Privacy Policy

Qotery is provided by Tacet Ltd, a company registered in England and Wales (company number 14504998) with its registered office at Unit 2 Beverley Court, Elmtree Road, Teddington, Middlesex, TW11 8ST, United Kingdom. We are registered with the UK Information Commissioner’s Office under registration number ZB911388. You can contact us about privacy at privacy@qotery.com.

This policy explains how we handle personal data when you visit qotery.com, join our waitlist, sign up, use the Qotery web application, the Qotery add-in for Microsoft Outlook or a Qotery forwarding address, or contact us. For this information we are the controller.

Our customers also use Qotery to process emails that contain other people’s personal data. For that content we act as a processor on our customer’s behalf, as described in Emails we process for our customers.

• Account and profile: your name, work email address, franchise or company name and role, sign-in identifiers (including your Microsoft account identifier if you sign in with Microsoft), and records of when you accepted our terms.
• Billing: company name, billing address, VAT number, billing contact, and subscription and invoice history. Card details are collected and held by Stripe; we never see full card numbers.
• Usage and device: IP address, browser and device information, the pages and features you use, timestamps, error logs, and counts of emails processed for billing.
• Communications: messages you send us and our support records.
• Waitlist: your name, email address and company if you join our waitlist.
• Outlook add-in: the sign-in token described in The Outlook add-in.

Our customers send emails and related content to Qotery to be read and priced: emails forwarded to their Qotery address, pasted into the web application or opened with the Outlook add-in. These can contain personal data about their customers, suppliers and contacts, such as names, email addresses, phone numbers, postal addresses, company details and shipment details.

We process this content only on our customer’s instructions, under our Data Processing Addendum. The customer is the controller and decides why it is processed. If your personal data was in an email a Qotery customer processed, please contact that business; we will help them respond to you.

When you choose Quote this in Outlook, the add-in reads the open email’s subject, body, sender and recipients and, where Outlook provides them, its internet headers and conversation identifier. It sends them over an encrypted connection to Qotery, where they are processed as described above, including by our AI provider. Each email read this way can count towards your plan’s email allowance.

Insert quote adds a quote you prepared in Qotery to the email you are writing. The add-in stores your Qotery sign-in token in your mailbox’s add-in settings, and may tag emails it has read with an existing “Qotery” category. It only reads the email you use it on. Signing out of the add-in deletes the token.

Where we rely on legitimate interests, we have weighed them against your rights and expectations. You can object at any time; see Your rights.

Qotery uses OpenAI’s API to classify emails, extract shipment details and draft replies, so the content of emails you forward, paste or open with the add-in is sent to OpenAI for that purpose. Under OpenAI’s API terms, this content is not used to train OpenAI’s models. OpenAI may keep API data for a limited period (currently up to 30 days) to monitor for abuse, and then deletes it.

Qotery never sends emails itself: people review its drafts before sending anything. We do not make decisions that have legal or similarly significant effects on anyone based solely on automated processing.

• Service providers that process data for us under contract: Hetzner Online GmbH, PlanetScale, Inc., OpenAI OpCo, LLC, Clerk, Inc., Stripe Payments UK Ltd and Stripe Payments Europe, Limited, Postmark (ActiveCampaign, LLC). Details are on our sub-processors page.
• Professional advisers, such as lawyers, accountants and insurers, under duties of confidentiality.
• Authorities, where the law requires it or to protect our rights or others’ safety.
• A buyer or successor, if all or part of our business is sold or reorganised, under confidentiality obligations.
• Others at your direction or with your consent.

We do not sell personal data or share it for advertising.

Our application and database are hosted in Germany (EU). Some of our providers are in the United States, as listed on our sub-processors page. When personal data is transferred outside the UK, we rely on UK adequacy regulations (for the EEA, and for US organisations certified under the UK Extension to the EU-US Data Privacy Framework) or on the UK International Data Transfer Addendum to the EU Standard Contractual Clauses.

We use measures appropriate to the risk, including:

• encryption in transit (HTTPS) for the website, application and add-in, and to our providers;
• encryption at rest by our database provider;
• access to production systems limited to authorised personnel;
• sign-in and add-in tokens stored only as cryptographic hashes;
• card details handled by Stripe, never by us; and
• each franchise’s data kept separate within the application.

No system is completely secure. If a personal data breach affects you, we will tell you and the Information Commissioner’s Office where the law requires.

Under UK data protection law you can ask for access to your personal data, and ask us to correct, erase or restrict it, to transfer it, or to stop processing it, including for direct marketing. Where we rely on consent, you can withdraw it at any time.

Email privacy@qotery.com. We will reply within one month and may ask you to confirm your identity. For personal data in emails processed for a Qotery customer, contact that business first; we will help it respond.

You can complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113. We would appreciate the chance to resolve your concern first.

We do not use analytics or advertising cookies. If that changes, we will update this policy and ask for your consent where required.

Qotery is a business service and is not intended for anyone under 18.

We will post any changes here and update the date at the top of this page. We will tell account administrators about material changes.

Tacet Ltd, Unit 2 Beverley Court, Elmtree Road, Teddington, Middlesex, TW11 8ST, United Kingdom. Email privacy@qotery.com.