Privacy
Effective 22 September 2026
This policy explains how QuoteFlow by MUVA handles account information and service data, and how the platform processes information entered by the organisations that use it.
1. Our role and the customer’s role
QuoteFlow is a business quotation platform provided by MUVA. In this policy, “QuoteFlow”, “we”, “us” and “our” refer to the QuoteFlow service and its operator.
The organisation that subscribes to QuoteFlow is the “Customer Organisation”. It decides what client, project and quotation information its authorised users enter or import. For that customer content, the Customer Organisation is responsible for the collection and use of personal information, and QuoteFlow processes the information to provide the service.
QuoteFlow is responsible for the personal information it handles for its own purposes, such as account administration, access security, service support and operational records.
2. Information we handle
| Account information | Name, business contact details, username, role, permissions and authentication records. |
|---|---|
| Customer content | Client and joint-client details, project or site information, quote selections, prices, notes, correspondence and supporting records entered by authorised users. |
| Connected services | Identifiers and contact details selected for import from HubSpot, plus connection status and audit records. QuoteFlow requests read-only contact access and does not write contact changes back to HubSpot. |
| Service data | Browser or device details, IP address, timestamps, security events, diagnostic information and records of how the service is used. |
QuoteFlow is not intended for identity documents, payment-card details, health information or other sensitive information unless the Customer Organisation has confirmed a lawful need and provided the required notice.
3. How information reaches QuoteFlow
Information may be provided when an account is created, entered by an authorised user, supplied by a client or representative, imported from a connected HubSpot account, or generated when the service is used. We may also receive information through support requests and security or operational logs.
4. How we use information
We use personal information where reasonably necessary to provide, secure and support QuoteFlow. This includes managing accounts and permissions, preparing and retaining quote records, operating connected services, responding to support requests, maintaining backups and audit trails, preventing misuse, improving reliability, and meeting legal or regulatory obligations.
We do not sell personal information or use customer content for unrelated advertising.
5. Service providers and disclosure
We may give limited access to providers that support hosting, Google-based application and record storage, HubSpot contact import, security, backups, diagnostics, professional advice and technical support. They may use the information only to provide their contracted service or where the law requires it.
Some providers or approved subprocessors may handle information outside Australia, including in the United States and other locations stated in their current data-processing terms. The applicable locations depend on the services enabled for the Customer Organisation.
We may also disclose information where authorised or required by law, to protect people or systems, or as part of a business reorganisation subject to appropriate safeguards.
6. Security and retention
QuoteFlow uses role-based access, password controls, encrypted connections, restricted integration credentials, logging, backups and access review. No online service can guarantee absolute security, so authorised users must also protect their accounts and devices.
We retain information for as long as reasonably needed to provide the service, maintain quote and audit records, resolve issues and meet legal obligations. Customer Organisations control their own recordkeeping requirements. When information is no longer required, it is deleted or de-identified where reasonably practicable, with backup copies expiring through the applicable backup cycle.
7. Your choices
For information contained in a quote or client record, contact the Customer Organisation that collected it. That organisation controls the record and is best placed to handle access, correction or deletion requests.
For QuoteFlow account or service information, ask your QuoteFlow administrator to correct your account details or raise a request with the QuoteFlow contact identified in the Customer Organisation’s service agreement.
8. Contact, complaints and changes
Privacy enquiries about customer content should be sent to the Customer Organisation. Privacy enquiries about QuoteFlow’s own handling of account or service information can be sent through the QuoteFlow contact identified in the applicable service agreement.
If a privacy concern is not resolved, you may be able to contact the Office of the Australian Information Commissioner.
We may update this policy when the service, providers or legal requirements change. The current version and effective date will remain available in QuoteFlow.