Privacy Policy

Two different businesses may hold information about you here, and it matters which one you are dealing with.

• The shop. If you received an estimate, a booking confirmation, or an invoice through Quote, the business that sent it — the contractor, landscaper, or shop — decides what information is collected about you and why. Under Law 25 they are the enterprise responsible for that file. Contact them first for access, correction, or deletion.
• Us. [Legal business name] operates Quote and processes that information on the shop's behalf and under its instructions. We are directly responsible for the account information of the businesses that subscribe, and for the technical records described below.

If you write to us about information a shop holds, we will pass your request to that shop and tell you we have done so.

Only what the product needs to work. We do not buy personal information from data brokers, and we do not sell or rent it to anyone.

• Account and workspace data — your name, email address, role, and the business profile you enter: company name, address, phone, logo, tax settings, pricing defaults, and business hours. Passwords are handled by our authentication provider; we never store one in readable form.
• Customer and lead records you enter — names, email addresses, phone numbers, service and billing addresses, notes, tags, and any message a lead submits through a booking or contact form.
• Job, estimate, and financial records — estimates, invoices, line items and prices, payments you record, expenses, purchase orders, inventory, and team timeclock entries.
• Photos and files — receipts, job and estimate attachments, and logos you upload.
• Estimate acceptance evidence — when a customer opens a public estimate link and accepts or declines it, we record the date and time, the name typed, the typed or drawn signature, the IP address, the browser user-agent string, and an immutable snapshot of the document exactly as it stood at that moment. This exists so the shop can prove what was agreed, which is why it cannot be edited afterwards.
• Consent records — the choice you make in the consent notice, the version of this policy it applied to, the time, your IP address, and your user-agent string.
• Technical and security records — error reports (message, stack trace, page address, user-agent), rate-limiting counters keyed to IP address, sign-in session cookies, and an audit log of who changed which record and when inside a workspace.

We do not knowingly collect health information, government identifiers, biometric identifiers, or payment card numbers. Please do not put them into notes or attachments.

• To provide the service: create and send estimates, capture leads, schedule work, track time, and produce invoices.
• To deliver the messages you ask us to send: estimate links, booking confirmations, reminders, and password resets.
• To keep accounts secure: authentication, rate limiting, abuse prevention, and the audit log.
• To prove what was agreed: the acceptance evidence attached to an accepted estimate.
• To keep the product working: diagnosing errors and measuring aggregate page usage.
• To meet legal, accounting, and tax obligations, and to establish or defend a legal claim.

We do not use your information, or your customers' information, for advertising or profiling, and we do not use it to train machine-learning models. No decision about you is made exclusively by automated processing.

Where the law requires consent we ask for it in plain language, separately from everything else, before the collection happens. The default in the notice shown on our public pages is essential only — nothing optional is switched on unless you choose it. Declining costs you nothing: the estimate, booking, and invoice pages behave exactly the same either way.

You can change or withdraw your choice at any time by clearing this site's browser storage and choosing again, or by writing to our Privacy Officer. Withdrawal applies going forward; it does not undo processing that already happened lawfully — an estimate you already accepted stays accepted.

We keep a server-side record of consent choices (the fields listed above) so that we can show, if asked, what was consented to and when.

We share personal information only with the service providers needed to run the product, under contracts that limit them to our instructions. We do not sell it. The current list:

• Neon — our Postgres database, hosted on AWS in the US East region (United States). Account, customer, job, estimate, and consent records live here.
• Vercel — application hosting, and aggregate cookie-free page-view measurement (United States).
• Cloudflare R2 — object storage for photos, receipts, attachments, and logos.
• Resend — delivery of transactional email: estimate links, booking confirmations, notifications, and password resets.
• Google Calendar — only when a workspace connects it, and only to sync that workspace's own events.
• Intuit QuickBooks — only when a workspace connects it, and only to sync that workspace's own customers, invoices, and expenses.

We will also disclose information where we are legally required to, and we will tell the affected business unless we are prohibited from doing so.

Personal information is stored and processed outside Quebec, principally in the United States. Before entrusting information to these providers we assess the privacy protection it will receive, as Law 25 requires, and we contract for protections equivalent to those under Quebec law.

Hosting in the United States means the information can, in principle, be subject to lawful access requests by US authorities. If that is unacceptable for your business, tell us before you subscribe — we would rather say so plainly than work around it.

• Active workspace records — kept while the workspace is active, because the shop needs its own history.
• Per-workspace override — a workspace can set a shorter retention period under Settings > Privacy. When set, records older than that are pruned automatically.
• Technical logs — error reports and rate-limiting counters are kept for 90 days, then deleted.
• Accepted estimates, invoices, and payment records — retained for up to seven years after the end of the fiscal year they belong to, because Canadian and Quebec tax rules require it. This applies even after a workspace closes.
• Closed accounts — everything not covered by the tax rule above is deleted within 30 days of a verified closure request. Encrypted backups roll off within a further 35 days.

Under Law 25 and PIPEDA you can:

• Access — ask for a copy of the personal information we hold about you, and for the categories of people inside the organization who have access to it.
• Correct — have inaccurate, incomplete, or ambiguous information rectified.
• Withdraw consent — for anything that is not strictly necessary to provide the service.
• Port — receive the computerized personal information you provided in a structured, commonly used technological format, or have it sent to another organization.
• Delete or de-index — ask that information be deleted, or that a link to it stop being disseminated, where the law allows.
• Be told about automated decisions made about you — although, as stated above, we do not make any.

Write to our Privacy Officer. We answer within 30 days. If you are not satisfied, you may complain to the Commission d'acces a l'information du Quebec (cai.gouv.qc.ca) or, outside Quebec, to the Office of the Privacy Commissioner of Canada (priv.gc.ca).

Businesses that subscribe can export their own workspace data at any time from Settings > Privacy, without contacting us.

• Sign-in session cookie — strictly necessary. Without it you cannot stay signed in.
• Release-channel cookie — a signed cookie recording whether a signed-in user is on the stable or beta build.
• Local storage — your consent choice, your theme, and small interface preferences. These stay in your browser except as described here.
• Aggregate page-view measurement — cookie-free counts of page views, used to see which screens are actually used. It does not build a profile of you.

There are no advertising or cross-site tracking technologies anywhere in this product.

• All traffic is encrypted in transit over HTTPS.
• Credentials are handled by our authentication provider; we never see or store a readable password.
• Each workspace's data is isolated: every query is filtered by the signed-in user's workspace, and public estimate and booking links use high-entropy random identifiers that cannot be guessed or enumerated.
• Roles inside a workspace (admin, manager, viewer) limit who can change what, and an audit log records changes to key records.
• Public endpoints are rate-limited against abuse.

If a confidentiality incident occurs that presents a risk of serious injury, we will promptly notify the Commission d'acces a l'information and the people concerned, and we maintain the incident register that Law 25 requires.

Quote is a tool for businesses and is not directed at children. We do not knowingly collect personal information from a person under 14 without the consent of a parent or guardian. If you believe we have, write to us and we will delete it.

The person responsible for the protection of personal information is:

• [Name of the designated Privacy Officer], Privacy Officer
• [Legal business name]
• [Business mailing address, Quebec, Canada]
• privacy@quoteapp.ca

For information held by a shop that uses Quote, contact that shop directly — its name, address, and email appear on the estimate or invoice you received.

This policy is versioned. The current version is 2026-08-01. When we make a change that affects how personal information is handled, we publish the new version here, raise the version number, and ask again for consent where consent is required. Previous versions are available on request.