Privacy Policy | TradeStream

TradeStream is a lead-capture and quoting system for Australian trade businesses, operated by Nathan Barclay (ABN 56 463 074 792) in Victoria, Australia (“TradeStream”, “we”, “us” or “our”). We handle personal information in line with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). This policy explains what we collect, how we use it, who we share it with, how long we keep it, and how you can access, correct or complain about it.

1. Who this policy is for

There are three different people this policy speaks to, and we collect different things from each:

Trade businesses who hold a TradeStream account and use the app to capture leads and send quotes.
Customers of those trade businesseswho fill in a trade business’s enquiry form, receive a quote link, or book a site visit. If that is you, the trade business is the one you are dealing with; we run the system they use to do it.
Visitors who try the live demo on our website. Section 8 is specifically about you, and it is short.

2. What we collect

From a trade business

Account and business details— your name, business name, ABN, phone, email, base suburb, service areas, logo, trade, services, pricing and the other details you enter in your profile. Your ABN and suburb appear on the quotes you send, which is the point of collecting them.
Billing details— your subscription plan, billing contact and payment status. Card details go directly to Stripe, our payment processor. We never see or store your full card number.
Usage records— the leads, quotes, messages and automation logs created as you use the product.

From a customer of a trade business

Contact details— your name, mobile number, email address and suburb.
Job details— your description of the work, plus your answers to the follow-up questions the form asks.
Photos and video— any images or clips you upload to describe the job. Please avoid capturing other people, number plates or documents unless they are genuinely part of the job.
Message and quote records— the texts and emails sent to you about the job, whether you opened the quote link, and whether you accepted.
Site visit details— the property address and time, where a visit is booked. The address is cleared once the job is completed.

From anyone using the site

Basic technical information your browser sends (IP address, device and browser type, pages visited) and essential cookies and local storage needed to keep you signed in and to remember your preferences.

We do not seek to collect sensitive information such as health or financial details. Please do not send it through the forms.

3. Photos and files you upload

Photos and video submitted through a trade business’s enquiry form are uploaded from your browser and stored in a private storage bucket hosted by Supabase, our database and file-storage provider. They are not publicly listed or browsable. They are made available to the trade business you contacted, and to the AI processing described in section 4, so the job can be understood and quoted.

4. AI processing of your job description and photos

TradeStream uses artificial intelligence to read the job description you type and to look at the photos you upload, so it can ask sensible follow-up questions, summarise the job and prepare a clear brief and draft quote for the trade business.

This processing is carried out by third-party AI providers acting on our behalf: Anthropic is the primary provider and OpenAI is the automatic fallback if Anthropic is unavailable. Both may process the information on servers outside Australia, including in the United States. We do not use your submitted enquiry content to train public AI models, and our agreements with these providers do not permit them to do so either.

AI is used to prepare and speed up the trade business’s response. It does not make a decision about you on its own — a person at the trade business reviews and sends the quote.

5. Text messages and email

Messages about your job — the quote link, follow-ups, site visit confirmations and, after the job, a review request — are sent by the trade business through TradeStream. SMS is delivered by our messaging providers Kudosity (BurstSMS) and Twilio. Email is delivered by our email provider.

Every marketing or follow-up message carries an opt-out. If you opt out, we record that against your number and stop sending. Messages that are strictly about a job you asked for — such as a quote you requested — may still be sent.

6. Payments

Stripeprocesses payments in two places: the subscription a trade business pays us, and — where a trade business turns the feature on — a deposit a customer pays against a quote. In both cases card details are entered into Stripe and handled by Stripe under its own terms. We receive only the outcome: what was paid, when, and whether it succeeded.

7. Sending a job to a trade business’s other software

Many trade businesses already run a job-management system. If a trade business has connected one, TradeStream pushes the job to it once the job is booked — including the customer name, contact details, job description and the priced quote. The systems we currently push to are Fergus, simPRO and ServiceM8.

This only happens for a trade business that has connected that system itself. Once the job is in their system, it is held under that provider’s terms and the trade business’s own privacy practices.

8. The live demo on our website

If you enter your mobile number (and optionally your email) into the demo on our website to see how TradeStream works, this is exactly what happens to it:

We store it temporarily. Your number, and your email if you gave one, are stored so the demo can run and so we can tell repeat runs apart.
We keep it for up to 30 days, then erase it.A scheduled job clears the contact details from every place the demo wrote them — the demo record, the sample lead it created, our internal follow-up list, and the delivery logs — 30 days after you tried it. What is left afterwards is an anonymous count that a demo happened.
We will not call you or contact you unless you ask us to. You get the single demo text you ticked the box for, and the demo sequence you asked to see. We will not phone you, and we will not add you to a marketing list. If you want to hear from us, the demo has a “request a callback” button — pressing it is the opt-in, and nothing else is.
You can have it erased sooner. Email us using the details in section 14 and we will delete it, no questions asked.

The demo is a product demonstration, not an enquiry to a tradesperson. Nothing you type into it is sent to a real trade business.

9. How we use personal information

to pass an enquiry to the trade business you contacted, and to help them quote it quickly;
to run the AI processing described in section 4;
to send the messages described in section 5;
to provide, support, secure and improve the product;
to set up and charge subscriptions, and to process deposits;
to run the demo described in section 8;
to keep records and to meet our legal, tax and regulatory obligations.

If we ever want to use your information for something you would not reasonably expect, we will ask you first.

10. Who we share it with

We do not sell personal information. We share it with:

The trade business you contacted— your enquiry, photos and contact details go to them so they can quote and do the work.
Service providers acting on our behalf — Supabase (database and file storage), Vercel (application hosting), Anthropic and OpenAI (AI processing), Kudosity (BurstSMS) and Twilio (SMS), Stripe (payments), our email delivery provider, and Calendly (bookings with us). They may only use the information to provide their service to us.
A job-management system the trade business has connected— Fergus, simPRO or ServiceM8, as described in section 7.
Professional advisers and authorities— where reasonably required, or to comply with the law, a court order or a lawful request.
A successor— if the business is restructured or sold, information may transfer as part of that transaction, subject to this policy.

11. Overseas handling

Several of the providers above store or process information outside Australia, including in the United States — in particular the AI providers (Anthropic, OpenAI), our hosting and database providers, and Stripe. Where that happens we take reasonable steps to ensure the information is handled consistently with the Australian Privacy Principles.

12. How long we keep it

Demo entries: up to 30 days, then erased automatically. See section 8.
The job record— your name, the type of work, the suburb, the street address and map coordinates, your mobile number and email address, the dates, and what was quoted and charged: kept for 7 years after the job is completed or closed, then the personal details are erased automatically by a scheduled job. If a closed job is edited again, the 7 years runs from that edit.
Why 7 years, plainly.This is longer than you might expect, and it is not an accident. The trade business is required to keep records of what it quoted and charged for five years under Australian tax law, and a contract dispute in Victoria can be brought for six years — longer again for domestic building work. For a trade, the street address is not a contact detail, it is the record of which propertythe work was done at: safety and compliance certificates are issued against an address. If a tradesperson is asked years later to show what was done and where, deleting that record early would not protect you — it would leave them unable to answer, including in a dispute you brought. We would rather hold the record for the period it can actually be needed and be honest with you about it.
We never show your street address on the link we send you.The quote link and the site visit link you receive by text are not password-protected — anyone who ends up with the link can open the page, which is why we keep what is on it to a minimum. The page shows your suburb, never your street address or map location, at any stage of the job. Your full address is visible only to the trade business, signed in to their own account.
Photos you uploaded:after the same 7 years we remove them from the job record, so they are no longer shown or retrievable in the app. We are candid that this removes access rather than the file: the stored image is not yet deleted from our storage provider by that automated step. If you want the files themselves destroyed, ask us and we will do it — contact details are in section 14.
What survives after the 7 years— your name, the type of work, the suburb, the dates, and what was quoted and charged: kept as the trade business’s own business record for as long as their account is open. We do not erase this on a timer. These records are erased when the trade business asks us to delete their data or closes their account.
You can ask for yours to be erased sooner. The periods above are the automatic defaults, not a refusal. Contact us using section 14 and we will work through what can be removed and what the business is legally obliged to keep.
Enquiries that were never finished:if a job is never marked complete or closed, the timer above never starts and we keep the enquiry as part of that business’s working records. You can ask for it to be erased at any time — see below.
Records we must keep by law (such as billing and tax records) are kept for as long as the law requires.

When something is erased under the timers above, we clear the personal details from the record rather than deleting the whole row — the trade business keeps a job in its history with the work and the amounts on it, and we no longer hold the details that identify or locate you.

If you are a customer of a trade business and you want your enquiry removed, you can ask either that trade business or us — contact details are in section 14.

13. Security, access, correction and deletion

We take reasonable steps to protect personal information from misuse, loss and unauthorised access: reputable providers, encrypted connections, per-business access controls in the database so one business cannot see another’s data, and secrets held server-side. No system is completely secure, so we cannot guarantee absolute security.

You can ask us for a copy of the personal information we hold about you, ask us to correct it, or ask us to delete it. Trade businesses can also request account deletion from inside the app; a person reviews the request and confirms with you before anything is erased, because deletion cannot be undone. We will respond within a reasonable time. In the limited cases where the law allows us to decline, we will explain why.

14. Complaints and contact

For any privacy question, request or complaint, email nathan@tradestream.com.au. Please contact us first so we can try to put it right. We will acknowledge your complaint and aim to resolve it promptly.

If you are not satisfied with our response, you can contact the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au.

15. Changes to this policy

We may update this policy as the product changes. The current version is always on this page, with the “Last updated” date at the top.