This is a summary. Our full Privacy Policy governs and contains the complete detail.

QuotaFlo AI is operated by Up Top Technologies, Greymouth, West Coast, New Zealand. We are committed to protecting your personal information in accordance with New Zealand's Privacy Act 2020.in accordance with Australia's Privacy Act 1988 and the Australian Privacy Principles.in accordance with the UK GDPR and the Data Protection Act 2018.in accordance with the privacy law that applies to you — including the New Zealand Privacy Act 2020, the Australian Privacy Act 1988, and the UK GDPR & Data Protection Act 2018.

We collect the following information when you use QuotaFlo AI:

• Account data — your name, email address, and password (securely hashed)
• Business data — company name, phone, address, tax registration number, bank details you enter
• Usage data — quotes, invoices, job schedules, safety documents, mileage trips, and materials you create
• Voice data — when you use the voice features, your device's browser (its built-in speech service, e.g. Google or Apple) transcribes your speech to text; QuotaFlo receives only that text, never an audio recording, and does not store audio
• Location data — GPS coordinates when you use the mileage tracker (only while tracking is active)
• Device data — basic browser/device type. QuotaFlo uses no advertising trackers.
• Product analytics — optional, off by default — only if you turn it on (Settings → Beta, or when we ask you once) do we send anonymous usage events (which features you use, e.g. "quote sent") to PostHog to help us improve QuotaFlo. These contain no names, client details, or the contents or amounts of your quotes and invoices; there is no advertising tracking; and PostHog is configured not to store your IP address. This data is processed in the EU (see "Data storage and security"). You can turn it off anytime in Settings.

Your data is used to:

• Provide and operate the QuotaFlo AI app and its features
• Provide AI-assisted features such as document generation
• Process subscription payments via Stripe
• Send you notifications about your quotes and account
• Improve the app and fix issues

We do not sell your data to third parties or use it for advertising.

We use the following trusted third-party services to operate QuotaFlo AI:

• Supabase — account sign-in, the online quote/invoice approval links you send, and (optional) encrypted cloud backup
• Anthropic (Claude AI) — AI text generation for quotes, safety, and email
• ElevenLabs — AI voice synthesis
• Stripe — subscription payment processing
• Google (Gmail) — delivers your quote/account notification emails (the recipient address and the email content, e.g. a client's name and the total on an approved quote)
• Render — API server hosting; GitHub Pages — app hosting
• Open-Meteo & BigDataCloud — weather and locality name (from your precise coordinates)
• Map & library providers — map tiles and the mapping library for the weather radar and trip maps (they receive your precise coordinates and your IP address via standard web requests)
• Your browser's speech-to-text (e.g. Google) — voice dictation via the browser's Web Speech API
• PostHog (EU) — anonymous product analytics, only if you opt in; receives which features you use (never your names, client details, or quote/invoice contents or amounts) and is configured not to store your IP

Each of these services has their own privacy policy. We only share the minimum data necessary for each service to function.

Most of your business data — jobs, quotes, invoices, materials, clients and mileage — is stored only on your device (in your browser's local storage); we do not keep a central copy unless you turn on Automatic cloud backup (optional, off by default), which stores an encrypted copy on our server that only you can unlock (see below). This on-device business data is encrypted at rest using AES-GCM-256, with the key protected by your PIN (and an optional recovery passphrase). A 6-digit PIN guards against casual access if your phone is lost, but is not proof against a determined attacker with the unlocked device — so keep your phone's own screen lock on too, and use Back Up My Data to create a passphrase-encrypted (AES-GCM) backup. (Customer signatures captured on quote-approval links, your saved sign-in tokens, and your account sign-in details — your email, name and company name — are not covered by this at-rest encryption.) Only your account sign-in (email, your name and company name, and a securely hashed password), your subscription/trial status and simple AI-usage tallies (counts of AI actions only, used to enforce fair-use limits — never the content of your quotes or jobs), and any quote-approval links you send — and, if you turn on Automatic cloud backup, an encrypted (unreadable-to-us) copy of your on-device data — are stored on our server (Supabase), which protects them with row-level security so only the intended account can access them. All data sent between the app and our servers is encrypted in transit (HTTPS/TLS). Your PIN is stored only on your device and is never transmitted to our servers. International transfers: some features send data to providers outside your country — our database provider (Supabase) stores data in a region we select, and other features send data primarily to the United States (Anthropic, ElevenLabs, Stripe, Render) — under contract terms requiring safeguards comparable to your local privacy law. For New Zealand, this reflects the comparable-safeguards approach under IPP 12 of the Privacy Act 2020. For Australia, we take reasonable steps under APP 8 so overseas recipients handle it consistently with the Australian Privacy Principles. For the UK, transfers rely on UK adequacy regulations or appropriate safeguards (such as the IDTA) under the UK GDPR. (NZ Privacy Act 2020, Australia's Privacy Act 1988, GDPR/UK GDPR, POPIA — as applicable to you.) For Automatic cloud backup specifically, we have not put separate cross-border transfer contracts (such as the EU/UK Standard Contractual Clauses or a UK IDTA) in place; because your backup is encrypted on your device with a key that never leaves it, that on-device encryption is the safeguard we rely on, and UK/EU/EEA users wanting more detail before enabling it can email support@quotaflo.com. Where the law requires it, we'll notify you and the relevant regulator of a privacy breach. See the full Privacy Policy for details.

You have the right to access, correct, or request deletion of your personal information at any time. To exercise these rights, contact us at support@quotaflo.com. We will respond within 20 working days. You may have rights under the New Zealand Privacy Act 2020, including the right to complain to the Office of the Privacy Commissioner (privacy.org.nz).You may have rights under the Australian Privacy Act 1988, including — where the Act applies — the right to complain to the OAIC (oaic.gov.au).You may have rights under the UK GDPR & Data Protection Act 2018, including the right to complain to the ICO (ico.org.uk).Depending on where you live you may have rights under the NZ Privacy Act 2020, the UK GDPR & Data Protection Act 2018 (UK), the GDPR (Ireland/EU), the Australian Privacy Act 1988, POPIA (South Africa), PIPEDA (Canada) or the CCPA/CPRA (California), including — where your local law provides it — the right to complain to your data-protection authority (e.g. the ICO, Irish DPC, OAIC, or SA Information Regulator).

On-device data stays on your device until you delete it, clear your browser storage, or uninstall. If you delete your account, your account login record (email) is removed from our server within 30 days. If you turn on Automatic cloud backup, an encrypted copy is kept on our server while your account exists; it is removed automatically when you delete your account, and turning backup off stops new backups. Quote-approval links you have sent are stored as standalone records that are not linked to your login; they are reachable only via their unguessable link and are not deleted automatically — email support@quotaflo.com to have specific ones removed.

Privacy enquiries: support@quotaflo.com
Up Top Technologies, Greymouth, West Coast, New Zealand

Private beta. QuotaFlo is in private, invite-only beta — pricing and paid subscriptions are being finalised and aren't generally available yet. The subscription and trial terms below describe how the service will work at general availability.

By creating an account and using QuotaFlo AI, you agree to these Terms of Service. If you do not agree, do not use the app.

Once paid plans launch at general availability, QuotaFlo AI Pro will be a subscription service charged at the monthly price shown at checkout for your country and selected plan. Your subscription renews automatically each month until cancelled. You may cancel at any time from Settings → Subscription (or your Stripe billing portal, or by emailing support@quotaflo.com) — cancellation takes effect at the end of the current billing period. For change-of-mind cancellations we do not refund the unused part of a paid period; see the full Refund & Cancellation Policy.

At general availability, new accounts will receive a 14-day free trial. No payment is required during the trial. After 14 days, a subscription is required to continue using the app. Your business data stays on your device and is not deleted when a trial expires — you keep full access to it, and can back it up or export it at any time.

You agree to use QuotaFlo AI only for lawful business purposes. You must not attempt to reverse engineer, copy, or resell the app or its AI features. You are responsible for all data you enter into the app.

QuotaFlo AI uses artificial intelligence to generate quotes, safety plans, and other documents. You are responsible for reviewing all AI-generated content before sending it to customers or using it on site. We do not guarantee the accuracy of AI-generated content and accept no liability for errors.

AI-generated safety plans (SSSP, JSA, SWMS etc.) are provided as a starting point only. You must review and customise them for your specific site conditions. Compliance with health and safety legislation remains your responsibility.

To the maximum extent permitted by law, Up Top Technologies is not liable for any indirect, incidental, or consequential loss arising from your use of QuotaFlo AI, including loss of business, revenue, or data. Your statutory rights come first: nothing in these Terms limits or excludes any rights or remedies you have under the Consumer Guarantees Act 1993 or Fair Trading Act 1986 (New Zealand), which cannot be lawfully excluded.under the Australian Consumer Law, which cannot be lawfully excluded.under the Consumer Rights Act 2015 (United Kingdom), to the extent you deal with us as a consumer, which cannot be lawfully excluded.under the Consumer Guarantees Act 1993 or Fair Trading Act 1986 (New Zealand), the Australian Consumer Law, or the Consumer Rights Act 2015 (United Kingdom), to the extent those laws apply to you.

We may update these terms from time to time. We will notify you of material changes by email or in-app notification. Continued use of the app after changes constitutes acceptance.

These terms are governed by the laws of New Zealand, and disputes will be dealt with by the courts of New Zealand. For customers in Australia, the mandatory consumer protections of the Australian Consumer Law also apply, and nothing here removes any non-excludable right you have to a local consumer forum. For customers in the United Kingdom, the mandatory consumer protections of the Consumer Rights Act 2015 also apply to the extent you deal with us as a consumer, and nothing here removes any right or remedy you have that cannot lawfully be excluded.

Legal enquiries: support@quotaflo.com
Up Top Technologies, Greymouth, West Coast, New Zealand