Privacy Policy

This Privacy Policy explains how Insightly Consulting Limited (“Quotely”, “we”, “us”, or “our”) collects, holds, uses, and discloses personal information when you use our quoting software at quotely.nz. We are committed to complying with the New Zealand Privacy Act 2020 and the 13 Information Privacy Principles (IPPs) it contains.

By creating an account or using our services, you acknowledge that you have read and understood this policy.

1. Who we are

Quotely is a software-as-a-service (SaaS) product operated by Insightly Consulting Limited, a New Zealand registered company. Our registered office is in New Zealand. You can contact our Privacy Officer at hello@quotely.nz.

2. What personal information we collect

We collect personal information in the following categories:

Account and business information

• Your name and email address when you register
• Your business name, trading name, address, phone number, email, GST number, and logo
• Team member names and email addresses you add to your account
• Your subscription plan and billing history

Customer information you enter

• Names, addresses, phone numbers, and email addresses of your customers that you enter when creating quotes
• Job details, line items, pricing, and any notes associated with quotes you create

You are responsible for ensuring you have a lawful basis for providing your customers' personal information to us. We process this data solely to provide the quoting service to you.

Payment information

• Billing name and email address
• Payment card details — these are collected and stored directly by our payment processor, Stripe. We do not store full card numbers on our systems.

Usage and technical data

• IP address, browser type, device type, and operating system
• Pages visited and features used within the platform
• Log data and error reports

Communications

• Emails and messages you send to us, including support requests and feedback

3. How we collect your information

We collect information:

• Directly from you when you sign up, complete onboarding, or use the platform
• Automatically through cookies and similar technologies when you visit our website
• From our third-party service providers in the course of providing the service

4. How we use your information

We use your personal information to:

• Create and manage your account
• Provide, operate, and improve the Quotely platform
• Generate and deliver quotes on your behalf to your customers
• Process subscription payments and issue GST invoices
• Send transactional communications (quote confirmations, account alerts, payment receipts)
• Provide onboarding and customer support
• Comply with our legal obligations under New Zealand law
• Detect and prevent fraud or misuse of the platform
• Send product updates or marketing communications (you may opt out at any time)

We do not use your personal information for automated decision-making that produces legal or similarly significant effects without your consent.

5. Disclosure of your information

We do not sell your personal information. We may share it with:

Sub-processors and service providers

• Supabase — database and authentication hosting (servers in Sydney, Australia)
• Stripe — payment processing (operates under its own privacy policy)
• Resend — transactional email delivery
• Twilio — SMS notifications
• Vercel — application hosting and deployment (servers in the United States)
• Anthropic — AI language model used to assist in generating quote descriptions (data is processed but not retained for training under our commercial agreement)

All sub-processors are engaged under data processing terms consistent with applicable privacy laws. Where data is processed or stored outside New Zealand (including in Australia or the United States), we take reasonable steps to ensure comparable privacy protections apply.

Legal requirements

We may disclose personal information where required to do so by law, court order, or regulatory authority, or where we reasonably believe disclosure is necessary to prevent serious harm.

Business transfers

If we sell or transfer all or part of our business, personal information held by us may be transferred to the acquirer, subject to this policy continuing to apply.

6. Your information and your customers

When you use Quotely to send quotes, your customers' personal information (name, contact details) is used solely to deliver that quote. We do not contact your customers for our own marketing purposes, and we do not share your customer data with any third party other than the sub-processors listed above for the purpose of delivering the service.

You, as the Quotely account holder, are the data controller for your customers' information. We act as your data processor. You should have your own privacy policy or disclosure in place for your customers as required under the Privacy Act 2020.

7. Cookies and tracking

We use essential cookies to maintain your logged-in session and ensure the platform functions correctly. We may also use analytics cookies to understand how the platform is used in aggregate. You can control cookie settings through your browser, but disabling essential cookies will prevent you from using the platform.

8. Data retention

We retain your account information and quote data for as long as your account is active. If you cancel your subscription, your data remains accessible for 90 days, after which it may be deleted from active systems. Backups may retain data for a further period consistent with our disaster recovery obligations.

We retain transaction and billing records for 7 years to meet our obligations under the Inland Revenue Act 1994 and GST Act 1985.

9. Security

We implement appropriate technical and organisational measures to protect personal information against unauthorised access, loss, alteration, or disclosure. These include encrypted connections (TLS), access controls, and regular security reviews. However, no system is entirely secure and we cannot guarantee absolute security.

If we become aware of a notifiable privacy breach affecting you, we will notify you and the Office of the Privacy Commissioner as required under the Privacy Act 2020.

10. Your rights

Under the New Zealand Privacy Act 2020, you have the right to:

• Access the personal information we hold about you
• Correct personal information that is inaccurate or outdated
• Request deletion of your information (subject to our legal retention obligations)
• Object to our use of your information for marketing purposes
• Make a complaint to the Office of the Privacy Commissioner if you believe your privacy rights have been breached

To exercise any of these rights, contact us at hello@quotely.nz. We will respond within 20 working days as required by the Privacy Act 2020.

11. Children

Quotely is a business tool intended for use by adults operating trade businesses. We do not knowingly collect personal information from anyone under the age of 18.

12. Changes to this policy

We may update this policy from time to time. If we make material changes, we will notify you by email or by a notice within the platform. Your continued use of Quotely after changes take effect constitutes your acceptance of the updated policy. The current version is always available at quotely.nz/privacy.

13. Contact us

If you have any questions, concerns, or complaints about this Privacy Policy or our handling of your personal information, please contact our Privacy Officer:

• Email: hello@quotely.nz
• Website: quotely.nz

If you are not satisfied with our response, you may lodge a complaint with the Office of the Privacy Commissioner at privacy.org.nz or by calling 0800 803 909.