Privacy Policy — SmokoHQ

1. Who we are

SmokoHQ ("we", "us", "our") is an Australian software service that helps tradies create, send, and manage quotes for their customers. This Privacy Policy explains how we handle personal information we collect through our website and service.

If you have questions about this policy, contact us at support@smokohq.au.

2. What information we collect

We collect the following types of information:

Account information: your email address, business name, ABN, phone, and physical address (if provided).
Customer data: details about your customers that you enter into the service (names, emails, phone numbers, addresses, job descriptions).
Quote data: the content of quotes you generate, send, and track through our service.
Payment information: we use Stripe to process payments. We do not store your full credit card details on our servers — Stripe handles this securely.
Usage data: we use PostHog analytics to track how you use the service (which pages you visit, what features you use). This helps us improve the product.
Technical data: IP address, browser type, device information, and similar technical details automatically logged when you use our service.

3. How we use your information

We use your information to:

Provide the SmokoHQ service to you (generate quotes, send emails, track responses).
Process payments and manage your subscription.
Send you transactional emails (welcome, quote confirmations, follow-ups, billing).
Improve our product based on how you use it.
Respond to your support requests and feedback.
Comply with our legal obligations.

We do not sell your data to third parties. We do not use your customer data for any purpose other than providing you with the service.

4. AI and your data

SmokoHQ uses AI (specifically, Anthropic's Claude API) to generate quote content. When you create a quote, the job description and other details you provide are sent to Anthropic for processing. Anthropic does not train its models on this data and does not retain it after processing.

We do not share your customer data with the AI beyond what's needed to write that specific quote.

5. Third parties we share data with

We share data with the following service providers, only as needed to run SmokoHQ:

Supabase: hosts our database. Servers located in Sydney, Australia.
Vercel: hosts our application. Global edge network.
Stripe: processes subscription payments.
Resend: sends transactional emails.
Anthropic: AI quote generation.
PostHog: usage analytics.

Each of these providers has their own privacy practices. We choose providers that maintain industry-standard security practices.

6. How long we keep your data

We keep your account data for as long as your account is active. If you delete your account, we delete your data within 30 days, except where we're required to keep it for legal reasons (e.g. tax records).

Customer data you enter remains your responsibility. You can delete individual quotes or customer records at any time from your dashboard.

7. Your rights

Under the Australian Privacy Act and other applicable laws, you have the right to:

Access the personal information we hold about you.
Correct any inaccurate information.
Request deletion of your account and associated data.
Withdraw consent for marketing communications (we currently don't send marketing emails, only transactional ones).
Complain to the Office of the Australian Information Commissioner (oaic.gov.au) if you believe we've mishandled your data.

To exercise any of these rights, email us at support@smokohq.au.

8. Security

We use industry-standard security measures including encryption in transit (HTTPS), encryption at rest (Supabase), and access controls. However, no system is 100% secure. If we ever experience a data breach that affects your information, we'll notify you within 72 hours as required by Australian law.

9. Children

SmokoHQ is intended for use by Australian tradies and business owners. We do not knowingly collect data from anyone under 18. If you believe we have, contact us to delete it.

10. Changes to this policy

We may update this Privacy Policy from time to time. We'll notify you of significant changes via email or through the service. Continued use after changes constitutes acceptance.

11. Contact us

Questions, concerns, or requests? Email support@smokohq.au.