Privacy notice

1. Who we are

JobQuote is a service run from Zimbabwe. We decide how the information described here is used, and we are responsible for looking after it. Questions about your information: [email protected].

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.
• WhatsApp, only if you connect a number: if you connect a WhatsApp number to send job descriptions from your phone, we keep the number you connect (or the identifier WhatsApp gives us for it) and when you connected it. For every message to or from it we keep that it happened, what kind of message it was, how long it was, and which quote it made, not the text. The job description you send is kept as that quote’s description, like one you type in the app. A change you send by replying to a quote is not kept, only what it changed. When you reply ISSUE on WhatsApp, we send you that quote’s PDF there. The PDF holds your customer’s name and whatever you put on the quote: its items and prices, and the contact and payment details you have set for your quotes.
• Feedback, if you send any: if you use the Send feedback button, or answer the questions we ask after your first quote, we keep what you tell us (your answers and your message), which page you were on, which quote it was about, and when. We email it to our team, with your name, email address and phone number so we can answer you. If you close the questions without answering, we keep only that you did, so we do not ask again. When you set up your business you may also tell us how you heard about JobQuote; we keep that with your business details.
• 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, resetting your password and telling you how your payments went.
• To let you start quotes from WhatsApp, if you connect a number, and to count what that costs.
• To find out what to fix and add, from the feedback you choose to send and from how you tell us you heard about JobQuote.
• 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). To read a change you send by replying to a quote on WhatsApp, we send it the change and the names, quantities and units of that quote’s items, but not what they cost. We ask it not to store that request. OpenAI says it may still keep it for up to 30 days to detect misuse, and that it does not use it to train its models.
• Our payment provider, Pesepay, which receives your order and handles your payment.
• WhatsApp (Meta), if you connect a number. Your messages and our replies travel through Meta, which runs WhatsApp, and Meta handles them under its own terms. The job description you send, and a change you send by replying to a quote, are read by the AI service in the same way as one typed in the app. The PDF of a quote you issue by WhatsApp also travels through Meta, and Meta keeps a file it is given to send for a time of its own, which can be up to 30 days. We only write to the number you connected, never to your customers: that PDF goes only ever to the number you connected, and forwarding it to your customer is up to you.
• Our email service, Resend, which delivers our emails to you.
• Our hosting provider, the company that provides the server and database where JobQuote and its information are kept.
• 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. We send each of them only what it needs for its part of the work, as described above. By creating an account you agree to your information being sent to them for those purposes.

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 90 days after we decide on them. Then the file is deleted. We keep the fact that you were verified, and the decision.
• Payment records: for 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.
• A connected WhatsApp number stays until you disconnect it, send STOP from it, or change or reset your password. The connect code works once and stops working after 15 minutes. The record of messages is kept with your account.
• Backups: a deleted account can remain in our backups for up to 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 [email protected] from the email address on your account, and say what you want. You can also ask for deletion with Delete account on your Account page. We may ask a question to be sure it is you.
• We will answer and, where you asked for deletion, finish it within 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, the Postal and Telecommunications Regulatory Authority of Zimbabwe (POTRAZ, potraz.gov.zw), which is the Data Protection Authority under the Cyber and Data Protection Act.

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 [email protected]. 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.