Privacy Notice
Last updated: 17 July 2026
1. Who we are
Quotio is operated by Process Systems, based in the United Kingdom, trading as Quotio. Process Systems is the data controller for personal data processed through the Service. Contact: hello@quotio.co.uk.
2. What personal data we collect
- Account data — name, email address, hashed login credentials.
- Business profile — business name, address, tax details, logo (if provided).
- Client and quote data — details you enter about your clients and the quotes/invoices you create.
- Usage and telemetry — pages viewed, features used, device information, IP address, browser type.
- Support messages — anything you send us by email or in-app.
- Payment data — collected directly by our payment provider Paddle; we do not see or store card details.
3. How we use it and legal basis
- To create your account and provide the Service (contract performance).
- To send transactional emails such as quote follow-ups you configure (contract performance).
- To keep the Service secure and prevent fraud (legitimate interests).
- To improve Quotio through anonymised analytics (legitimate interests).
- To provide customer support when you contact us (contract / legitimate interests).
- To comply with our legal obligations (legal obligation).
- To send occasional product updates by email, where you have opted in (consent).
4. Who we share it with
We share personal data only with:
- Hosting and infrastructure providers that run Quotio's servers, database, and email delivery on our behalf.
- Paddle, our Merchant of Record, to process payments, manage subscriptions, invoicing, and tax compliance.
- Professional advisers such as accountants or lawyers when needed.
- Authorities where required by law.
5. International transfers
Some of our providers may process data outside the UK/EEA. Where they do, we rely on adequacy decisions or Standard Contractual Clauses to protect your data.
6. How long we keep it
We keep account and business data for as long as your account is active. When you delete your account, we delete or anonymise your personal data within a reasonable period, except where we need to keep it to meet legal or accounting obligations.
7. Your rights
Under UK GDPR you have the right to access, rectify, erase, restrict or object to processing of your personal data, and the right to data portability and to withdraw consent. You also have the right to complain to the UK Information Commissioner's Office (ICO). Email hello@quotio.co.uk to exercise these rights; we will respond within one month.
8. Security
We use appropriate technical and organisational measures — including encryption in transit, access controls, and row-level security in our database — to protect your data.
9. Cookies
We use essential cookies to keep you signed in and to run the Service. We do not use marketing or advertising cookies. If we add analytics cookies in future, we will ask for your consent first.
10. Changes
We may update this notice from time to time. The latest version will always be on this page.