Privacy Policy

Effective 16 October 2026.

1. Who this policy covers

This policy is issued by CaptureOnce (ABN 13 180 739 881), the Australian business that runs this service. It covers business owners who create a CaptureOnce account, and their customers, who may see a shared quote or invoice link.

2. What we collect

• From you: your name, email address and password; your business details (such as business name, ABN, GST status, logo and payment details); and what you enter to run your jobs, including customer names and contact details, notes, voice notes, photos, measurements, prices, quotes, invoices and reports.
• From your customers: if they accept or decline a quote through a shared link, the name they type, any note or signature, and the IP address and time of that decision.
• Booking requests: if a business turns on its booking link, the name, phone, email, address, preferred day and note a customer sends through it go to that business as a booking request, and nothing is booked until the business accepts it.

3. How we collect and hold it

We collect it when you enter it in CaptureOnce, or when your customer responds to a shared link. Your account data is stored on servers in Australia. We take reasonable steps to protect it.

4. Why we collect it and how we use it

• To run your account and the service: storing your jobs, preparing your quotes, invoices and reports, and sending the emails you ask us to send.
• To keep the service secure, prevent misuse and fix problems.
• To bill your subscription and meet our legal and tax obligations.
• To answer you when you contact us.

5. Who we share it with

Only service providers who help us run CaptureOnce: our email delivery provider, a speech-to-text service for voice notes, and our AI provider for AI-assisted features. Our AI provider account is on a paid tier. The provider's terms for paid-tier use state that the prompts and responses this sends are not used to improve its products.

Error alerts: when something breaks, an error-alert service receives technical details about what failed, so we can fix it.

Texts: when a business taps to text its customer (for example “On my way”), the customer’s mobile number and the words of that text go to our SMS provider to deliver it.

Card payments: if a business turns on card payments, its customers pay on Stripe’s own checkout page. Stripe processes the payment under its own privacy policy (stripe.com/privacy); card details go to Stripe and never to us or the business. We receive the amount paid and Stripe’s payment reference, to mark the invoice paid.

6. Information that leaves Australia

Our AI provider, speech-to-text provider and email delivery provider may handle what they are sent outside Australia, including in the United States.

Some of our service providers store data overseas, in the United States or the European Union.

7. Access and correction

You can view, correct or delete what you entered in CaptureOnce at any time, or ask us for the personal information we hold about you using the contact below.

8. Contact

Questions about this policy or a request about your data can be sent to support@captureonce.com.au.

9. Changes to this policy

We may update this policy as the service changes. The date at the top shows when it last changed.