Draft for review. This page is a starting point, not legal advice. Have a lawyer check it before RQuoting takes on clients.

Privacy Policy

Effective date: November 10, 2026

1. Who this covers

This policy explains how RQuoting handles information on rquoting.com and in HVAC Quotes at app.rquoting.com (the "Service"). It covers two groups: HVAC companies and their staff who use the Service, and those companies' customers, whose details are stored when a company builds a quote.

2. Information we collect

• Company and user details: company name, logo, address, website, and each user's name, email, phone and role.
• Company Data: price sheets, equipment, quotes, photos, files, notes and reports that a company adds.
• Customer details entered by a company: names, addresses, phone numbers, emails, home and equipment details, and signatures on quotes.
• Sign-in and security: passwords (stored only in scrambled, one-way form), passkeys, sign-in codes and session records.
• Activity: when quotes are sent, opened and signed; a history log of changes; and basic technical data such as IP address, browser and device type.
• Contact: what you send us at rquoting@gmail.com.

3. How we use it

• To run the Service: build, send, track and save quotes, collect e-signatures, and make PDFs.
• To keep accounts secure and prevent misuse.
• To support companies and improve the Service.
• To send account emails such as invites, sign-in codes and password links.

We don't sell personal information, and we don't use a company's customer list to market to those customers.

4. The company is in charge of its customers' data

Each HVAC company decides what customer information it puts in the Service and how it contacts its customers. We handle that information on the company's behalf. If you're a homeowner with a question about your quote or information, please contact the HVAC company that sent it. We'll help them answer.

5. Services that help us run it

We share information with these providers only as needed to run the features a company uses:

• Cloudflare: hosting, database and file storage.
• GoHighLevel: when a company connects its account, contacts, notes, tags, files and draft invoices go to that company's GoHighLevel.
• Google and Microsoft: when a user connects Gmail or Outlook, quotes are sent from that mailbox. We ask only for permission to send email, not to read it. RQuoting's use and transfer of information received from Google APIs follows the Google API Services User Data Policy, including the Limited Use requirements. We use Google data only to send the emails a user asks to send, we don't use it for ads, we don't sell it, and people don't read it unless the user asks for help, it's needed for security, or the law requires it.
• Anthropic (Claude AI): photos of equipment data plates and building plans that a user uploads are sent to Claude to be read.
• Text messages: texts to homeowners are sent by the HVAC company through its own GoHighLevel account and phone number, not by RQuoting.
• Resend: sending email when a company hasn't connected its own mailbox.

We may also share information if the law requires it or to protect people's safety or our rights.

6. How we protect it

• Each company's data is kept separate from other companies'.
• Signed quote PDFs are encrypted, and connections use HTTPS.
• Access inside a company follows the roles its owner sets.
• Data is stored in the United States.
• If we learn that a company's data was accessed without permission, we'll tell that company without undue delay so it can tell anyone affected.

7. Cookies

We use cookies only to keep you signed in and secure. We don't use advertising cookies.

8. How long we keep it

We keep a company's data while its account is open. After an account closes, the company can ask for an export within 30 days; after that we may delete it. Backups may hold copies for a short time longer.

9. Your choices

Users can update their details in the app. Companies can ask us to export or delete their data. Anyone can ask what information we hold about them, or ask us to correct or delete it, by emailing rquoting@gmail.com. Requests about a company's customer records are handled with that company.

10. Children

The Service is for businesses. We don't knowingly collect information from children under 13.

11. Changes

We may update this policy. We'll post the new version here and tell company owners by email about important changes.

12. Contact

RQuoting · Email: rquoting@gmail.com