Privacy notice

1. Who we are

JobQuote is run by [PLACEHOLDER: registered business name and address]. We decide how the information described here is used, and we are responsible for looking after it. Questions about your information: [PLACEHOLDER: privacy email address].

2. What we keep

• Your account: your name, email address, and your password in scrambled form (we cannot read your password), and whether you have confirmed your email.
• Your business: its name, trade, phone, email, address, payment terms, usual currency and logo, and, if you add them, your VAT number, BP/TIN number, WhatsApp number, website, how long your quotes are valid, your usual notes and terms, and whether you charge VAT and at what rate. This is printed on your quotes.
• Your payment details: if you add bank account details, mobile-money numbers or other instructions for how customers should pay you, we store what you enter and print it on your own quotes, in a “How to pay” block, unless you leave it off a quote. Anyone you send a quote to can see what is printed on it. Our support screens show only the last four characters of an account number. We do not use these details to take money from anyone, and we do not show them to other businesses. We do not check that they are right, so what a quote says about how to pay is what its business entered.
• Your quotes: the job descriptions you type, your customers’ names, companies, phone numbers, email addresses, VAT or TIN numbers and references that you enter, the items, quantities, prices, discounts, dates, notes and terms, every version you issue, and the copy saved when you issue one. That copy includes your business details and payment details as they were that day. PDFs are made from that saved copy when you ask for them.
• Your catalogue: the materials and services, units and prices you save.
• Credits and payments: your plan, a record of every credit added or used, and your payment orders (reference, plan, amount, status and date). Your card or mobile-money details are given to Pesepay, our payment provider, and we do not see or keep them.
• Verification documents: if we ask you to prove your business is real and you send a document, we keep that file and what we decided about it.
• AI use records: for each time the AI reads a job, the date, which AI model, how many units of text it used, how long it took, and whether it worked. This record does not contain your text.
• Our own notes: if we suspend a business, change its credits or review its name, we keep a note of what we did and why, and who did it.

3. Why we use it

• To run JobQuote for you: sign you in, make and keep your quotes, and take payment.
• To keep JobQuote safe: stop fraud, impersonation, false payment details and misuse, and keep a record of what our staff do.
• To send you the emails you need, such as confirming your address and resetting your password.
• To meet our legal duties, such as keeping payment records.

We do not sell your information and we do not use it for advertising.

4. Your customers’ details

When you put a customer’s name, company, phone number, email address or tax number into a quote, that information is theirs. You are responsible for having a good reason to hold it and for what you do with it. We keep it only to run JobQuote for you. We never contact your customers. A quote reaches your customer only when you send the PDF to them yourself.

5. Who can see it

• You. Another business cannot see your data, and your logo is only shown to you and on the quotes you issue.
• A small number of our staff, to support you, check payments, review verification and name checks, and deal with abuse. What staff do is written to a log, and each time a verification document is opened that is recorded too.
• The AI service (OpenAI). To read a job, we send OpenAI the job description you typed and the names and units of items in your catalogue (not their prices, and not your account details, payment details or tax numbers). We ask it not to store that request. It may still keep it for a short time to detect misuse [PLACEHOLDER: confirm with the provider’s current terms].
• Our payment provider, Pesepay, which receives your order and handles your payment.
• Our email service, Resend, which delivers our emails to you.
• Our hosting provider, [PLACEHOLDER: country and hosting provider], where the servers are.
• Authorities, where the law requires us to give information, or where it is needed to deal with a crime.

Some of these services are outside Zimbabwe, so your information may be processed in other countries [PLACEHOLDER: lawyer to confirm the position on sending data out of the country].

6. How long we keep it

• Your account, business, quotes and catalogue: for as long as you have an account, because they are your records.
• Verification documents: for [PLACEHOLDER: 90 days after we decide on them (suggested period; confirm)]. Then the file is deleted. We keep the fact that you were verified, and the decision.
• Payment records: for [PLACEHOLDER: 6 years] after the payment, even if you delete your account, because accounting and tax rules require it.
• Single-use links for confirming your email and resetting your password stop working after a short time.
• Backups: a deleted account can remain in our backups for up to [PLACEHOLDER: 35 days]. It is not used for anything and is removed as the backups are replaced.

7. Your choices and how to ask for deletion

• You can see and change your account, business details, logo, catalogue and drafts in JobQuote.
• To see what we hold, correct it, or delete your account, write to [PLACEHOLDER: privacy email address] from the email address on your account, and say what you want. We may ask a question to be sure it is you.
• We will answer and, where you asked for deletion, finish it within [PLACEHOLDER: 30 days]. We will confirm by email when it is done.
• Deleting your account removes your business, quotes, catalogue, logo and verification documents. Quotes you already sent to customers are not affected, since those copies are theirs. We keep only what the section above says we must.
• If you think we have handled your information wrongly, tell us first. You can also complain to the authority that supervises data protection in Zimbabwe [PLACEHOLDER: lawyer to name the authority and give its contact].

8. Keeping it safe

Passwords are stored scrambled with a strong method. Each business can only reach its own data. Logos are checked and re-saved when uploaded, and verification documents are kept apart from the database and are shown only to signed-in staff. No system is perfectly safe. If something happens that puts your information at risk, we will tell you and the authorities as the law requires.

9. Cookies

JobQuote uses the cookie that keeps you signed in, and nothing else. We do not use advertising or tracking cookies, and we do not use analytics that follow you around.

10. Children

JobQuote is for businesses and people aged 18 and over. We do not knowingly keep information about children.

11. Reporting abuse, and changes to this notice

To report a business that is impersonating another, or a quote with false payment details, write to [PLACEHOLDER: abuse email address]. If we change this notice in a way that matters, we will tell you by email or in JobQuote before the change starts. The date at the top shows when it was last changed.