From the form to your first call
The homeowner fills in the form
What they need, what's there now, how soon and their postcode, then their first name, email and phone. Every job begins on our own form.
They agree to one installer contacting them
The consent covers their name, email, phone and answers going to the installer who takes the job, so that installer can contact them about it. The tick box reads: "I agree to Blufire sharing my details with one local heat pump installer so they can contact me about this job."
You see the job
If you cover the postcode and specialise in that kind of work, you see the job details: job details shown before a job is taken. You don't see the phone or email yet. Who sees it: the local installers who cover the area. If none of them takes it within 48 hours, heat pump installers elsewhere in the homeowner's region may see it too.
You take it
The first to take it gets the contact details, and you're the only installer who receives them. How quickly we'll ask you to make first contact: response time we ask of installers.
On first contact, say who you are
Since 1 May 2026, principle 3A of the Privacy Act says a business that collects someone's information from another source must take reasonable steps to tell them, as soon as reasonably practicable, unless an exception applies. The Privacy Commissioner says that duty sits with the business collecting indirectly. On our jobs, that's you.
One exception covers the case where the first collector already told the person it would pass the information on, along with the other required details. Our form says the details go to whichever installer takes the job, but it can't name you in advance. So cover it on first contact: your business name, that their details came through Find My Aircon, what the call is about, and how they can see or correct what you hold. Have your own adviser confirm what that notice needs: lawyer review.
Using their details after the job
The consent covers contact about the job they described. The Privacy Act says information collected for one purpose generally may not be used for an unrelated one, unless the person authorises it or another exception applies.
Marketing emails and texts are a separate question. Under the Unsolicited Electronic Messages Act 2007, you can't send commercial electronic messages without the person's consent, and it's on you to prove it. The Department of Internal Affairs advises keeping a record of who consented and how.
Every such message must say who authorised it and how to reach them, and carry a working unsubscribe option, and an unsubscribe takes effect within 5 working days. A court can order penalties of up to $200,000 for an individual or $500,000 for an organisation.
A quote visit you were asked for isn't an uninvited sale
The Fair Trading Act's uninvited direct sale rules cover sales negotiated face to face at someone's home, or by phone, when they didn't invite the trader for that purpose. A homeowner who asked for a heat pump job to be quoted has invited you to talk about that job.
The words "for that purpose" do some work, though. A trader who turns up and gives an unsolicited quote doesn't count as invited. Where a sale does fall under the rules, the homeowner can cancel within 5 working days of receiving their copy of the agreement, and the trader must repay what they've paid straight away. Get your own advice on where your sales process sits.
Quote or estimate: say which
Consumer Protection says an estimate is a best guess, while a quote is a price for the job that can't go up once accepted, unless the homeowner agrees to extra work or the scope changes. If you charge for preparing a quote, the homeowner must be told beforehand. Label yours clearly and you'll save an argument later.
What we'd do
How we'd handle a new job
We'd ring promptly, open with the business name and that they asked through Find My Aircon, and note in the job file what they agreed to and when. If they ask you to stop, stop, and note the date they asked. And we'd get the written quote to them before any talk of other products.