Privacy Policy

This policy explains how Quotivly ("we", "us") handles personal information about contractors and businesses who use our app ("users") and about their customers who view quotes, sign approvals or pay invoices through Quotivly links ("customers"). For customer information, the contractor decides what is collected and why; we process it on their behalf to provide the service.

Quotivly is operated by its owner, is based in Santa Fe, New Mexico, and is responsible for the information described here. Mailing address: 1704 Llano St Suite B-1002, Santa Fe, NM 87505, USA. Email: [email protected].

From users:

• account details: name, email address, password (stored encrypted), role;
• business details: business name, phone, address, website, licence and insurance information, logo, brand colour, pricing settings;
• content you create: customers, quotes, jobs, invoices, photos, notes, voice or text job descriptions, follow-up messages;
• billing details: subscription plan, monthly or yearly billing choice, payment status, confirmed plan changes and their effective dates. We use these records with Stripe to carry out the billing choices you authorize. Card details are handled by Stripe and are never stored by us.

From customers (entered by the contractor or by the customer):

• name, email, phone and job address;
• quote approvals, typed names and drawn signatures, questions sent to the contractor;
• payment status. Card details are entered directly with Stripe.

Automatically: basic technical data such as IP address, browser and device type, and log data needed to keep the service secure and working.

• to provide the service: create quotes and invoices, run the customer portal, schedule jobs and process payments;
• to generate AI drafts of quotes, invoices and messages from your photos, descriptions and pricing rules;
• to manage your account and subscription and send service messages (for example receipts or security notices);
• to keep the service secure, prevent fraud and fix problems;
• to understand usage in aggregate and improve the product;
• to meet legal obligations.

We do not sell personal information, and we do not use your customers' information to market to them.

We share information only with service providers that help us run Quotivly, under agreements that limit their use of it:

• Stripe: subscription billing and customer payments;
• cloud hosting, database and file storage providers: storing your data, photos and logos;
• AI model providers: processing photos and descriptions to draft quotes and messages;
• email and messaging providers, where used, to deliver messages.

We may also disclose information if required by law, to protect rights and safety, or as part of a merger or sale of the business, in which case this policy will continue to apply.

Texting from Quotivly is currently paused until our carrier registration is approved; no texts are sent while it is paused. When a customer agrees to receive texts (for example by ticking the box when approving a quote), we keep a record of their mobile number, the exact wording they agreed to, how they agreed and the date, so the business and Quotivly can prove consent.

• Mobile numbers and text consent are never sold, rented or shared with third parties or affiliates for their marketing or promotional purposes.
• Text opt-in data and consent records are not shared with any third party, except the messaging provider needed to deliver texts the customer asked for, or where required by law.
• Texts are only about the customer's own job (quotes, reminders, invoices) — never marketing.
• Reply STOP to any text to stop receiving texts, or HELP for help. Message and data rates may apply. Message frequency varies by job.

We keep consent and opt-out records for as long as needed to show we followed the law, even after texting is turned off.

Quote and invoice links contain a unique, hard-to-guess code so that only people with the link can view them. Anyone who has the link can open the page, so share it only with the intended customer.

We keep your information while your account is active and as needed to provide the service. If you close your account we delete or anonymise your data within a reasonable period, except where we must keep certain records (for example billing records) for legal, tax or accounting reasons.

We use reasonable technical and organisational measures to protect information, including encrypted connections (HTTPS), encrypted passwords and access controls that keep each business's data separate. No system is completely secure, so we cannot guarantee absolute security.

If we learn of a security breach that exposes your personal information, we will notify affected users (and, where required, regulators) without undue delay and within the time the law requires, by email or in the app. The notice will explain what happened, what information was involved, what we are doing about it and what you can do to protect yourself. Where a breach affects a business's customers, we will tell that business promptly so it can meet its own obligations.

You can view and update most of your information in the app at any time. You may ask us to access, correct, export or delete your personal information by emailing us. Customers who want their information changed or removed should contact the contractor who sent the quote or invoice, or contact us and we will pass the request on.

Depending on the state you live in (for example California, Colorado, Connecticut, Virginia, Utah, Texas, Oregon and others), you may have these rights:

• Right to know: ask what personal information we have collected about you, where it came from, why we use it and who we share it with;
• Right to access and copy: get a copy of your information in a portable format;
• Right to delete: ask us to delete your information, subject to exceptions the law allows (for example billing records we must keep);
• Right to correct: ask us to fix information that is wrong;
• Right to opt out of sale or sharing: Quotivly does not sell personal information and does not share it for cross-context behavioural (targeted) advertising, and has not done so in the past 12 months. We do not use sensitive personal information for purposes that would require an opt-out;
• Right to appeal: if we decline your request, you can ask us to reconsider by replying to our answer.

To use these rights, email [email protected]. We will confirm receipt and respond within 45 days (or the time your state allows). We will verify your identity by matching the email address on your account or other details we already hold. You may use an authorised agent; we may ask for signed permission and still verify your identity directly. We will not treat you differently, charge you more or give you a lower level of service for using your privacy rights. People in the EU/UK may have similar rights, such as to object to certain processing, and we will honour requests as required by law.

We use essential cookies and similar storage to keep you signed in, remember preferences such as light or dark mode, and make the app work offline. We do not use advertising cookies.

Quotivly is a business tool and is not intended for anyone under 18. We do not knowingly collect information from children.

We may update this policy from time to time. If changes are significant we will notify users by email or in the app. The date at the top shows when it was last updated.

Questions or requests about privacy? Email us at [email protected].