Privacy Policy.

This Privacy Policy applies to Arcane Platforms and Arcane Quotes. Both are operated by:

It covers information handled through the Arcane Platforms website, enquiry forms, the Arcane Quotes public demo and the Arcane Quotes product.

The information we handle depends on how you use the website or Arcane Quotes. It may include:

• Your name, email address, phone number and business or company information
• The content of an enquiry and the service you are interested in
• Arcane Quotes account, login, subscription and account-status information
• Business profile, logo and branding information
• Customer names, contact details, job addresses and job information entered into quotes
• Quote descriptions, quantities, rates, calculations and other pricing information
• Voice recordings, transcripts and AI-generated structured quote information
• Basic browser, device, IP address, request and technical information created by hosting, security and application systems

We use information where appropriate to:

• Respond to enquiries and discuss Arcane Platforms services
• Provide, authenticate, support and secure Arcane Quotes
• Create, store and manage quotes and business profiles
• Transcribe voice notes and generate structured quote drafts using AI
• Operate subscriptions and maintain appropriate account and business records
• Provide support, investigate problems and improve product reliability

We do not treat a website enquiry as consent to add someone to a marketing list.

Arcane Quotes business users may enter information about their own customers, including names, phone numbers, email addresses, job addresses and job details.

The business user is responsible for making sure they are entitled to collect, use and provide that information, and for meeting privacy and notification obligations that apply to their business. Arcane Quotes and the service providers it uses process that information on the business user’s instructions to provide Arcane Quotes.

When you submit an enquiry through the Arcane Platforms website, we use the information you provide to respond, understand what you need and follow up where appropriate.

Enquiry information may be retained where reasonably required for follow-up and appropriate business records. Submitting an enquiry does not automatically subscribe you to marketing.

Recordings submitted to Arcane Quotes are sent to the Arcane Quotes processing back end. Audio may include customer, job, pricing or other information spoken by the user.

OpenAI services are used to transcribe the recording and extract potential structured quote information. Transcripts and generated quote information may contain mistakes. The Arcane Quotes user must review customer details, job information, pricing, calculations and all other generated content before relying on or sending a quote.

Please avoid submitting unnecessary sensitive personal information in a recording.

The WordPress marketing website does not save the recording, transcript or generated quote into a WordPress user account. Back-end technology providers process the request. We do not promise immediate deletion or zero retention by every underlying provider.

Arcane Platforms and Arcane Quotes rely on specialist technology providers. Relevant providers include or may include:

• Supabase for authentication, database, storage and back-end or Edge Functions
• OpenAI for speech transcription and AI-based structured quote processing
• Stripe for subscription and payment processing once production billing is enabled
• Website and application hosting, email and infrastructure providers

These providers process information where required to deliver their part of the service. Some providers may store or process information outside New Zealand. This means information can be subject to the privacy and data-handling requirements that apply where those providers operate.

Security

We use reasonable technical and organisational safeguards appropriate to the nature and stage of the service. No online system is completely risk-free, so please protect your login details and avoid providing information that is not needed.

Retention

We keep information only for as long as reasonably required to provide the service, maintain appropriate records, resolve security or support matters, and meet business or legal obligations that apply to us.

Different information may be retained for different periods. We do not currently promise a specific voice-recording retention period.

You can contact our Privacy Officer to request access to personal information we hold about you, ask for incorrect information to be corrected, request deletion where appropriate, or ask how your information has been handled.

We may need to verify a request. We may also need to retain some information where there is a valid security, billing, record-keeping or legal reason.