Privacy Policy

1. Who we are

Quote My Function (“we”, “us”, “our”) operates the website at quotemyfunction.com.au. We are an Australian business. This policy explains how we manage personal information in line with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

For privacy enquiries, contact us at privacy@quotemyfunction.com.au.

2. Information we collect

From event hosts (customers)

When you submit an event brief, we collect: your name, email address, phone number (optional), suburb and preferred search radius, event date or approximate timeframe, whether your date is flexible, guest count, budget range, preferred supplier categories, style preferences and notes, and your consent preferences.

We also collect technical data automatically: your IP address (for fraud prevention, abuse monitoring and rate limiting), browser type, device signals, pages visited, and limited security event logs. We use cookies as described in section 8.

From suppliers

When you register as a supplier, we collect: your business name, ABN where provided, contact name, email address, phone number, website URL, business suburb and service area, primary category, profile description, opening hours, capacity details where relevant, profile images, Google review information where provided, and membership tier selection.

We may also collect billing and subscription records if you subscribe to a paid membership tier. Payment processing is handled by Stripe and we do not store full credit card details.

3. How we use your information

For event hosts

We use your information to: match you with relevant suppliers in your area; share your brief, including contact details, with the specific suppliers you select; send confirmation emails and follow-up research results; operate AI-assisted discovery where there are not enough registered matches; improve our matching algorithm and platform features; prevent misuse; and comply with legal obligations.

We will only send event hosts marketing communications if they have opted in or where otherwise permitted by law. You can withdraw marketing consent at any time by emailing us or using the unsubscribe option in a marketing email.

For suppliers

We use your information to: display your listing to event hosts searching in your category and area; send you enquiry briefs when an event host selects you; manage your subscription and billing; send tax invoices or receipts; communicate platform updates and policy changes; verify your business details prior to approval; and prevent misuse of customer enquiry data.

4. Who we share your information with

Suppliers you select: When you choose to send your brief to a supplier, that supplier receives your full brief including your name, email address, phone number (if provided), and all event details. You control which suppliers receive this information.

Service providers: We use the following third-party services to operate the platform:

• Supabase — database and authentication hosting (servers located in the United States and/or other regions outside Australia)
• Resend — transactional email delivery
• Vercel — website hosting and deployment
• Stripe — payment processing, subscription management and payment receipts for paid supplier plans
• Search and AI providers — limited brief and location information may be used to help find additional supplier options where registered matches are insufficient

Cross-border disclosure: Some service providers may store or process information outside Australia, including in the United States and other regions where those providers operate infrastructure. We take reasonable steps to use reputable providers and limit disclosure to what is needed to operate Quote My Function.

We do not sell your data. We do not sell, rent, or trade personal information to third parties for their unrelated marketing purposes. We do not share your full event host contact details with registered suppliers unless you select those suppliers or ask us to contact an externally discovered supplier on your behalf.

5. Consent, marketing and unsubscribe choices

When submitting a brief, you are presented with the following consent options:

Supplier outreach emails sent to businesses that are not yet registered with Quote My Function include sender details and an unsubscribe option. We record unsubscribe requests and suppression status so we do not keep sending supplier marketing or outreach to the same address.

6. Data retention

We retain personal information for as long as necessary to provide our services and comply with legal obligations. As a general guide:

Enquiry data (including your brief and lead delivery records) is retained for 7 years from the date of submission for legal and audit purposes, then securely deleted.

Supplier profile data is retained for the duration of your membership plus 7 years after account closure.

Marketing consent, unsubscribe, suppression and email delivery records are retained as long as reasonably needed to demonstrate compliance with the Spam Act 2003 (Cth), resolve disputes, and avoid contacting people who have opted out.

7. Security

We take reasonable steps to protect personal information from misuse, loss, and unauthorised access. Measures include:

Data is encrypted in transit (TLS) and, where supported by our providers, at rest. Access to production data is restricted to authorised personnel and service providers who need access to operate the Platform. Our database platform uses Row Level Security policies, service-role controls, abuse-event logging and rate limits to enforce data access boundaries and reduce automated misuse. Supplier accounts are reviewed before approval.

No method of electronic transmission or storage is 100% secure. If you believe your information has been compromised, contact us immediately at privacy@quotemyfunction.com.au.

8. Cookies

We use cookies and similar technologies for the following purposes:

Essential cookies: Required for authentication (keeping you logged in) and session management. These cannot be disabled without affecting your ability to use the platform.

Functional cookies: We temporarily store your brief progress in your browser's local storage so you can return to an incomplete brief. This data remains on your device only.

We do not currently use advertising or tracking cookies. If this changes, we will update this policy and seek your consent where required.

9. Children's privacy

Quote My Function is intended for adults aged 18 and over. We do not knowingly collect personal information from individuals under the age of 18. If you believe we have inadvertently collected such information, please contact us and we will delete it promptly.

10. Your rights

Under the Australian Privacy Principles, you have the right to:

Access the personal information we hold about you. Submit a request to privacy@quotemyfunction.com.au and we will respond within a reasonable time, generally within 30 days.

Correct inaccurate or out-of-date information. Supplier profiles can be updated directly in your dashboard. Event host data can be corrected by contacting us.

Withdraw consent for optional communications (C3, C4) at any time by emailing us or using the unsubscribe link in any email.

Complain by contacting us first at privacy@quotemyfunction.com.au. We will aim to respond within 30 days. You may also complain to the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au if you believe we have breached the APPs.

11. Changes to this policy

We may update this Privacy Policy from time to time. When we make material changes, we will update the “Last updated” date at the top of this page and, where appropriate, notify registered users by email. Continued use of the platform after changes are posted constitutes acceptance of the updated policy.