Privacy policy

Who we are

Quotem AI Ltd, registered in England and Wales, company number 17414772. Registered office: Network Eagle Lab, Portland Terrace, Southampton, England, SO14 7SJ. You can reach us at privacy@quotem.ai.

Two different roles

When a company uses Quotem to capture its own experts, that company decides how each recording is used and is the data controller for it. Quotem provides the technology and acts as a processor on their behalf. When someone holds a Quotem account, Quotem is the controller for their account data.

What we handle

For contributors: the recording itself, the transcript made from it, the content generated from it, their name and job title if supplied, the fact and time of their consent, and a one-way hash of their network address. The network address is never stored in full.

For account holders: name, email address, the content their team creates, and how they use the app: the pages they open and a few actions, counted against their account id and team id (never their name or email) with PostHog, in the European Union. PostHog also receives the browser details and network address that any website receives.

If the team a contributor spoke to connects a social media account, Quotem can post the content that team approved to it for them, through our sub-processor Zernio. Only content the team approved is posted, and the record of who approved it is kept as described below.

Why

For contributors, the lawful basis is the consent they give before recording, and the legitimate interests of the company that invited them. For account holders, the basis is performance of the contract, and for counting how the app is used, our legitimate interest in improving it. You can object to that by writing to privacy@quotem.ai.

How long

Recordings and the content made from them are kept for as long as the customer's account is active. A contributor can ask for their own recording to be removed, and when that is done their recordings, video clips, photographs, graphics and the written record of what they said are destroyed. Our off-platform backup copies are deleted when their 14-day protection ends, and copies inside our database exports within thirty days.

Consent records and approval records are kept after that, without the person's name, because they are the evidence that permission existed and that a named person approved what went out. There is no automatic deletion of those records today; we will set how long they are kept with legal advice and publish it here.

Product analytics about account holders (the pages they open and a few actions) are kept by PostHog for one year.

If you connect a social media account, we keep the connection so Quotem can post for you, until you disconnect it.

Where

Data is stored in the United Kingdom, in Supabase's London region. Each recording is also processed, for that job only, by named providers, some of them in the United States, and our off-platform backups are held in the European Union. See the subprocessors page for who does what, and where.

Your rights

You have the rights of access, correction, erasure, restriction, objection and portability, and you can withdraw consent at any time. If you are a contributor, the company that invited you is the controller, and Quotem will help you reach them. If you ask to stop through the link you were invited with, we stop using everything from your recording straight away, and only you can start it again, by writing to privacy@quotem.ai.

If you ask to be erased, we delete your recordings, video clips, photographs and the written record of what you said, and remove your name and contact details from what we keep. We keep a record that a consent was given, when, and to what wording, without your name. That record is what proves nobody published your words without permission, so removing it entirely would leave you less protected, not more.

Complaints

If you are unhappy with how your data has been handled, see making a complaint.