Privacy Policy
Version 2.2 - effective August 6, 2026
This policy is written in plain language on purpose. Qwotra is in active early access; we keep this policy current as the product evolves and notify account holders of material changes. The version you accepted is recorded with your account.
Who we are
Qwotra is quote transformation software operated from Saskatchewan, Canada by its founder, Brent Penno. Brent Penno is Qwotra's designated privacy officer under PIPEDA. Contact for anything in this policy, including access, correction, or deletion requests: brent@qwotra.com.
What we collect
Account details you provide (name, email, company). The project data you enter or upload to build proposals, including vendor and supplier quotes, pricing, and the proposals you generate; this commercial data can include names and work contact details of your team, your customers' contacts, and supplier personnel appearing in documents. Contact details you submit when you book a demo or ask for support. Billing records when you pay for Qwotra: your plan, invoices, and payment status; card numbers never touch Qwotra. Standard technical records: server logs, request identifiers, approximate usage metrics, and error reports from the app when something breaks (which include the page and a technical description of the error, not your quote contents).
How we use your information
To operate the product, respond to your requests, bill for the service, protect the service from abuse, and improve Qwotra. Improving Qwotra means two things: ordinary product analytics and debugging (which features are used, where errors occur), and the protected aggregate use described in the next section. We do not sell your data. We do not share your quotes, costs, suppliers, or proposals with anyone except the service providers below, as needed to run the product. Your own intelligence (Mission Control, analytics, reports, team activity) is generated from your own commercial record, stays private to your account, and is never shown to another customer.
Protected aggregate commercial facts
With your acceptance of the Terms, eligible commercial facts from your data (for example trade category, region band, project-size band, dated outcome and rate bands) may be transformed into protected aggregate information: combined across customers so the output cannot reasonably identify or reconstruct your business, an individual, a supplier, a project or a transaction. We use protected aggregate information to improve the product, including extraction and normalization quality, and to produce industry benchmarks and intelligence, and we may retain those aggregate outputs after your account ends. This is a condition of the business service; it does not include an opt-out for active customers. Personal information, including employee and estimator identities, is excluded from aggregate inputs and from benchmark outputs. We publicly commit that we will not attempt to re-identify protected aggregate information, and we require the same commitment from anyone we permit to receive it. Raw or identifiable customer data is never sold and never disclosed to another customer.
How AI processing works (please read this one)
Qwotra's Smart features (Smart Extract, guided proposal setup, Smart Polish) send the vendor quote text or documents you choose to process, which can include supplier names, costs, and pricing, to our AI provider through its commercial API. Under that provider's commercial terms as of the date above, API data is not used to train its models without express permission (which we have not granted), and the provider may retain API inputs and outputs for a limited period under its data-retention policies. We keep a usage record of each AI call (timing, size, an internal request id) for support and abuse protection. Your data is not used to train public or third-party general-purpose models. Documents you process may contain information about your suppliers; you are responsible for ensuring you may upload them (see the Terms of Service). If you don't want a document processed by AI, don't run a Smart feature on it. Manual entry works without AI.
How employee information is handled
Names, work contact details and in-product actions of your team are processed to run your account: sign-ins, roles, activity and sign-off records. They stay inside your account, are excluded from aggregate inputs and benchmarks, and are never compared across companies. Telling your team about this processing is your responsibility as their employer; we provide suggested wording in the signed agreement package.
Where your data lives
Qwotra runs on established commercial cloud providers, in these categories: application hosting; database, authentication, and private file storage; AI-assisted processing (as above); payments and billing; transactional email; internal notifications; and business email. The current list of subprocessors is available on request at brent@qwotra.com and through customer security review or a data-processing agreement. These providers may store or process data in the United States and other regions; we do not claim Canada-only data residency. Information stored or processed in another country may be accessible to the courts, law enforcement, and national security authorities of that country under its laws. Vendor quote files you upload are stored in private, account-scoped storage; download links are short-lived and signed.
Security, honestly stated
Every account's data is isolated with database-level row security; roles are enforced at the database; uploaded files live in private buckets; traffic is encrypted in transit; the database is backed up daily and we keep independent backups. No one can promise perfect security, and we don't. If we ever discover a breach affecting your data, we will notify you promptly with what we know and what we're doing, consistent with Canadian breach-notification requirements, and we keep the records those requirements demand.
Retention and deletion
Your raw project data stays while your account is active. You can delete projects yourself; deleting a project also removes its stored vendor files. If you close your account or email us a deletion request, we remove your raw data from the live systems within 30 days and it ages out of backups on the backup cycle; no backup copy is kept longer than 90 days. Acceptance records and records we must keep by law are retained as required. Protected aggregate outputs that cannot reasonably identify or reconstruct your business may be retained as described above.
Your rights
Canada (PIPEDA): you can access the personal information we hold about you, correct it, and withdraw consent; email brent@qwotra.com and we'll act on it; if you're not satisfied, you may contact the Office of the Privacy Commissioner of Canada. United Kingdom and European Union: where UK or EU data protection law applies, your employer is usually the controller of workplace data inside its account and we act as its processor; for data we control, you have the rights that law gives you (access, correction, deletion, restriction, portability, objection), and transfers to Canada rely on the UK and EU adequacy findings for PIPEDA-covered processing. California: we do not sell or share personal information; deidentified information is maintained under the public commitment above. Australia: we handle personal information consistently with the Australian Privacy Principles relevant to our role. Wherever you are, email brent@qwotra.com and we will honour reasonable access, correction, deletion and export requests.
Which uses are contractual
Processing to deliver the service, produce your private intelligence, and create protected aggregate information is performed under your company's acceptance of the Terms or its signed agreement. Material changes to the aggregate-data section require fresh acceptance, and previous versions remain archived.
Outreach email
If you received a marketing email from us, it's because we believe Qwotra is relevant to your business role. Every message identifies us and includes a working unsubscribe; opt-outs are honored within 10 business days at most, usually immediately, as Canada's anti-spam law (CASL) requires.
Cookies and local storage
The app uses browser storage for your sign-in session and as a recovery cache for in-progress work. We don't run third-party advertising trackers.