Privacy Policy

1. Information We Collect

Information you provide directly

• Account information: your name, email address, and password when you create an account.
• Business profile: your business name, address, logo, and other details you enter to customize your quotes and invoices.
• Client data: names, email addresses, phone numbers, and addresses of your clients that you enter into QuotePilot. You control this data — we store it on your behalf so you can send quotes and track responses.
• Quote and proposal content: the line items, descriptions, prices, terms, and notes you create in QuotePilot.
• Price lists and uploads: any files or structured data you upload to build reusable pricing templates.

Information collected automatically

• Usage data: pages visited, features used, actions taken within the app, timestamps. We use this to understand how the product is being used and to improve it.
• Device and browser information: browser type, operating system, IP address, referring URL. Standard web logging.
• Cookies and local storage: we use session cookies to keep you logged in, and may use analytics cookies to measure usage. We do not sell data collected from cookies to advertisers.

2. How We Use Your Information

We use the information we collect to:

• Provide and operate QuotePilot — this is the core reason any data exists.
• Send quotes to your clients on your behalf via email.
• Power AI-assisted drafting features (see the section on third-party services below).
• Send you transactional emails: account confirmations, password resets, quote activity notifications.
• Improve the product based on how it’s being used.
• Respond to support requests.
• Comply with legal obligations if required.

We do not sell your data or your clients’ data to third parties. We do not use your content to train our own AI models.

3. Third-Party Services

QuotePilot uses a small number of third-party services to operate:

OpenAI

When you use AI-powered features (such as AI-assisted quote drafting), content you provide — including quote details and relevant context — is sent to OpenAI’s API to generate a response. Per OpenAI’s current API terms, data sent via API is not used to train their models by default.

Email delivery

We use a third-party email service to deliver quotes and notifications to your clients. These services process email addresses and message content solely to deliver messages.

Hosting and infrastructure

QuotePilot is hosted on cloud infrastructure. Your data is stored on servers located in the United States.

4. Data Retention

We retain your data as long as your account is active. If you delete your account, we will delete your data within 30 days, except where we are required by law to retain certain records.

If you want your data deleted before you close your account, contact us at support@quotepilot.tech and we will handle it.

5. Data Security

We use standard security practices: encrypted connections (HTTPS/TLS), hashed passwords, and access controls. No system is perfectly secure, and we cannot guarantee that your data will never be accessed in an unauthorized way, but we take reasonable measures to protect it.

If we become aware of a breach that affects your data, we will notify you.

6. Your Rights

Regardless of where you’re located, you can:

• Access: request a copy of the data we hold about you.
• Correct: update your account information at any time through the app, or ask us to correct something.
• Delete: request deletion of your account and associated data.
• Export: request an export of your quote and client data in a usable format.

To exercise any of these rights, email support@quotepilot.tech. We’ll respond within 30 days.

7. Children’s Privacy

QuotePilot is a business tool intended for adults. We do not knowingly collect information from anyone under 16.

8. Changes to This Policy

If we make material changes to this policy, we will notify you by email or by a prominent notice in the app before the changes take effect.

9. Contact

Questions about this policy or your data? Email us at support@quotepilot.tech.

See also our Terms of Service.