Privacy Policy

1. Introduction

SemaQuote ("we," "our," or "us") protects your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our voice-powered quoting platform, including our web application, mobile applications, and related services (collectively, the "Service").

By using SemaQuote, you agree to the collection and use of information in accordance with this policy. If you do not agree, do not use our Service.

2. Information We Collect

2.1 Information You Provide

• Account Information: When you register, we collect your name, email address, phone number, and business information.
• Voice Recordings: When you use our voice-to-quote feature, we temporarily process your voice recordings to generate quotes. Voice data is processed in real-time and is not permanently stored unless you explicitly save it.
• Client Data: Information about your clients including names, contact details, addresses, and communication history.
• Business Documents: Quotes, invoices, and job details you create through our platform.
• Payment Information: If you subscribe to a paid plan, we collect billing information through our secure payment processor.

2.2 Information Collected Automatically

• Device Information: Device type, operating system, unique device identifiers, and mobile network information.
• Usage Data: How you interact with our Service, including features used, time spent, and actions taken.
• Log Data: IP address, browser type, pages visited, time and date of visits, and other diagnostic data.
• Location Data: With your permission, we may collect location data to help with job scheduling and client management.

3. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve our Service
• Process voice recordings and generate accurate quotes using AI technology
• Create and manage quotes, invoices, and client records
• Send transactional emails (quote confirmations, invoice notifications)
• Process payments and manage subscriptions
• Provide customer support and respond to inquiries
• Analyze usage patterns to improve user experience
• Detect, prevent, and address technical issues and security threats
• Comply with legal obligations

4. Voice Data and AI Processing

Our core functionality involves processing your voice recordings to create professional quotes. How we handle this sensitive data:

• Real-Time Processing: Voice recordings are transcribed and analyzed in real-time using secure AI services.
• No Permanent Voice Storage: We do not permanently store raw voice recordings. Audio is processed and immediately discarded.
• Transcription Storage: Text transcriptions may be temporarily stored to generate your quote, then deleted within 24 hours unless you save the quote.
• AI Partners: We use Anthropic's Claude AI for intelligent quote extraction. Data sent to AI services is subject to their privacy policies and is not used to train their models.

5. Mobile Application Privacy

Our iOS and Android mobile applications have specific privacy considerations:

5.1 Device Permissions

The SemaQuote mobile app may request the following permissions:

• Microphone: Required for voice-to-quote functionality. Audio is processed in real-time and not stored on your device or our servers.
• Camera: Optional, used to scan documents, take photos of job sites, or capture receipts for expense tracking.
• Location: Optional, used to auto-fill client addresses, calculate travel time to jobs, and provide location-based job scheduling.
• Contacts: Optional, used to quickly import client contact information. We only access contacts you explicitly select.
• Notifications: Optional, used to alert you about quote approvals, payment receipts, upcoming jobs, and important updates.
• Storage/Photos: Optional, used to save generated PDF quotes and invoices, and attach photos to jobs.

Manage these permissions through your device settings. Denying optional permissions may limit certain features but won't prevent core app functionality.

5.2 On-Device Data Storage

• Offline Access: The app stores recent quotes, client data, and job schedules locally to enable offline access. This data is encrypted using your device's native encryption.
• Cached Data: Temporary files and cached content are stored to improve app performance and reduce data usage.
• Secure Storage: Sensitive data like authentication tokens are stored in iOS Keychain or Android Keystore.

5.3 Push Notifications

If you enable push notifications, we collect your device token to send alerts. We send notifications for:

• Quote acceptance or rejection by clients
• Payment received confirmations
• Upcoming job reminders
• Important account and security alerts

Disable notifications in your device settings or customize preferences within the app.

5.4 Mobile Analytics

We collect anonymous usage analytics to improve app performance and user experience. This includes crash reports, feature usage patterns, and performance metrics. Analytics data does not include personal information or voice content.

5.5 App Store Data

When you download our app, the Apple App Store or Google Play Store may share certain information with us, such as your account email (if you opted in) and download statistics. This is governed by the respective store's privacy policy.

6. Data Sharing and Disclosure

We may share your information in the following circumstances:

• Service Providers: We work with trusted third parties who help us operate our Service (cloud hosting, payment processing, email delivery, AI processing).
• With Your Consent: When you explicitly authorize sharing, such as sending quotes to clients.
• Legal Requirements: When required by law, court order, or governmental authority.
• Business Transfers: In connection with a merger, acquisition, or sale of assets.
• Protection of Rights: To protect the rights, property, or safety of SemaQuote, our users, or others.

We never sell your personal information to third parties.

7. Data Security

We implement industry-standard security measures to protect your data:

• Encryption of data in transit (TLS/SSL) and at rest (AES-256)
• Secure authentication with support for multi-factor authentication
• Regular security audits and penetration testing
• Access controls and employee training
• Secure cloud infrastructure with SOC 2 compliant providers

8. Data Retention

We retain your information for as long as necessary to provide our Service and fulfill the purposes described in this policy:

• Account Data: Retained while your account is active and for 30 days after deletion request.
• Business Documents: Quotes, invoices, and client records are retained until you delete them or close your account.
• Voice Data: Processed in real-time and not stored permanently.
• Usage Logs: Retained for up to 90 days for security and analytics purposes.

9. Your Rights and Choices

You have the following rights regarding your data:

• Access: Request a copy of your personal data.
• Correction: Update or correct inaccurate information.
• Deletion: Request deletion of your account and associated data.
• Export: Download your data in a portable format.
• Opt-Out: Unsubscribe from marketing communications.
• Restrict Processing: Limit how we use your data in certain circumstances.

To exercise these rights, contact us at hi@semaquote.com.

10. International Data Transfers

Your information may be transferred to and processed in countries other than your own. We ensure appropriate safeguards are in place, including Standard Contractual Clauses approved by relevant authorities, to protect your data during international transfers.

11. Children's Privacy

SemaQuote is designed for business professionals and is not intended for use by individuals under 18 years of age. We do not knowingly collect personal information from children. If we become aware that we have collected data from a child, we will take steps to delete it promptly.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy on this page and updating the "Last updated" date. We encourage you to review this policy periodically.

13. Contact Us

If you have questions about this Privacy Policy or our data practices, please contact us:

• Email: hi@semaquote.com
• Address: SemaQuote, Inc., 123 Business Way, Suite 100, San Francisco, CA 94105