Last updated: July 24, 2026
This Privacy Policy describes how QuotePilot ("we," "us," or "the Service") collects, uses, and protects your information when you use our application. By using the Service, you consent to the practices described in this policy.
Account Information: When you create an account, we collect your email address, name, and authentication credentials. This is managed through our authentication provider.
Business Profile Information: You may provide business details such as your business name, logo, industry, description, services, pricing, contact information, tax rate, and follow-up automation preferences. If you add a payment link (such as Stripe, PayPal, or Square), we store the link URL you provide so we can display it on quotes.
Quote and Customer Data: When you create quotes, we store the customer name, email, phone, job address, line items, upsells, discounts, pricing, and any notes you enter. Your customer directory stores contact details, custom fields, and per-customer follow-up settings. If you import a file of contacts, we process that file to add the contacts it contains to your directory.
Pricing Sheets and Calculators: We store your pricing sheets (including tiers, service pricing, rating scales, and add-ons), your internal quote calculator, and your public calculator configurations.
Leads from Public Calculators: When a visitor uses one of your public calculators with lead capture enabled, we store the information they submit (such as name, email, phone, and their selections) as a lead in your account, along with the estimated price and submission time.
Follow-Up Reminders: We store the follow-up settings you configure (enabled/disabled, reminder date, and scope) and use them to send reminder emails to you.
Uploaded Files: Files you upload (such as logos and contact import files) are stored by our file storage provider so the Service can use or process them.
Usage Data: We may collect information about how you use the Service, including feature usage, device information, and log data, to improve the Service.
Payment Processing: Subscription payment information is handled by our third-party payment processor (Base44 Payments). We do not store your credit card information. Payment links you add for your customers (such as Stripe, PayPal, or Square) connect your customers directly to that provider; we do not process or store your customers' payment card details.
Email Delivery: When a follow-up reminder is sent, the relevant content and recipient email address are sent to our email delivery provider to send the message on your behalf.
AI Providers: When you use AI-assisted features, the input you provide (such as business and job details) may be sent to our AI provider to generate a response. Avoid entering sensitive personal data into AI prompts.
Service Providers: We use third-party service providers for hosting, authentication, file storage, and other core functions. These providers have access to your data only as necessary to perform their services and are bound by confidentiality obligations.
Legal Compliance: We may disclose your information if required to do so by law or in response to valid legal requests.
Your Customers: Information you enter, import, or collect about your customers (names, emails, phone numbers, lead submissions) is used solely to generate and deliver quotes, produce estimates, and send the reminders you configure. We do not market to your customers or share their information with third parties for marketing purposes.
We take reasonable measures to protect your data, including encryption, access controls, and secure infrastructure. Access to your quotes, customers, calculators, and leads is restricted to your account. However, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security, and you acknowledge that you provide your information at your own risk.
You are responsible for maintaining the security of your account credentials. We recommend using strong passwords and not sharing your login information.
You act as the controller of any personal data you enter, upload, import, or collect through the Service (for example, customer contacts or public-calculator leads). This means you are responsible for obtaining any necessary consents, providing any required notices, and otherwise complying with applicable privacy laws (such as GDPR, CCPA, and similar laws) with respect to that data. We process such data on your behalf as a service provider to deliver the features you use.
If you receive a request from one of your customers regarding their personal data, you are responsible for responding to it. We will reasonably assist you where we are able to do so.
We retain your data for as long as your account is active. If you cancel your subscription, your data will be retained for a limited period to allow for account reactivation, after which it may be deleted. You may request deletion of your data at any time by contacting us.
When you delete quotes, pricing sheets, customers, leads, or other content, it may be removed from active display but may persist in backups for a limited period.
Depending on your location, you may have the following rights regarding your personal data:
To exercise any of these rights, please contact us through the Support feature within the Service or at support@quotepilot.app.
The Service uses essential cookies and similar technologies to function properly. These include authentication cookies that keep you logged in and session cookies that maintain your preferences. We do not use advertising or tracking cookies.
The Service integrates with several third-party services, including:
Each of these services has its own privacy policy governing how they handle data. We encourage you to review their policies.
The Service is not intended for use by anyone under 18 years of age. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately so we can delete it.
We may update this Privacy Policy from time to time. If we make material changes, we will notify you via email or in-app notification. The updated policy will be effective immediately upon posting. Your continued use of the Service after any changes constitutes your acceptance of the revised policy.
If you have any questions about this Privacy Policy or your data, please contact us through the Support feature within the Service.