Privacy Policy

1. Who we are

Quotebaken is an online workspace for client contacts, estimates, shareable quotes, team collaboration and optional follow-up automation. Questions and privacy requests can be sent to info@quotebaken.com. This email must be checked and kept operational by the service operator.

2. Information you enter

When you register, we store the account details you provide, including name, email address and a password hash. When using the service, you may enter customer names, contact information, project descriptions, quote line items, prices, selected invoice currency, VAT treatment, reusable templates, project details, manual time entries, internal hourly costs, invoice drafts and follow-up notes. We use these details to provide the workspace functions you request. Business owners may invite up to five teammates by email and assign Manager or Viewer permissions; approved teammates can access the business workspace according to their role. Owners can remove access.

Do not place unnecessary sensitive personal data in quotes or notes. If you send a shareable quote link, anyone with that link may be able to see its contents and, when a response is enabled, submit a decision and their name.

2a. Customer quote requests

Business owners can activate a public project inquiry link. If you submit a request, we store your name, email address, optional phone number, type of work and project description in that business's private Quotebaken workspace. The chosen business uses this information to respond to your inquiry. No quote is accepted, payment taken or appointment booked by submitting the form. The business owner can disable the link and delete individual requests; authorized team members can view requests. Do not submit special-category or unnecessary sensitive personal information. For deletion or corrections, contact the business you submitted the request to, or info@quotebaken.com for platform assistance.

2b. Personal Quotebaken demo requests

Visitors can voluntarily request a Quotebaken product demo by submitting their name, company, email, industry and optional message, together with explicit permission to contact them about that specific request. This is not consent to newsletters or unrelated commercial messages. The request is visible only to authorized Quotebaken administrators, is not automatically forwarded to advertisers and is deleted no later than 180 days after submission. To request access, correction, deletion or withdrawal, email info@quotebaken.com.

2c. Invoices, planning and business records

Business customers may record their legal issuer details, customer billing addresses, VAT identifiers, issued invoice numbers and immutable invoice snapshots, project appointments and dates, work timers, catalog prices and manual stock movements. These are processed to provide the features requested by the business owner, and authorized team members may have access based on roles. Tax and invoice compliance remain the responsibility of each issuing business. Financial documents may be retained where a legal retention obligation applies.

2d. Optional SMS reminders, imports and onboarding

If a business connects its own Twilio account, Quotebaken stores the Twilio account identifier and approved sender number, and stores the authentication token encrypted. Customer phone numbers, opt-in evidence, timestamps, revocations and SMS request status are stored per business workspace. For each explicitly initiated SMS request, Twilio receives the recipient number and message and may charge the business separately. A submission accepted by Twilio does not prove delivery. Recipients can withdraw SMS consent, which the business must honor. Business customers may also import customer contact lists from CSV, export invoice information and submit personal onboarding requests, which include company name, contact email and support message. Direct live synchronization with third-party accounting and CRM services is not enabled.

2e. Internal business prospecting and email preferences

Quotebaken may maintain a restricted internal list of business prospects based on available business records and voluntarily provided information. This list is used by authorized Quotebaken administrators for research and prospect qualification, not resold to our SaaS customers. Quotebaken only sends promotional email when a valid legal basis for that channel has been established. Each supported marketing message can contain a personal unsubscribe link. Clicking to unsubscribe adds the email address to a persistent suppression list so we can honor the objection even if a prospect record is later removed. This does not stop operational messages about an account, quote or invoice. You can also object at info@quotebaken.com.

3. Why we process data

We process account and project details to provide requested services, authenticate users, prevent abuse, resolve support issues and maintain security. Limited technical diagnostics may also be processed to fix errors. Where applicable, our legal bases include performance of a contract, legitimate interests in operating a secure product and consent for optional analytics.

4. Optional analytics

With your permission, we use PostHog for optional product analytics and the Google Ads tag (AW-18528085499) and TikTok Pixel to measure website visits and advertising performance. Google and TikTok may process browsing information for advertising purposes. We do not load these optional measurement tools without your consent. The service is configured to track limited events such as landing-page visits, trial registrations and quote creation, without intentionally transmitting customer names, customer emails or the contents of quotes. You can control PostHog, Google Ads and TikTok separately under “Privacy choices” and withdraw your consent later. Necessary login/session mechanisms work without optional analytics.

5. Payments and service providers

Subscriptions are processed by Stripe through Floot payments infrastructure. Stripe collects and stores your payment method for authorized automatic subscription renewals after the trial; Quotebaken does not store full card numbers. We retain payment status, subscription identifiers, billing interval, plan, and trial dates to provide account access and allow cancellation. Floot supplies hosting, application infrastructure and selected email services. If a business explicitly enables a customer-email follow-up on a pending quote, the recipient's email, project title and public quote link are processed by the configured email provider. A maximum of two follow-up emails are scheduled for that quote, and accepted or declined quotes stop future reminders. Sender-domain verification is required before use. PostHog provides opt-in product analytics, while Google Ads and TikTok provide optional advertising measurement with consent. Providers may process data in different regions subject to their own privacy policies and applicable safeguards.

6. Retention and security

We retain data while needed to operate your account and comply with legal obligations. Manual time entries and draft invoices remain in your private workspace and are included in your personal JSON data export. We use authenticated access and account-scoped database queries. No system can guarantee absolute security. You can download a personal data export from Workspace → Settings without an active paid subscription. For account deletion, rectification or other rights, email our support address. Some payment and security records may need to remain for legal or fraud-prevention reasons; we will explain any applicable limits. Members of a team can export their personal account details only, not the owner’s business data.

7. Your rights

Depending on applicable law, you may request access, correction, deletion, restriction or a copy of your personal data, object to certain processing, or withdraw optional analytics consent. You may also contact your relevant data protection supervisory authority.

8. Changes and contact

We may update this policy as the product evolves and will revise the date above. For privacy requests, use info@quotebaken.com. Automatic follow-ups are opt-in and can be turned off per quote. Business owners are responsible for having an appropriate legal basis to contact their customers. New communications features or integrations will be described here before activation.