Privacy Policy

1. Information We Collect

1.1 Account and Registration Information

When you create an account, we collect information you provide directly, including:

• Your name and email address
• Your company name and legal name
• A password (stored as a one-way cryptographic hash — we never store your plaintext password)

1.2 Business Profile Information

To provide the Service and enable market benchmarking features, we collect information about your business, including:

• Business address, phone number, and website
• Trade or industry type (e.g., electrical, plumbing, general contractor)
• Market sectors you serve (e.g., residential, commercial, municipal)
• Company size bracket
• Branding assets such as logo and color preferences

1.3 Customer Data You Enter

When you add customers to the Service, you provide us with information about those individuals or businesses, which may include names, company names, email addresses, phone numbers, and mailing addresses. You represent that you have the right to provide this information and that doing so complies with any applicable privacy obligations you have to those individuals.

1.4 Catalog and Pricing Data

When you build your item catalog, you provide pricing, cost, and product information including item names, descriptions, unit types, pricing, brand names, part numbers, labor estimates, and market sector classifications. This data is used to provide the Service and, in anonymized aggregate form, to power market benchmarking features as described in Section 4 below.

1.5 Quote and Project Data

We collect the content of quotes and proposals you create, including project names, line items, quantities, pricing, and status information (draft, sent, accepted, rejected, etc.).

1.6 Payment Information

Subscription payments are processed by Stripe, Inc. We do not store your credit card number, CVV, or full payment card details on our servers. Stripe provides us with a payment token and limited card metadata (last four digits, card type, expiration date) sufficient to display your billing information. Stripe’s handling of your payment data is governed by Stripe’s Privacy Policy.

1.7 Usage and Technical Data

We automatically collect certain technical information when you use the Service, including:

• IP address and approximate geographic location (country, state, city)
• Browser type and version, operating system, and device type
• Pages visited, features used, and actions taken within the Service
• Date and time of access, session duration, and referring URLs
• Error logs and performance data

1.8 Communications

If you contact us by email or through the Service, we retain the content of those communications and your contact information in order to respond to your inquiry and improve the Service.

2. How We Use Your Information

We use the information we collect to:

• Create and maintain your account and provide the Service
• Process subscription payments and manage billing
• Generate PDF quotes and send emails on your behalf to your customers
• Display your business branding within the Service
• Provide customer support and respond to your inquiries
• Send transactional emails (account confirmations, payment receipts, service notices)
• Send product updates and marketing communications (see Section 6 for opt-out)
• Detect, investigate, and prevent fraud, abuse, and security incidents
• Comply with legal obligations
• Produce anonymized Aggregate Data for market research and benchmarking, as described in Section 4
• Improve and develop the Service through analysis of usage patterns

3. Legal Basis for Processing

We process your information on the following legal bases:

• Contract performance: Processing necessary to provide the Service you have signed up for, including account management, quote generation, and payment processing.
• Legitimate interests: Processing for fraud prevention, security, product improvement, and anonymized market research, where our interests are not overridden by your privacy rights.
• Consent: Where we rely on your consent (e.g., marketing emails), you may withdraw it at any time as described in Section 6.
• Legal obligation: Processing required to comply with applicable laws and regulations.

4. Aggregate Data and Market Research

4.1 What We Anonymize and How

We process catalog item pricing, labor rates, material costs, equipment rates, industry classification, market sector, and geographic region (state and ZIP code area) to produce Aggregate Data. Anonymization means we irreversibly strip all identifying fields — including your company name, customer names, project names, contact details, and account ID — before the data enters any aggregated dataset. The resulting data cannot be traced back to you.

4.2 How Aggregate Data Is Used

Aggregate Data is used to:

• Show you how your pricing compares to market rates in your trade and region
• Build industry pricing indices and trend reports
• License anonymized datasets to third parties such as market research firms, trade associations, insurance carriers, and financial institutions

4.3 Per-Item Opt-Out

You can exclude any catalog item from our market data program at any time by turning off the “Include in market data” toggle on that item. Opted-out items will not contribute to future aggregations. Data already incorporated into historical anonymized aggregates cannot be retroactively removed because it is no longer individually identifiable.

5. How We Share Your Information

We do not sell your personal information. We share information only in the following circumstances:

5.1 Service Providers

We share information with trusted third-party vendors who help us operate the Service, including:

• Stripe — payment processing and subscription management
• Email delivery providers — sending transactional and marketing emails on our behalf
• Amazon Web Services (AWS) — server infrastructure and data storage, hosted in the United States (Ohio)
• Analytics providers — aggregated usage analytics to improve the Service

These providers are contractually prohibited from using your information for any purpose other than providing services to us.

5.2 Anonymized Aggregate Data

We may share or license Aggregate Data (as described in Section 4) with third parties. This data does not contain any information that identifies you, your business, your customers, or your specific pricing.

5.3 Legal Requirements

We may disclose your information if required to do so by law, court order, or governmental authority, or if we believe in good faith that disclosure is necessary to protect our rights, your safety, or the safety of others, investigate fraud, or respond to a government request.

5.4 Business Transfers

If QuoteGrip or Sanctuary Farm, LLC is involved in a merger, acquisition, asset sale, or similar transaction, your information may be transferred as part of that transaction. We will notify you via email and/or a prominent notice on the Service before your information becomes subject to a different privacy policy.

5.5 With Your Consent

We may share your information with third parties when you have given us your explicit consent to do so.

6. Your Choices and Controls

6.1 Account Information

You may review and update your account and company information at any time through your account settings. If you need to correct information that cannot be updated through settings, contact us at support@quotegrip.com.

6.2 Marketing Communications

You may opt out of marketing emails at any time by clicking the “unsubscribe” link in any marketing email or by contacting us. You will continue to receive transactional emails necessary for the operation of your account (e.g., payment receipts, security alerts, and service notices) even after opting out of marketing communications.

6.3 Market Data Opt-Out

You may opt individual catalog items out of our market research program using the per-item toggle described in Section 4.3.

6.4 Account Deletion

You may request deletion of your account by contacting us at support@quotegrip.com or through your account settings. Upon deletion, we will remove your personal information from our active systems within thirty (30) days, subject to the exceptions described in Section 7.

7. Data Retention

We retain your personal information for as long as your account is active or as needed to provide the Service. Upon account deletion, we will purge your personal data from active systems within thirty (30) days. The following exceptions apply:

• Billing records: We retain transaction records for seven (7) years as required for tax and accounting compliance.
• Backups: Data in encrypted backups will be purged on a rolling cycle within ninety (90) days.
• Legal holds: If your account is subject to a legal hold or investigation, we will retain relevant data until the matter is resolved.
• Aggregate Data: Anonymized data already incorporated into aggregated datasets cannot be retroactively removed because it is no longer individually identifiable.

8. Security

We implement industry-standard technical and organizational measures to protect your information against unauthorized access, alteration, disclosure, or destruction. These measures include encrypted data transmission (TLS), encrypted storage of sensitive fields, hashed passwords, access controls, and regular security reviews.

No method of transmission over the Internet or method of electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security. If we become aware of a security breach that affects your personal information, we will notify you as required by applicable law.

9. Cookies and Similar Technologies

We use cookies and similar technologies to operate the Service, maintain your session, remember your preferences, and understand how users interact with the Service. Specifically, we use:

• Essential cookies: Required for the Service to function, including authentication session cookies. These cannot be disabled.
• Preference cookies: Remember your settings such as display preferences.
• Analytics cookies: Help us understand usage patterns to improve the Service. You may opt out through your browser settings or by contacting us.

Most browsers allow you to refuse or delete cookies. Disabling essential cookies will prevent you from using the Service.

10. Children’s Privacy

The Service is not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a child under 18, please contact us immediately at legal@quotegrip.com and we will delete it promptly.

11. California Residents (CCPA)

If you are a California resident, the California Consumer Privacy Act (CCPA) provides you with the following rights regarding your personal information:

• Right to Know: You may request that we disclose what personal information we have collected about you, the categories of sources, the business purposes for collecting it, and the categories of third parties with whom we share it.
• Right to Delete: You may request deletion of your personal information, subject to certain exceptions.
• Right to Correct: You may request correction of inaccurate personal information.
• Right to Opt Out of Sale: We do not sell personal information as defined by the CCPA. We do share Aggregate Data (fully anonymized) with third parties, which does not constitute a “sale” under the CCPA because it contains no personally identifiable information.
• Right to Non-Discrimination: We will not discriminate against you for exercising any of your CCPA rights.

To exercise these rights, contact us at legal@quotegrip.com. We will respond to verifiable requests within forty-five (45) days.

12. International Users

QuoteGrip is operated by Sanctuary Farm, LLC, a Missouri-based company. The Service runs on Amazon Web Services (AWS) infrastructure located in the United States (Ohio region). If you access the Service from outside the United States, your information will be transferred to, stored, and processed on servers located in the United States, where privacy laws may differ from those in your jurisdiction.

If you are located in the European Economic Area (EEA), United Kingdom, or Switzerland, you may have additional rights under applicable data protection law, including the right to access, correct, restrict, or port your personal data, and to object to certain processing. To exercise these rights, contact us at legal@quotegrip.com.

13. Third-Party Links

The Service may contain links to third-party websites or services. We are not responsible for the privacy practices of those third parties and encourage you to review their privacy policies before providing any information to them.

14. Changes to This Policy

We may update this Privacy Policy from time to time. When we make material changes, we will notify you by email and/or by displaying a prominent notice within the Service at least fourteen (14) days before the changes take effect. The “Last Updated” date at the top of this page will always reflect the most recent revision. Your continued use of the Service after the effective date constitutes your acceptance of the updated policy.

15. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

• Email: legal@quotegrip.com
• Business: Sanctuary Farm, LLC d/b/a QuoteGrip — Missouri, United States

These Terms are related to our Terms of Service, which contain additional details about how we handle data, particularly around market research (Section 6).