Privacy Policy

1. Introduction

Welcome to QuotationX ("we," "our," or "us"). We are committed to protecting your personal information and your right to privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our 3D printing quotation management platform ("the Platform").

Please read this Privacy Policy carefully. If you do not agree with the terms of this Privacy Policy, please do not access the Platform.

2. Information We Collect

2.1 Information You Provide

We collect information that you voluntarily provide when using the Platform:

• Account Information: Name, email address, password (encrypted), phone number, job title, and role
• Organization Data: Company name, workspace settings, team member details, and billing information
• Business Data: Quotation details, pricing information, product specifications, 3D printing process configurations, customer and supplier records, and uploaded files (3D models, documents, images)
• Communications: Messages, feedback, and support requests you send to us

2.2 Automatically Collected Information

When you access the Platform, we automatically collect certain technical information:

• IP address, browser type and version, operating system
• Device information and screen resolution
• Access times, dates, and session duration
• Pages viewed, features used, and navigation patterns
• Referring URLs and search terms used to find our Platform

2.3 Cost Calculator Data

When you use the QuotationX Cost Calculator, we collect and process the parameters you input, including material types, print settings, dimensions, and other specifications. This data is used to generate estimates and may be stored as part of your quotation history.

2.4 Beta Program Data

If you participate in our Beta Program, we may collect additional information such as feature usage patterns, feedback submissions, and bug reports to help us improve the Platform.

Beta Partners wall. Participants who complete the Beta Program may choose to be listed publicly on our homepage as a Beta Partner, showing their business name, logo and contact details. This is entirely optional, it is never a condition of taking part or of any other reward, and we publish nothing until you have given us written authorization covering exactly what appears. You can withdraw that authorization at any time and we will remove the listing.

2.5 Enquiry Forms & Beta Program Applications

We collect the same short set of answers in two situations. In the first, we contact a business directly and send a personal invitation link (an address of the form quotationx.com/r/<code>) to an enquiry form. In the second, you reach our Beta Program application at quotationx.com/beta through a link we have published or shared, and apply to join of your own accord. In either case we process:

• What you tell us: your name, email address, the country you are based in, the contact channels you give us (such as a social media handle, WhatsApp number or website), the marketplaces or websites you sell on, and your answers about your order volume, equipment, team and how you price your work today
• How you engaged: that the page was opened, when, roughly how long it was open, the type of device and browser, and the IP address the request came from

Where you arrived through a personal invitation link, this engagement information is linked to you as an identified person. It is not anonymous website analytics. We use it only to understand whether our invitation reached you and whether the Platform is likely to be useful to you before we take up more of your time.

If you apply to the Beta Program, we additionally record that you applied and when. We read every application and decide whether to offer a place; applying does not guarantee one. We tell you our decision by email either way. If your email address already belongs to a QuotationX account we will say so and will not create a second record for you.

Legal basis: your consent, which you give by ticking the boxes on the form. Where we contact a business in a professional capacity, we may also rely on our legitimate interest in offering a relevant product to that business. You can withdraw consent at any time (see section 8).

We do not use cookies on this page, we do not track you across other websites, and we do not sell or share this information with advertisers.

3. How We Use Your Information

We use the collected information for the following purposes:

• To provide, operate, and maintain the Platform and its features
• To create and manage your account and organization workspace
• To process your quotations, orders, and business data
• To generate cost estimates through the Calculator
• To send service-related communications, updates, and notifications
• To respond to your inquiries and provide customer support
• To improve, personalize, and optimize the Platform experience
• To detect, prevent, and address technical issues and security threats
• To analyze usage patterns, trends, and Platform performance
• To send marketing communications (only with your consent; you can opt out at any time)
• To comply with legal obligations and enforce our Terms of Service

4. Legal Basis for Processing (GDPR)

If you are located in the European Economic Area (EEA) or United Kingdom, we process your personal data based on the following legal grounds:

• Contract Performance: Processing necessary to provide the Platform and fulfill our agreement with you
• Consent: Processing based on your explicit consent (e.g., marketing communications, cookies)
• Legitimate Interests: Processing necessary for our legitimate business interests, such as improving the Platform, fraud prevention, and security
• Legal Obligation: Processing necessary to comply with applicable laws and regulations

5. Data Sharing & Disclosure

We do not sell, trade, or rent your personal information to third parties. We may share your information only in the following circumstances:

5.1 Service Providers

We may share your information with trusted third-party service providers who assist us in operating the Platform:

• Cloud hosting and infrastructure (Google Cloud Platform)
• Email delivery services
• Analytics and monitoring services
• Payment processing providers

These providers are contractually obligated to protect your information and use it only for the purposes we specify.

5.2 Legal Requirements

We may disclose your information if required by law, in response to valid legal processes, or to protect our rights, privacy, safety, or property.

5.3 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you before your information becomes subject to a different privacy policy.

5.4 With Your Consent

We may share your information in other ways if you give us explicit consent to do so.

6. Data Retention

We retain your personal information for as long as necessary to provide you with the Platform and fulfill the purposes outlined in this Privacy Policy.

• Account Data: Retained for the duration of your account plus 30 days after deletion to allow for account recovery
• Business Data: Retained according to your subscription plan and deleted upon your request or account termination
• Enquiry & Invitation Data: If you completed an enquiry form but did not go on to create an account, your enquiry and the related engagement records are deleted automatically 24 months after we received them. If you do create an account, the enquiry becomes part of your account data and is covered by the rows above
• Usage Analytics: Aggregated and anonymized data may be retained indefinitely for statistical purposes
• Legal Records: Data required for legal compliance may be retained as required by applicable law

These periods are enforced automatically by our database rather than by manual review, so the deletion happens whether or not anyone remembers to ask for it.

7. Data Security

We implement industry-standard security measures to protect your personal information:

• Encryption of data in transit (TLS/SSL) and at rest
• Secure authentication mechanisms (JWT tokens with expiration)
• Password hashing using bcrypt
• Regular security assessments and vulnerability scanning
• Access controls and role-based authorization
• Secure cloud infrastructure with Google Cloud Platform

However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your data, we cannot guarantee absolute security.

8. Your Rights

8.1 GDPR Rights (EEA/UK Users)

If you are located in the EEA or UK, you have the following rights under GDPR:

• Right of Access: Request a copy of the personal data we hold about you
• Right to Rectification: Request correction of inaccurate or incomplete data
• Right to Erasure: Request deletion of your personal data ("right to be forgotten")
• Right to Restrict Processing: Request that we limit how we use your data
• Right to Data Portability: Request your data in a structured, machine-readable format
• Right to Object: Object to processing based on legitimate interests or for marketing purposes
• Right to Withdraw Consent: Withdraw consent at any time where we rely on consent for processing

8.2 CCPA Rights (California Residents)

If you are a California resident, you have additional rights under the CCPA:

• Right to Know: Request information about what personal data we collect and how we use it
• Right to Delete: Request deletion of your personal data
• Right to Non-Discrimination: You will not receive discriminatory treatment for exercising your rights
• Right to Opt-Out: We do not sell personal information, but you can opt out of any future data sharing

8.3 LGPD Rights (Brazil)

If you are in Brazil, Law No. 13.709/2018 (Lei Geral de Proteção de Dados) gives you the following rights over your personal data, which we honour on the same terms as the rights above:

• Confirmation and access: confirm that we process your data, and obtain a copy of it
• Correction: have incomplete, inaccurate or out-of-date data corrected
• Anonymisation, blocking or deletion: of data that is unnecessary, excessive, or processed other than as the law allows
• Portability: transfer of your data to another provider on request
• Deletion of data processed with your consent: subject to the retention we are legally required to keep
• Information about sharing: which public and private bodies we have shared your data with
• Information about refusing consent: what happens if you decline, and your right to decline
• Withdrawal of consent: at any time, without affecting processing already carried out lawfully
• Review of automated decisions: where a decision affecting you is made solely by automated processing

We do not make decisions about you by automated processing alone. Where we show an internal score alongside an enquiry, it is only used to help us decide who to reply to first, and a person always makes the decision.

To exercise any of these rights, please contact us at the email address provided in the Contact section below. We will respond within 30 days of receiving your request.

9. Cookies & Tracking Technologies

We use cookies and similar technologies to enhance your experience:

• Essential Cookies: Required for the Platform to function (authentication, session management)
• Analytics Cookies: Help us understand how you use the Platform to improve it
• Preference Cookies: Remember your settings and preferences

You can control cookies through your browser settings. Disabling essential cookies may affect Platform functionality.

Invitation links. Our personal invitation pages (quotationx.com/r/<code>) do not set cookies and do not use any third-party analytics or advertising service. They record only that the page was opened and roughly how long it was open, sent from the page itself so that automated link previews (for example the ones Instagram, WhatsApp and email providers generate) are not counted as you. See section 2.5.

10. International Data Transfers

Your information may be transferred to and maintained on servers located outside of your country or jurisdiction. If you are located in the EEA/UK, we ensure that any transfers of personal data to countries outside the EEA/UK are protected by appropriate safeguards, including Standard Contractual Clauses approved by the European Commission.

11. Children's Privacy

QuotationX is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children. If you become aware that a child has provided us with personal information, please contact us immediately and we will take steps to delete that information.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on this page, updating the "Last updated" date, and for significant changes, sending an email notification.

Your continued use of the Platform after any changes constitutes acceptance of the updated Privacy Policy.

13. Contact Us

If you have any questions about this Privacy Policy, our data practices, or wish to exercise your rights, please contact us at:

Privacy Inquiries: privacy@quotationx.com
General Support: support@quotationx.com
Website: https://quotationx.com