Last updated 27 April 2026
Privacy Policy
This privacy policy applies to landing pages and the AdProve platform operated by FlowPilot Systems Pty Ltd ("FlowPilot", "we", "us") on behalf of Australian trades businesses ("our clients"). Each client also handles your information directly when they receive your enquiry — their own privacy practices apply alongside this policy.
What we collect
When you submit a form or call a tracked phone number on a landing page powered by AdProve, we may collect:
- Your name, phone number, email, suburb, and any message you write
- The service you asked about
- The page you visited and the link you arrived from (referrer)
- Marketing identifiers passed through the URL (Google "gclid", UTM tags, etc.)
- Your IP address and browser user-agent
- For phone calls: the number you called from and (where the trade business uses CallRail) a recording or transcription of the call
Why we collect it
- To deliver your enquiry to the trade business you contacted
- To let that business measure which advertising channels are sending the leads they pay for (attribution)
- To produce reports and recommendations the business uses to manage its advertising
- To comply with legal obligations (record-keeping, fraud prevention)
Who can see your information
- The trade business you contacted, and the staff at that business they grant access to
- FlowPilot platform staff, in order to operate the service
- Service providers we use to run the platform — Supabase (database hosting), Resend (email), Twilio (SMS), CallRail (call tracking), Google Cloud (Google Ads API), Anthropic (Claude AI), Stripe (billing), Vercel (hosting). Each handles your data only as needed to provide their service to us
We do not sell your information. We do not share it with anyone else for advertising, profiling, or any unrelated purpose.
How long we keep it
Lead and call records are retained for 7 years after the last interaction so businesses can refer back to historical jobs and comply with Australian record-keeping obligations. Call recordings are retained for 12 months unless the business has chosen a different retention period in their CallRail account.
If a client business ends its AdProve subscription, its data is available to it for a 30-day grace period and then deleted in line with our standard retention policy.
Security
OAuth tokens, API keys, and similar credentials are encrypted at rest using Supabase Vault. Data is segregated per client at the database row level so one client's leads, calls, and recordings are never visible to another client.
Your rights
You can request access to, correction of, or deletion of personal information we hold about you by emailing privacy@flowpilotsystems.com.au. We will respond within 30 days.
If you believe we have mishandled your information you can complain to the Office of the Australian Information Commissioner (oaic.gov.au).
Contact
FlowPilot Systems Pty Ltd
Email: privacy@flowpilotsystems.com.au
Support: support@flowpilotsystems.com.au