Privacy Policy

1. Introduction

This Privacy Policy explains how Kogneev AI Tech (“we”, “our”, “us”) collects, uses, stores, and protects your information when you use VanQuote at www.vanquote.app. By using the Service, you consent to the practices described in this policy.

2. Information We Collect

Information you provide directly:

• Name and email address (registered users)
• Business name, trade type, and phone number
• Client names, phone numbers, and email addresses you enter
• Voice recordings and transcribed job descriptions
• Job-site photos you upload for AI analysis
• Quote and invoice data (descriptions, line items, pricing)
• Billing details processed via Stripe (we do not store card numbers)
• Support messages you send to us

Automatically collected data:

• Device type, browser, and operating system
• IP address and approximate location (country/region)
• Pages visited and features used within the app
• Session timestamps and error logs
• Cookies and similar tracking technologies

3. How We Use Your Information

We use your data to:

• Generate AI-powered quotes from your voice recordings, photos, and job descriptions
• Create and export PDF quotes on your behalf
• Manage your client records, jobs, and invoices
• Process subscription payments and manage billing
• Authenticate your account and maintain session security
• Detect and prevent fraud and abuse
• Provide customer support and respond to enquiries
• Send transactional emails (e.g. subscription confirmations)
• Improve the reliability and performance of the Service

4. AI and Third-Party Data Processing

Your voice transcripts and job-site photos are processed by Anthropic (Claude AI) to generate quote content. Your data may be sent to Anthropic's servers for this purpose. We use Anthropic's API under terms that prohibit using your data to train their models. Other third-party providers we use include:

• Supabase — database and user authentication
• Stripe — payment processing
• Vercel — application hosting and delivery
• Twilio — optional SMS follow-up messages (Pro/Team plans)

5. Guest Users

If you use VanQuote without creating an account (guest mode), we collect only the information you enter during the session (name, business name, trade type, job description, photos). This data is stored locally in your browser and is not sent to our servers except as needed to generate the quote via our AI service. We do not link guest sessions to any identity.

6. Data Retention

We retain your account data for as long as your account is active or as needed to provide the Service, comply with legal obligations, and resolve disputes. Voice recordings are not permanently stored — they are transcribed and discarded. You may request deletion of your account and all associated data at any time.

7. Sharing of Information

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

• Service providers listed in Section 4, solely to deliver the Service
• Legal or regulatory authorities when required by applicable law
• Successor entities in the event of a business acquisition or merger

8. Cookies and Tracking

VanQuote uses cookies and local storage for session management, user preferences, and analytics. You may disable cookies through your browser settings; however, some features (such as staying logged in) may not function correctly without them.

9. Data Security

We implement reasonable technical and organisational measures to protect your data, including encrypted connections (HTTPS), secure database access controls, and tokenised payment handling via Stripe. No internet service can guarantee absolute security; you use VanQuote at your own risk.

10. International Data Transfers

Our infrastructure is hosted on servers in the United States (Vercel, Supabase). By using VanQuote, you consent to your data being transferred to and processed in countries outside your country of residence, including countries that may have different data protection standards.

11. Your Rights

You have the right to:

• Access the personal data we hold about you
• Correct inaccurate or incomplete data
• Request deletion of your account and data
• Export your quote and client data
• Withdraw consent for optional communications

To exercise these rights, contact us at support@vanquote.app.

12. Children's Privacy

VanQuote is intended for adult tradespeople and business owners. We do not knowingly collect data from individuals under 18. If you believe a minor has submitted data to us, please contact us and we will delete it promptly.

13. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify registered users by email of significant changes. Continued use of the Service after updates are posted constitutes acceptance.

14. Contact

For privacy enquiries, contact us at support@vanquote.app.

Kogneev AI Tech  ·  Malaysia  ·  www.vanquote.app