Privacy Policy

Effective Date: December 2024

At Quoted ("we," "us," or "our"), we take your privacy seriously. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our voice-to-quote service at quoted.it.com (the "Service").

By using the Service, you agree to the collection and use of information in accordance with this policy.

1. Information We Collect

1.1 Information You Provide

When you create an account or use the Service, we collect:

• Account Information: Name, email address, password, and business details (company name, industry, location)
• Profile Information: Pricing models, hourly rates, typical project details you provide during onboarding
• Quote Data: Voice recordings, transcriptions, generated quotes, quote modifications, and related metadata
• Payment Information: Billing details processed through our payment provider (Stripe). We do not store full credit card numbers.
• Communications: Messages you send us, including support requests and feedback

1.2 Information Collected Automatically

When you use the Service, we automatically collect:

• Usage Data: Features used, quotes generated, time spent, actions taken
• Device Information: Device type, operating system, browser type, IP address
• Log Data: Access times, error logs, pages viewed
• Cookies: We use cookies and similar technologies to maintain your session and improve the Service (see Section 10)

1.3 Voice Recordings

When you use the voice-to-quote feature, we collect and process your voice recordings to generate transcriptions and quotes. Voice recordings are:

• Sent to OpenAI for transcription via the Whisper API
• Temporarily stored on our servers during processing
• Deleted after transcription is complete unless you choose to save them

2. How We Use Your Information

2.1 Service Delivery

We use your information to:

• Provide, maintain, and improve the Service
• Generate accurate quotes based on your voice input
• Personalize your experience and pricing recommendations
• Process transactions and send billing information
• Authenticate your account and prevent fraud

2.2 Learning and Improvement

We use your data to improve the AI models that power the Service:

• Quote Corrections: When you edit or adjust a generated quote, we analyze these changes to refine our AI's understanding of your pricing style
• Pattern Recognition: We identify patterns in how you price different types of projects to improve future suggestions
• Model Training: Aggregated, anonymized data may be used to train and improve our AI systems

You can opt out of data use for model training at any time through your account settings.

2.3 Communications

We may use your information to:

• Send service-related announcements and updates
• Respond to your inquiries and support requests
• Send marketing communications (you can opt out at any time)
• Request feedback or participation in surveys

3. Data Retention

We retain your information for as long as your account is active or as needed to provide the Service. Specifically:

• Account Data: Retained while your account is active and for 90 days after cancellation
• Quote Data: Retained while your account is active. You can delete individual quotes at any time.
• Voice Recordings: Deleted immediately after transcription unless you choose to save them
• Learning Data: Aggregated, anonymized corrections and patterns may be retained indefinitely for model improvement
• Legal Compliance: Some data may be retained longer if required by law or to resolve disputes

You can request deletion of your data at any time by contacting us at support@quoted.it.com.

4. How We Share Your Information

4.1 Third-Party Service Providers

We share your information with trusted third-party providers who assist in operating the Service:

• OpenAI: Voice transcription via Whisper API. Voice recordings are processed according to OpenAI's data usage policies.
• Anthropic: AI quote generation via Claude API. Quote content and your pricing model are processed according to Anthropic's data usage policies.
• Stripe: Payment processing. Payment information is handled directly by Stripe under their privacy policy.
• Hosting Providers: Our infrastructure is hosted on Railway and may be backed up to secure cloud storage.

These providers are contractually required to use your information only as necessary to perform services for us and to protect your information.

4.2 Business Transfers

If we are involved in a merger, acquisition, or sale of assets, your information may be transferred. We will notify you before your information becomes subject to a different privacy policy.

4.3 Legal Requirements

We may disclose your information if required by law, regulation, legal process, or governmental request, or to:

• Comply with legal obligations
• Protect and defend our rights or property
• Prevent fraud or illegal activity
• Protect the safety of users or the public

4.4 With Your Consent

We may share your information with other parties when we have your explicit consent to do so.

5. Data Security

We implement industry-standard security measures to protect your information:

• Encryption: Data is encrypted in transit using HTTPS/TLS and at rest using AES-256
• Access Controls: Strict internal access controls limit who can view your data
• Authentication: Secure password hashing and session management
• Monitoring: Continuous monitoring for suspicious activity and vulnerabilities
• Regular Audits: Periodic security assessments and updates

However, no system is completely secure. We cannot guarantee absolute security of your information.

6. Your Rights and Choices

6.1 Access and Correction

You can access and update your account information at any time through your account settings. If you need help, contact us at support@quoted.it.com.

6.2 Data Portability

You can export your quote data at any time in CSV or PDF format through the Service.

6.3 Deletion

You can delete individual quotes through the Service. To delete your entire account and associated data, contact us at support@quoted.it.com. We will process your request within 30 days.

6.4 Opt-Out of Marketing

You can opt out of marketing emails by clicking the "unsubscribe" link in any marketing email or by updating your preferences in account settings. You cannot opt out of service-related communications.

6.5 Opt-Out of Learning Data

You can opt out of having your quote corrections used for model training through your account settings. This will not affect the quality of the Service.

6.6 Do Not Track

We do not currently respond to "Do Not Track" signals from browsers.

7. Children's Privacy

The Service is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children. If we learn we have collected information from a child under 18, we will delete it promptly. Contact us if you believe we have inadvertently collected such information.

8. International Data Transfers

Your information may be transferred to and processed in countries other than your own, including the United States. These countries may have different data protection laws than your jurisdiction.

By using the Service, you consent to the transfer of your information to the United States and other countries where we operate.

9. California Privacy Rights

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA):

• Right to Know: You can request details about the personal information we collect, use, and share
• Right to Delete: You can request deletion of your personal information
• Right to Opt-Out: You can opt out of the sale of your personal information (we do not sell personal information)
• Non-Discrimination: We will not discriminate against you for exercising your privacy rights

To exercise these rights, contact us at support@quoted.it.com.

10. Cookies and Tracking Technologies

10.1 What We Use

We use cookies and similar technologies to:

• Maintain your login session
• Remember your preferences
• Analyze how you use the Service
• Improve performance and user experience

10.2 Types of Cookies

• Essential Cookies: Required for the Service to function (login, security)
• Performance Cookies: Help us understand how users interact with the Service
• Preference Cookies: Remember your settings and choices

10.3 Managing Cookies

You can control cookies through your browser settings. However, disabling cookies may limit your ability to use certain features of the Service.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. If we make material changes, we will notify you by:

• Posting a notice on the Service
• Sending an email to the address associated with your account
• Updating the "Effective Date" at the top of this policy

Your continued use of the Service after changes take effect constitutes acceptance of the revised policy.

12. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

Email: support@quoted.it.com
Website: https://quoted.it.com

13. Third-Party Links

The Service may contain links to third-party websites or services. We are not responsible for the privacy practices or content of these third parties. We encourage you to review the privacy policies of any third-party sites you visit.

14. Data Protection Officer

If you are located in the European Economic Area (EEA), you have the right to contact our Data Protection Officer with any questions or complaints regarding data protection. Contact us at support@quoted.it.com with "Data Protection Officer" in the subject line.