Legal

LoopHQ Privacy Policy

Effective date: 28-07-2026

1. Who we are

LoopHQ is operated by Quote Loop Pty Ltd (ABN 67 698 147 205), a company incorporated in Australia.

• Email: info@quoteloop.com.au
• Website: loophq.au

In this policy, "we", "us" and "our" mean Quote Loop Pty Ltd. "You" means the person reading this policy. This policy covers LoopHQ. We are bound by the Australian Privacy Principles in the Privacy Act 1988 (Cth).

2. The two kinds of information in LoopHQ

This distinction matters and runs through the whole policy.

Information about our customers. When a trade business subscribes to LoopHQ, we collect information about that business and the people who use it. We decide how this information is handled, and this policy governs it.

Information our customers put into LoopHQ. Our customers use LoopHQ to run their businesses. In doing so they enter information about their clients, their employees and their jobs. We hold and process that information on our customers' behalf and under their instructions. The trade business, not us, decides what goes in and why.

If you are a client or an employee of a business that uses LoopHQ and you want to know what is held about you, or you want it corrected or deleted, contact that business directly. They control it. We will help them action your request, and you can contact us if they are unresponsive.

3. What we collect about our customers

When a business subscribes to and uses LoopHQ, we collect:

Account and identity

• Name and email address of each person with a login
• Business name, ABN, address and trade type
• Role within the business (owner, manager, supervisor, worker) and the permissions assigned to them

Subscription and billing

• Subscription status, plan and billing period
• Payment is processed by Stripe. We do not store card numbers.

Business configuration

• Labour rates, materials markup, GST settings, call-out fees, overtime rules
• Business logo, email signature, quote and invoice terms and design settings

Usage and technical information

• Log records of actions taken in the application, including which user approved which automated suggestion and when
• Records of automated runs, including usage counts for quota purposes
• Standard technical data such as IP address, browser type and timestamps

4. What our customers put into LoopHQ

Our customers enter and store the following. We hold it on their behalf.

About their clients

• Name, business or company name, email address, phone number
• Street address, suburb, state, postcode, and geographic coordinates derived from that address
• ABN, notes, tags and reference numbers
• Quotes, invoices, payments and amounts owing

About their crew and employees

• Name and contact details
• Skills, specialisms, and the types of work they can do alone or under supervision
• Licences, certifications and tickets held
• Home or usual starting address, and geographic coordinates derived from it
• Working days, hours and availability
• Which jobs they were assigned to and when

About jobs and work

• Job descriptions, locations, coordinates, scheduled dates and times, durations and breaks
• Which crew were assigned, in what order they were routed, and travel times between sites
• Materials required, costs, and photographs where uploaded

Leads and enquiries

• Where a customer connects a lead source such as a Facebook lead advertisement or a website form, the enquiry details submitted by the enquirer, including name, contact details and what they asked for
• The original text of any enquiry the customer pastes into LoopHQ

5. How we collect information

• Directly from you, when you create an account, subscribe, or enter information into the application
• Automatically, through your use of the application
• From third parties you connect, where you authorise a connection such as a Facebook Page (see section 10)
• Derived, where we convert information you provide into another form, most notably converting a street address into geographic coordinates and calculating driving times between locations

6. Why we use it

We use personal information to:

• Provide the LoopHQ service and the features you have subscribed to
• Authenticate users and enforce the permissions the business owner has set
• Generate scheduling suggestions, route sequences, cost estimates and drafted messages for a human to review
• Send transactional email on your instruction, such as quotes, invoices and payment reminders
• Bill you and manage your subscription
• Provide support, investigate faults, and maintain security
• Meet our legal obligations

We do not sell personal information. We do not use your business data or your clients' data to train artificial intelligence models.

7. Artificial intelligence

LoopHQ uses artificial intelligence to draft suggestions. This section explains it plainly because it is unusual and it matters.

What the AI sees. When an automated feature runs, we send the relevant records to Anthropic PBC, which operates the Claude API. Depending on the feature, this may include job descriptions, addresses, crew names and their skills and licences, client names, invoice amounts and due dates, and the text of enquiries.

What it produces. A suggestion and an explanation in plain English. For example, a proposed crew for a job with reasoning, a proposed order for a worker's day, or a drafted payment reminder email.

Nothing is sent or acted on without a human. Every AI suggestion is held in an approval queue. A person with the appropriate permission must review and approve it before anything is written to your records or sent to anyone outside your business. You can edit any suggestion before approving it.

We do not permit our AI provider to train on your data.

AI output is a draft, not advice. Suggestions can be wrong. Licence and certification warnings are advisory prompts based on the records you have entered. They are not a compliance check and must not be relied on as one. Section 6 of our Terms of Service sets out your responsibilities here.

8. Who we share information with

We disclose personal information to the following service providers, only as needed to run LoopHQ.

We may also disclose information where required by law, to enforce our terms, or to protect the safety of any person.

We do not sell personal information to anyone.

9. Information sent overseas

LoopHQ's database is hosted in Singapore. Several of the service providers listed above are located in other countries, principally the United States.

By using LoopHQ you consent to your information, and information you enter about others, being disclosed to those providers for the purposes described. We take reasonable steps to ensure these providers handle information consistently with the Australian Privacy Principles, but overseas recipients may be subject to different laws.

10. Facebook and Meta lead advertisements

Where you choose to connect a Facebook Page to LoopHQ:

• We request permission to receive lead advertisement submissions from that Page, and to read your list of Pages so you can select one
• When someone submits one of your lead forms, Meta sends us the enquiry, and we store it against your business as a lead
• We store an access token so we can continue to receive those enquiries. It is held server-side and is never sent to your browser
• We use this data only to deliver enquiries to you inside LoopHQ. We do not use it for advertising, do not combine it across businesses, and do not sell it
• You can disconnect the Page at any time in LoopHQ settings, or revoke access from your Facebook settings. Disconnecting stops new enquiries arriving; it does not delete enquiries already received

11. How to delete your data

Full instructions are at loophq.au/deletion. In summary:

If you are a LoopHQ customer, email info@quoteloop.com.au from the address on your account and tell us what you want deleted. You can request deletion of specific records, of data received from a connected Facebook Page, or of your entire business account and everything in it. We will action the request within 30 days and confirm when it is done.

If you are a client or employee of a business that uses LoopHQ, contact that business. They control their records and can delete them directly. If they do not respond, contact us and we will assist.

Some data survives deletion. We may retain records we are legally required to keep, such as financial records for tax purposes. Backups are overwritten on a rolling cycle rather than immediately.

12. Access and correction

You can access and correct most information directly in LoopHQ. If you want a copy of information we hold that is not visible in the application, email us and we will provide it within a reasonable period. We do not charge for this unless a request is unusually large or repeated.

13. Email we send on your behalf

LoopHQ can send email to your clients: quotes, invoices, payment reminders and booking confirmations. These are sent at your instruction and under your business name, with your email address as the reply-to address.

You are the sender. You are responsible for ensuring you have the right to contact those recipients, and for complying with the Spam Act 2003 (Cth) and any other applicable law. We provide the tool. The decision to send is yours, and every outbound message requires your approval before it goes.

14. Security

We take reasonable steps to protect information, including:

• Encryption in transit for all connections
• Database-level access rules that isolate each business's data from every other business
• Role-based permissions controlled by the business owner
• Access tokens for connected services held server-side only, never exposed to a browser

No system is completely secure. If a data breach occurs that is likely to result in serious harm, we will notify affected individuals and the Office of the Australian Information Commissioner as required by the Notifiable Data Breaches scheme.

15. How long we keep information

• While your subscription is active, we keep your data so the service works
• After cancellation, we retain your data for 90 days so you can reactivate or export it, then delete it
• Financial records are retained for 7 years to meet tax and record-keeping obligations
• Backups are overwritten on a rolling cycle

16. Cookies and tracking

LoopHQ uses cookies and browser storage only to keep you signed in and to remember your preferences. We do not use advertising or third-party tracking cookies.

17. Children

LoopHQ is a business tool and is not directed at children. We do not knowingly collect information from anyone under 16.

18. Complaints

If you think we have mishandled your personal information, email info@quoteloop.com.au. We will respond within 30 days.

If you are not satisfied with our response, you can complain to the Office of the Australian Information Commissioner at oaic.gov.au or on 1300 363 992.

19. Changes to this policy

We may update this policy. If a change materially affects how we handle your information, we will notify you by email or in the application before it takes effect. The current version is always at loophq.au/priv.

20. Contact