Privacy Policy

1. Introduction

QuoteAnvil ("we," "our," or "us") operates quoteanvil.com (the "Service"). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Service. By using QuoteAnvil, you agree to the collection and use of information in accordance with this policy.

QuoteAnvil is operated from Kentucky, United States. This Privacy Policy is designed to explain our practices under applicable U.S. federal and state privacy laws, the California Consumer Privacy Act as amended (CCPA/CPRA), the EU GDPR, UK GDPR, Canadian privacy laws, Australian Privacy Principles, New Zealand Privacy Act, and similar privacy rules where they apply.

2. Information We Collect

2.1 Information You Provide

• Account Information: Name, email address, phone number, business name, and password
• Business Information: Company details, tax ID, address, and billing information
• Customer Data: Information about your customers that you input into the Service
• Payment Information: Billing details, payment status, transaction identifiers, and limited payment method details processed by providers such as Stripe or PayPal; we do not store full card numbers
• Content: Quotes, invoices, project details, photos, and other content you create or upload
• Communications: Messages sent through support, email, customer portals, estimate/invoice links, and product feedback channels
• AI Inputs and Outputs: Prompts, uploaded images, generated copy, voice content, and related metadata needed to provide AI-powered features

2.2 Information Collected Automatically

• Usage Data: Pages visited, features used, time spent, and interaction patterns
• Device Information: IP address, browser type, operating system, device identifiers
• Location Data: Approximate location based on IP address
• Cookies: We use cookies and similar tracking technologies to track activity and hold information
• Analytics: We use third-party analytics services to understand how users interact with our Service

3. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve our Service
• Process payments and prevent fraud
• Create and manage your account
• Send you quotes, invoices, and receipts
• Provide customer support and respond to inquiries
• Send important notices about your account, service updates, and policy changes
• Analyze usage patterns and improve user experience
• Detect, prevent, and address technical issues and security threats
• Comply with legal obligations and enforce our Terms of Service
• Send marketing communications with consent or another lawful basis where required by law
• Train, test, monitor, and improve product quality using aggregated, de-identified, or otherwise privacy-protective information where permitted

4. How We Share Your Information

We may share your information with:

4.1 Service Providers

• Payment Processors: Stripe, PayPal where enabled, and their banking, fraud-prevention, risk, and compliance partners for payment processing
• Cloud Hosting: Vercel and Supabase for hosting and database services
• Email Services: Resend for transactional emails
• AI Services: OpenAI, Anthropic, xAI, or other providers we enable for AI-powered features
• Analytics, Monitoring, and Security: For usage analytics, uptime, fraud prevention, abuse prevention, and service improvement
• Communications and Support: Providers that deliver email, notifications, support, and customer-facing links

4.2 Legal Requirements

We may disclose your information if required by law, court order, or legal process, or to protect the rights, property, or safety of QuoteAnvil, our users, or others.

4.3 Business Transfers

If QuoteAnvil is involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you before your information is transferred.

4.4 With Your Consent

We may share your information with third parties when you explicitly consent to such sharing.

4.5 Customer Records, Files, and AI Features

When you add customer records, job photos, project files, estimates, invoices, or AI prompts, we process that information to provide the requested product features. You are responsible for having the rights and permissions needed to upload customer information and to send customer-facing links, estimates, invoices, payment requests, and reminders.

AI features may send prompts, files, images, and related context to selected AI providers. We use these providers to generate requested outputs and operate the Service. Do not submit sensitive personal information, regulated data, or confidential third-party information to AI features unless you have the right to do so and the feature is appropriate for that data.

5. Data Security

We implement appropriate technical and organizational security measures to protect your information, including:

• Encryption of data in transit using HTTPS/TLS
• Encryption of sensitive data at rest
• Periodic security reviews of our systems and dependencies
• Access controls and authentication requirements
• Employee training on data privacy and security
• Secure payment processing through PCI DSS-compliant providers

However, no method of transmission over the Internet or electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

6. Privacy Roles and Legal Bases

For account, billing, website, security, and product-usage information, QuoteAnvil generally acts as the controller or business responsible for deciding how that information is used. For customer records, job files, estimates, invoices, and customer communications you enter into the Service, your business is generally the controller or business, and QuoteAnvil acts as a service provider or processor that handles the data to provide the Service.

Where privacy laws require a legal basis, we process personal information to perform our contract with you, operate and secure the Service, comply with law, pursue legitimate business interests, protect users and the public, and obtain consent where required for marketing, cookies, or certain optional features.

7. Your Privacy Rights

7.1 Access and Portability

You have the right to access, review, and download your personal information at any time through your account dashboard.

7.2 Correction and Deletion

You can update or correct your information through your account settings. You may request deletion of your account and associated data by contacting us at privacy@quoteanvil.com. Note that we may retain certain information as required by law or for legitimate business purposes.

7.3 Marketing Opt-Out

You can opt out of marketing emails by clicking the "unsubscribe" link in any marketing email or by updating your preferences in your account settings.

7.4 California Privacy Rights (CCPA/CPRA)

If you are a California resident, you have additional rights under the CCPA:

• Right to know what personal information is collected, used, shared, or sold
• Right to delete personal information (subject to certain exceptions)
• Right to opt-out of the sale of personal information (we do not sell your information)
• Right to non-discrimination for exercising your CCPA rights

7.5 European, UK, and Swiss Privacy Rights

If you are in the European Economic Area, Switzerland, the United Kingdom, or another country with GDPR-style privacy laws, you may have rights that include:

• Right to access your personal data
• Right to rectification of inaccurate data
• Right to erasure ("right to be forgotten")
• Right to restrict processing
• Right to data portability
• Right to object to processing
• Right to lodge a complaint with a supervisory authority

7.6 Canada, New Zealand, Australia, and Other Regions

Depending on where you live or operate your business, you may have additional privacy rights under local law:

• Canada: You may have rights under PIPEDA or provincial privacy laws to understand collection, use, disclosure, safeguards, retention, and cross-border processing, and to request access, correction, withdrawal of consent, or complaint review where applicable.
• New Zealand: You may have rights under the Privacy Act 2020 to access and correct personal information and to understand how information is collected, used, stored, disclosed, and transferred overseas.
• Australia: You may have rights under the Australian Privacy Principles, including rights related to access, correction, direct marketing, overseas disclosure, and complaints where applicable.
• Other regions: We will review privacy requests under this policy and any non-waivable privacy rights that apply to your location.

To exercise privacy rights, contact privacy@quoteanvil.com and include your account email, country, request type, and enough detail for us to verify and process the request.

8. Data Retention

We retain personal information for as long as your account is active, as needed to provide the Service, or as necessary for legitimate business, security, tax, accounting, legal, fraud-prevention, dispute-resolution, and compliance purposes. Customer-facing estimates, invoices, payment records, and business records may need to be retained for legal, accounting, and audit reasons even after account closure. After account deletion, we may retain limited information in backups or logs for a reasonable period, usually up to 90 days unless a longer period is required or permitted by law.

9. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to track activity on our Service and store certain information. You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, you may not be able to use some portions of our Service.

Types of cookies we use:

• Essential Cookies: Required for the Service to function
• Analytics Cookies: Help us understand how visitors use our Service
• Preference Cookies: Remember your settings and preferences
• Security Cookies: Used for security and fraud prevention

10. Third-Party Services

Our Service may contain links to third-party websites or services. We are not responsible for the privacy practices of these third parties. We encourage you to read their privacy policies.

Third-party services we integrate with:

• Stripe (payment processing) - Privacy Policy
• PayPal (payment processing where enabled) - Privacy Policy
• OpenAI (AI services) - Privacy Policy
• Anthropic (AI services) - Privacy Policy

11. Children's Privacy

Our Service is not intended for use by children under the age of 18. We do not knowingly collect personal information from children under 18. If you become aware that a child has provided us with personal information, please contact us immediately.

12. International Data Transfers

QuoteAnvil is operated from the United States, and our service providers may process information in the United States and other countries. Data protection laws in those countries may differ from the laws where you live or operate. Where required, we rely on appropriate transfer mechanisms such as contractual safeguards, standard contractual clauses, data processing terms, consent, adequacy decisions, or other lawful transfer bases. You may contact privacy@quoteanvil.com for information about international transfer safeguards that apply to your account.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last Updated" date. For material changes, we will provide prominent notice or obtain consent where required by law. You are advised to review this Privacy Policy periodically for any changes.

14. Contact Us

If you have questions about this Privacy Policy or our privacy practices, please contact us:

15. Consent

By using QuoteAnvil, you acknowledge this Privacy Policy. Where consent is required by law, we will request it separately or through the relevant product, cookie, or communication control. If you do not agree with this Privacy Policy, please do not use our Service.