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Read our Cookie PolicyLast updated: September 28, 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.
Sensitive Information. We do not knowingly collect sensitive personal data such as Social Security numbers, government identification numbers, health information, racial or ethnic origin, or biometric data. Please do not submit such information through the Service.
Billing Information: We collect subscription and billing information (such as your plan, billing cycle, and payment status) to manage your account. Credit card information is handled entirely by our payment processor (Base44 Payments) — we never receive or store your full card number.
Legal Basis for Processing (GDPR). For users in the European Economic Area, the United Kingdom, or Switzerland, we process your personal data under the following lawful bases: (a) performance of a contract — to provide the Service you subscribed to, including generating quotes, processing payments, and delivering emails; (b) legitimate interests — to improve the Service, prevent fraud, and ensure security; (c) compliance with legal obligations — to meet our legal and regulatory duties; and (d) consent — for optional communications and features where you have provided consent. You may withdraw consent at any time without affecting the lawfulness of processing based on consent before its withdrawal.
AI Processing. When you use AI-assisted features (such as quote generation), the input you provide (business details, job descriptions, line items) is sent to our AI provider to generate a response. This data is processed for the sole purpose of generating the requested content and is not used by the AI provider for training their models. We do not send your customer personal data to AI providers unless you explicitly include it in an AI prompt.
Automated Decision-Making. The Service uses AI to generate quote content and pricing suggestions, but these are tools to assist you — not automated decisions about you. All AI-generated content is reviewed and approved by you before being sent to customers. We do not make solely automated decisions that produce legal or similarly significant effects on you, as prohibited by GDPR Article 22.
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.
Sale and Sharing of Personal Information. We do not sell your personal information to third parties for monetary or other valuable consideration. We do not share your personal information with third parties for cross-context behavioral advertising. We do share your information with our service providers — such as our hosting provider, payment processor (Base44 Payments, powered by Wix), email delivery provider (Resend), and AI provider — as described in Section 3 and Section 9. These providers process your data only as necessary to deliver the Service on our behalf, under appropriate contractual safeguards, and do not use it for their own commercial purposes. Our sharing with these service providers falls under the "business purpose" and "service provider" exceptions under the California Consumer Privacy Act (CCPA) and similar state privacy laws, and does not constitute a "sale" or "sharing" as those terms are defined by those laws. California residents do not need to submit an opt-out request because we do not sell or share personal information for advertising purposes.
International Data Transfers: Your data may be processed and stored in the United States and other countries where our service providers operate. By using the Service, you acknowledge that your information may be transferred to and processed in countries with data protection laws that differ from your country of residence. Where required (for example, under the GDPR), we put appropriate safeguards in place — such as standard contractual clauses — to protect your data when it is transferred internationally.
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.
Data Breach Notification. In the event of a data breach that compromises your personal information, we will take reasonable steps to notify affected users as required by applicable law, by email, in-app message, or other reasonable means. We will also take appropriate corrective action to secure the affected data and prevent future incidents.
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.
Business customers who require a Data Processing Agreement (DPA) may request one by contacting us at info@quotepilot.software.
We retain your data for as long as your account is active. If you cancel your subscription, we retain your data for 90 days to allow for account reactivation, after which it may be permanently deleted. You may request deletion of your data at any time by contacting us through the Support feature or at info@quotepilot.software, and we will process your request within 30 days.
When you delete individual items (quotes, pricing sheets, customers, leads), they are removed from active display immediately but may persist in encrypted backups for up to 90 days before being permanently purged.
Specific retention periods by data type:
Depending on your location, you may have the following rights regarding your personal data:
California Residents (CCPA/CPRA). Under the California Consumer Privacy Act, you have the right to: know what personal information is collected about you; request deletion of your personal information; request correction of inaccurate personal information; opt out of the sale or sharing of your personal information; and not be discriminated against for exercising your rights. Because we do not sell or share your personal information, there is no opt-out needed. To exercise these rights, contact us at info@quotepilot.software. We will verify your identity before responding to your request and will respond within 45 days.
EU/UK Residents (GDPR/UK GDPR). In addition to the rights listed above, you have the right to lodge a complaint with your local data protection authority. If you believe we have not complied with data protection laws, you may contact the relevant supervisory authority. Before filing a complaint, we encourage you to contact us first so we can address your concerns.
To exercise any of these rights, please contact us through the Support feature within the Service or at info@quotepilot.software.
The Service uses essential cookies and similar technologies to function properly. These include authentication tokens (stored in local storage) that keep you logged in and session identifiers that maintain your preferences. We do not use advertising cookies, third-party tracking cookies, or social media cookies. We do not sell your personal information to third parties for monetary or other valuable consideration, nor do we share it for cross-context behavioral advertising. We do share data with our service providers (hosting, payment processing, email delivery, and AI providers) as described in Section 3 and Section 9 — these providers process data only as necessary to deliver the Service and are bound by confidentiality obligations.
Cookie Consent. When you first visit QuotePilot, a cookie consent banner appears. You may accept or decline cookies. If you decline, access to the authenticated app is blocked because cookies are required for login and core functionality; public pages (Terms, Privacy, Cookie Policy, and our landing page) remain accessible. You can change your cookie preference at any time by clearing your browser's local storage for this site, which re-displays the consent banner. See our Cookie Policy for full details.
Do Not Track Signals. Some browsers offer a "Do Not Track" signal. Because the Service uses only essential cookies and does not engage in cross-site tracking or behavioral advertising, we do not currently respond to Do Not Track signals. We do not track your activity across other websites.
The Service integrates with several third-party services that act as sub-processors of your data. Each is bound by confidentiality obligations and processes data only as necessary to provide the Service:
Each of these services has its own privacy policy governing how they handle data. We encourage you to review their policies. A current list of sub-processors is available on request by contacting us at info@quotepilot.software.
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 or at info@quotepilot.software. Our postal address is QuotePilot, 72 Snowbird Lane, Ludlow, VT 05149.
For data protection inquiries under the GDPR or UK GDPR, our Data Protection Officer can be reached at info@quotepilot.software. If you are an EU/UK resident and are not satisfied with our response, you have the right to lodge a complaint with your local data protection authority.