Privacy Policy

We collect information you provide directly when you contact us, book a demo, request access, or fill in forms on our site, including your name, company, job title, email address, phone number, and the content of your message. When you search for aviation part numbers on our site we receive the part number you submit and related metadata such as the results returned by our search sources. We also collect information automatically when you visit our site, such as IP address, browser type, device information, pages visited, referring URL, and timestamps. We use Umami analytics which is a privacy-friendly, cookie-less analytics tool.

We use personal data to operate and improve our website and services, to respond to demo requests and support inquiries, to create and manage your account, to process part number searches, to send service-related communications, and, with your consent, to send marketing emails about product updates. We also use data to detect abuse, prevent fraud, secure our infrastructure, and comply with legal obligations.

Under GDPR we rely on the following legal bases: performance of a contract when we provide you the service you requested; your consent for optional communications and non-essential analytics; our legitimate interests in operating, securing, and improving our service; and compliance with legal obligations such as accounting and tax law. You can withdraw consent at any time by contacting us.

We do not sell your personal data. We share data only with service providers that help us deliver our service, including hosting and infrastructure providers, email delivery services, analytics and customer support tools, and payment processors. These providers act under data processing agreements and only use your data to provide their service to us. We may also disclose data when required by law, to enforce our terms, or to protect the rights, safety, and property of Quotomate, our customers, or the public.

If you connect a Gmail account to Quotomate, you sign in with Google and grant Quotomate access to that mailbox through Google's OAuth consent screen. We never see or store your Google password. What we access: the messages in the connected mailbox, including sender, subject, body and attachments, so that Quotomate can find incoming RFQs and supplier quotes. We can also send email from that mailbox and change message labels. How we use it: Quotomate reads new incoming emails to detect requests for quotation and supplier quotes, extracts part numbers, quantities, condition codes and prices, creates RFQs, quotes and inventory records in your account, and sends your quote replies, with the PDF attached, from your own mailbox. Supplier quote emails are marked as read once processed so they are not imported twice. We only do this for features you have switched on. AI processing: to extract part data, the text of an incoming email is sent to our AI provider, Anthropic, which processes it on our behalf under a data processing agreement. Google user data is never used to train or improve generalized AI or machine learning models, by us or by our providers. Sharing and storage: Google user data is not sold, not used for advertising, and not shared with third parties except the providers needed to run these features, or where required by law. Access tokens are stored encrypted. Our staff do not read your emails unless you ask us to for support, it is needed for security, or the law requires it. Your control: you can disconnect the mailbox in Quotomate at any time, or revoke access at myaccount.google.com/permissions. Ask us to delete the data we imported and we will do so within 30 days. Quotomate's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

We retain personal data only for as long as needed to provide our services, comply with our legal obligations, resolve disputes, and enforce our agreements. Contact form submissions are typically kept for up to 24 months unless a longer period is required by law. Account data is kept for the duration of your subscription and for a reasonable period afterwards.

We apply appropriate technical and organizational measures to protect personal data, including encryption in transit, access controls, least-privilege permissions, and regular backups. No method of transmission over the internet is completely secure, but we work to continuously improve our protections.

Depending on your location, you have the right to access the personal data we hold about you, to request correction or deletion, to object to or restrict certain processing, to data portability, and to withdraw consent. You also have the right to lodge a complaint with a data protection authority. To exercise these rights, email us at the address above and we will respond within 30 days.

Our site uses strictly necessary cookies required for the site to function, and may use first-party analytics that do not track you across other sites. We do not use third-party advertising cookies. You can control cookies via your browser settings.

Our servers and service providers may be located outside your country of residence. When we transfer personal data outside the European Economic Area, we rely on appropriate safeguards such as Standard Contractual Clauses approved by the European Commission.

Quotomate is a business-to-business service and is not directed to children under 16. We do not knowingly collect personal data from children. If you believe a child has provided us with personal data, please contact us and we will delete it.

We may update this Privacy Policy from time to time. Material changes will be communicated by updating the date above and, where appropriate, by notice on our website or by email. Continued use of the service after an update constitutes acceptance of the revised policy.