notify the Office of the Privacy Commissioner (NZ) and affected individuals as required by law, and the OAIC where Australian users are affected.

12. Cookies and analytics

The Platform may use cookies and similar technologies to operate the service and understand how it is used. You can control cookies through your browser settings.

13. Changes to this Policy

We may update this Policy from time to time. We will post the updated version on this page and update the "Last updated" date. Significant changes will be communicated to you directly where appropriate.

14. Complaints

If you are not satisfied with how we have handled your information, you can contact us first at gene@formaltradie.com. You also have the right to complain to:

• New Zealand: Office of the Privacy Commissioner — www.privacy.org.nz
• Australia: Office of the Australian Information Commissioner — www.oaic.gov.au