The short version: We collect only what we need to run the service. We don't sell your data, we don't use it for advertising, and we don't share it with third parties beyond what's required to operate CitoQuote.
1. Who we are
CitoQuote ("we", "us", "our") provides an AI-powered quoting platform for service businesses. Our registered contact is support@citoquote.com. This policy explains how we collect, use, and protect personal data in connection with our website (citoquote.com) and application (app.citoquote.com).
2. What data we collect
Account holders (business owners)
- Name and email address provided at sign-up
- Business name, type, and contact details you add to your profile
- Billing information — processed and stored by Stripe. We never see or store full card details
- Your pricing configuration, services, and brand settings
- IP address at sign-up, used only to determine billing currency
Visitors who use your quote widget
- The conversation messages exchanged with the AI
- Name and email address, only if voluntarily provided during the conversation to receive a quote
- IP address, used only to detect currency for pricing — not stored beyond the session
Gmail and email inbox data (if you connect a mailbox)
- Sender name, sender email address, subject line, and body text of inbound emails that appear to be pricing enquiries
- The AI-generated reply sent on your behalf, and the timestamp it was sent
- No email data outside of inbound pricing enquiries is accessed or stored
Website visitors (citoquote.com)
- Standard analytics data via Google Tag Manager (page views, referrers, device type). No personally identifiable information is collected through analytics
3. How we use your data
- To create and manage your CitoQuote account
- To power the AI quote conversations on your website, WhatsApp, and email
- To generate and deliver PDF quote documents to your visitors
- To process payments and manage your subscription via Stripe
- To send transactional emails (quote notifications, password resets, billing receipts)
- To provide customer support when you contact us
We do not use your data or your visitors' data for advertising, profiling, or any purpose other than operating the service.
4. Third-party services
We use a small number of trusted third parties to run CitoQuote:
- Stripe — payment processing. Stripe's privacy policy applies to payment data: stripe.com/privacy
- Anthropic — AI model provider that powers the quote conversations. Conversation data is sent to Anthropic's API solely to generate responses and is not used to train their models under standard API terms
- Email provider — transactional emails (quote delivery, notifications). Data is used only for sending and is not retained beyond delivery
- Google Tag Manager / Analytics — anonymous website analytics only
- Google (Gmail API) — if you choose to connect your Gmail account, we use the Gmail API to read inbound pricing enquiries and send AI-generated replies on your behalf. See section 5 for full details of how Gmail data is handled
We do not sell, rent, or trade personal data with any third party.
5. Google API and Gmail data
CitoQuote's use of Gmail data is governed by the Google API Services User Data Policy, including the Limited Use requirements. Connecting your Gmail account is entirely optional.
What we access
- Inbound email messages to detect pricing enquiries (sender, subject, body text)
- Gmail send capability to reply to those enquiries on your behalf from your own address
- Gmail message history to check whether you have already replied to a thread, so the AI does not send a duplicate response
What we do not do with Gmail data
- We do not read, store, or process emails unrelated to pricing enquiries
- We do not use Gmail data to serve advertising or for any ad-targeting purpose
- We do not use Gmail data to train, fine-tune, or improve AI or machine-learning models
- We do not share or transfer Gmail data to any third party, except when sending the email content to Anthropic's API solely to generate a reply — no data is retained by Anthropic under standard API terms
- We do not allow humans at CitoQuote to read your email content, except where you explicitly request support and share a specific message with us
Data retention
- Inbound email content (sender, subject, body, AI reply) is stored in your CitoQuote account and visible in your email inbox dashboard
- You can delete individual emails from your dashboard at any time
- All Gmail-sourced data is deleted when you disconnect Gmail or delete your CitoQuote account
Revoking access
You can disconnect Gmail at any time from the Integrations page in your CitoQuote dashboard. You can also revoke access directly from your Google account at myaccount.google.com/permissions. Revoking access stops all further email reading and sending immediately.
6. Data retention
- Account data is retained for as long as your account is active
- Quote and conversation data is retained for 2 years to support your business records, then deleted
- When you delete your account, all associated data is permanently deleted within 30 days
- Billing records may be retained for up to 7 years as required by financial regulations
7. Your rights
If you are based in the UK or EU, you have the following rights under data protection law:
- Access — request a copy of the personal data we hold about you
- Correction — ask us to correct inaccurate data
- Deletion — request deletion of your data ("right to be forgotten")
- Portability — receive your data in a machine-readable format
- Objection — object to certain types of processing
To exercise any of these rights, email us at support@citoquote.com. We will respond within 30 days.
8. Cookies
We use minimal cookies necessary to operate the service:
- Session cookies — keep you logged in to the dashboard
- Analytics cookies — anonymous usage data via Google Analytics. You can opt out via your browser settings or a browser extension such as uBlock Origin
We do not use advertising or tracking cookies.
9. Security
All data is transmitted over HTTPS. Passwords are hashed and never stored in plain text. Payment data is handled entirely by Stripe and never passes through our servers. We take reasonable technical measures to protect your data, though no system is 100% secure.
10. Children
CitoQuote is not directed at children under 16. We do not knowingly collect personal data from anyone under 16. If you believe a child has provided us with personal data, contact us and we will delete it promptly.
11. Changes to this policy
We may update this policy from time to time. If we make material changes, we will notify account holders by email. The effective date at the top of this page will always reflect the most recent version.
12. Contact
If you have any questions about this policy or how we handle your data, please contact us at support@citoquote.com.