Privacy policy

Who is responsible for what

For a business's own account, CloseQuotely decides how that information is used. For the customer records, quotes, jobs and messages a business keeps in CloseQuotely, the business is responsible and we process that information on its behalf, only to run the service for it. If you are a customer of a business that uses CloseQuotely, contact that business first about your information. We will help it answer you.

What we collect

• Account details: your name, email address, and password (stored only as a secure hash), or your Google name and email if you sign in with Google.
• Sign-in records: the IP address and browser of each session, to keep accounts secure.
• Business profile: business name, contact name, email, phone, address, time zone, logo link, review link and email signature.
• What a business adds: customer names, emails, phone numbers and addresses; quotes, prices and notes; jobs, appointments and the team members assigned to them; and messages and feedback from customers.
• Customer actions on a quote or feedback page: when the page was opened, the name typed to accept a quote, any message or rating sent, and the IP address of those actions, kept as a record of what happened.
• Email records: what was sent to whom and when, and whether it was delivered, bounced, or marked as spam. Unsubscribe requests are kept so they are honored.

We don't sell personal information, show ads, or use advertising or third-party analytics cookies. The only cookie we set keeps a signed-in user signed in.

How we use it

• To run the service: show quotes to customers, send the emails a business asks us to send, and record acceptances, messages, appointments and feedback.
• To keep it secure: sign-in protection, rate limits, abuse prevention, and an audit trail of important changes.
• To support businesses when they ask for help, and to tell them about changes to the service.
• To meet legal obligations, such as honoring unsubscribe requests.

Who processes it for us

We use a small number of providers, each only for the job described:

• OVHcloud hosts the servers and database.
• Cloudflare provides the domain, network and secure connection that every visit passes through.
• Resend delivers our emails, so it receives each email's recipient and contents.
• Google is involved only if you choose to sign in with Google.
• Stripe processes payments for paid plans. We never see or store full card numbers.

How long we keep it

We keep a business's information while its account is open. When a business asks us to close its account, we delete its information, except where we must keep a record by law (for example, unsubscribe requests and billing records). Database backups, kept on a separate server we operate, are deleted after 30 days.

How we protect it

Connections are encrypted. Passwords are hashed, never stored as written. Each business's information is kept separate from every other business's, and the links customers use to open a quote or leave feedback are long random codes that work only for that one quote or job. Access to production systems is limited to the people who run CloseQuotely.

Your choices

• Customers can unsubscribe from follow-up emails using the link in any of them.
• Businesses can update their profile and customer records at any time.
• Anyone can ask us for a copy of their information, or to correct or delete it, by emailing [email protected]. We may need to confirm who you are first, and we will reply within 30 days.

Depending on where you live, you may have further rights under local privacy law, including the right to complain to your data protection authority.

Changes and contact

If we change this policy, we will update the date at the top and tell businesses about significant changes by email. Questions? Email [email protected]. See also our terms of service.