This policy explains what personal data Quoterium handles, why, and what rights you have. Quoterium is provided by [Company legal name], a company registered in [Jurisdiction: England and Wales] under company number [Company number], whose registered office is at [Registered address] (“we”, “us”). You can contact us about privacy through our contact form or by post at the address above.
1. Two roles
Quoterium is used by businesses — our customers, which we call organisations — to send quotes to their own clients. We therefore handle personal data in two different roles:
- As a controller, for the data we need to run our own business: the accounts of the people who use Quoterium, billing, support requests and visits to our website. Sections 2 to 4 cover this.
- As a processor, for the data each organisation puts into Quoterium about its clients and their staff, and the data those clients provide when they view, accept or sign a quote. The organisation decides how that data is used and is its controller; we process it only on the organisation’s instructions. Section 5 covers this.
If you have received a quote through Quoterium and have a question about your data, please contact the business that sent it to you. We will help them respond.
2. Data we collect as a controller
Your account
When you sign up or accept an invitation: your name, email address and password. We store the password only as a one-way hash. You can add a job title, phone number, email signature and a saved signature (a drawn image or your typed name) used to countersign quotes. We record when you last signed in and which organisations you belong to, and with which role.
Your organisation and billing
The organisation’s name, address, contact details, website, VAT or tax number, logo and settings; the billing email address, plan, billing period and the status of the subscription and its payments.
Payments are handled by Stripe. Your card details are entered on Stripe’s own pages and go directly to Stripe; Quoterium never receives or stores them. We keep the Stripe customer and subscription references and the status of payments. Your billing settings show the card brand, last four digits and expiry date by asking Stripe when the page is opened; we do not store them.
Support requests
When you contact us through the support form on our website or in the app, we store your name, email address, company (if given), the topic, subject and message, the IP address and browser you used, and, from the app, your user account and organisation. We use the IP address to limit abuse of the form. We email the request to our support team and send you a copy.
Visits to our website
Our website sets no cookies of its own and uses no advertising tools. We count visits to this website with Plausible Analytics, a privacy-friendly tool that runs on our own server (plausible.keepthinking.net). It sets no cookies and stores nothing in your browser; it records the page visited, the referring site, browser, operating system, device type and country, and counts a few actions such as starting a trial or sending the support form. Your IP address is used only to derive the country and to count unique visits through a daily-rotating, irreversible hash; it is not stored, and the data is not shared with anyone. The app and your clients’ quote pages are not measured. Like any web server, ours records standard request logs — IP address, time, page requested, referring page and browser — which we keep for [period] for security and to fix problems. Our fonts are loaded from Google Fonts, which means your browser connects to Google’s servers and shares your IP address with Google. See our cookies page for details.
To show prices in your currency (pounds in the UK, euros in the euro area, US dollars elsewhere), the website looks up the country of your IP address in a copy of the DB-IP country database kept on our own server. The lookup happens when the page is built; the IP address is not sent anywhere else and the country is not stored. When you create an account, the currency chosen this way becomes your organisation’s billing currency.
3. Why we use it, and our lawful basis
| Purpose | Lawful basis |
|---|---|
| Providing Quoterium: your account, sign-in, organisations, team and settings | Contract |
| Taking payment and managing subscriptions | Contract |
| Keeping accounting and tax records | Legal obligation |
| Answering support requests | Contract, or our legitimate interest in helping people who contact us |
| Service emails, such as invitations, password resets and billing notices | Contract |
| Keeping Quoterium and our website secure, and preventing abuse | Legitimate interests |
We do not sell personal data, and we do not currently send marketing emails. [If marketing emails are introduced, describe the basis and how to opt out.]
4. How long we keep it
- Account and organisation data: while the account or organisation is active. When a subscription or trial ends, the organisation’s data is kept for [30] days so it can be reactivated, then deleted from our live systems, and from backups within a further [period].
- Billing records: for [6 years] after the end of the financial year they relate to, as required for tax purposes.
- Support requests: for [period] after the request is closed.
- Server logs: for [period].
5. Data we process for organisations
For each organisation, Quoterium stores the content the organisation and its team enter, and the information its clients provide when they respond to a quote. This typically includes:
- Clients and contacts: company and personal names, email addresses, phone numbers, job titles, postal addresses, tax numbers and private notes written by the organisation’s team.
- Quotes: their content, prices and attachments, the emails sent to clients, questions, answers and comments, and an activity log.
- Quote views: when a client opens their link we record the time, the IP address and the browser, so the organisation can see whether and when a quote was read.
- Acceptance and e-signature evidence: when a client accepts, we record the name they give, their signature (a drawn image or typed name), any order number and comments, the options they chose, the time (UTC), IP address, browser and device, the email address of the recipient and whether it was verified with a one-time code, and a certificate id with a SHA-256 hash of the agreed content. This evidence is shown in the quote’s signature certificate and kept with the quote.
- Email verification codes: six-digit codes sent to the signer, valid for 15 minutes.
- Uploaded files: logos, images and documents added to quotes, stored on our servers in an area reserved for that organisation. Logos and images used in quotes are served from addresses that are difficult to guess, so that they can appear in emails and PDFs.
We use this data only to provide Quoterium to the organisation, as set out in our terms of service and data processing terms [link or reference to the data processing agreement]. Every record belongs to a single organisation and is only accessible to that organisation’s team. Our own staff access it only where needed to provide support at the organisation’s request, to investigate a problem, or where the law requires it. Access through our administration tools is logged.
The organisation is responsible for telling its clients how it uses their data and for responding to their requests. When an organisation’s data is deleted (see section 4), the data in this section is deleted with it.
6. Who else receives data
We use the following service providers. Some are used only if the organisation turns on the related feature.
| Provider | What for | Data involved |
|---|---|---|
| [Hosting provider] | Hosting the app, database and files ([location]) | All data described in this policy |
| Stripe | Subscription payments | Organisation name, billing email and address, plan and payments; card details are collected by Stripe directly |
| [Email delivery provider] | Sending email from Quoterium’s own mail server | Recipient names and addresses and the content of the emails |
| The organisation’s own mail server | Sending the organisation’s emails, if it configures one | Recipient names and addresses and the content of the emails |
| Xero | Only if the organisation connects Xero: linking contacts and creating invoices | Client and contact names, email addresses, phone numbers, addresses and tax numbers; invoice lines, amounts and a link to the quote |
| OpenRouter, and the AI model provider it routes the request to | Only when an admin asks for an AI-written invoice summary | The quote number and title, the client’s name, the quote’s introduction (or, if it has none, the names and descriptions of the chosen items) and the item names; no prices |
| OpenRouter, and the AI model provider it routes the request to | Only when someone imports a quote from a Word or PDF document, to read it and turn it into a draft | The whole document, including any names, contact details, prices and terms it contains; Quoterium keeps the draft it creates and the file name, not the document |
| Plausible Analytics (self-hosted by [Company legal name] / Keepthinking) | Counting website visits, without cookies | Page, referrer, browser, device type and country of website visitors; IP addresses are not stored |
| Google Fonts | Serving the typeface used by our website, the app and our emails, and the font an organisation chooses for its quotes | The visitor’s IP address and browser details, which their browser sends when it loads the font |
Exchange rates are fetched from a public service publishing European Central Bank reference rates (Frankfurter). No personal data is sent to it.
An organisation can use its own OpenRouter account for AI summaries and imports; in that case the request goes to OpenRouter under the organisation’s own agreement with them.
We may also disclose data where the law requires it, or to a business that takes over Quoterium, which would remain bound by this policy.
7. International transfers
[Describe where data is stored and which providers transfer it outside the UK or EEA — for example Stripe, Xero, OpenRouter and Google are based in or transfer data to the United States — and the safeguards relied on, such as the UK International Data Transfer Addendum or the EU Standard Contractual Clauses.]
8. Security
- Each organisation’s data is kept separate, and every request is checked against the organisation it belongs to.
- Passwords are stored only as one-way hashes.
- Connection details for Xero and OpenRouter, and passwords for an organisation’s own mail server, are stored encrypted.
- Access is controlled by roles within each organisation.
- [Describe encryption in transit, backups and other measures once confirmed for the production environment.]
9. Your rights
Under data protection law [UK GDPR and the Data Protection Act 2018] you have the right to:
- ask for a copy of the personal data we hold about you;
- ask us to correct data that is wrong or incomplete;
- ask us to delete your data, or to restrict how we use it;
- object to our use of your data where we rely on legitimate interests;
- receive data you gave us in a portable format.
You can update most account details yourself in the app. For anything else, use our contact form. If your request concerns data an organisation holds about you as its client, we will pass it to that organisation.
You can also complain to the data protection authority — in the UK, the Information Commissioner’s Office (ico.org.uk). We would appreciate the chance to put things right first.
10. Children
Quoterium is a business service and is not intended for anyone under 18.
11. Changes to this policy
We will update this policy when the way we handle data changes, and change the date at the top. If a change is significant, we will tell organisation owners by email before it takes effect.