Privacy policy

Who we are

Quotem AI Limited, a company registered in England and Wales, Southampton. You can reach us at privacy@quotem.ai. To confirm before launch: company number and registered address to be confirmed.

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, and the content their team creates.

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.

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 the recording, its video clips and the written record of what they said are destroyed: our off-platform backup copy within a day, 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. To confirm before launch: how long consent and approval evidence should be kept, and whether a customer should be able to delete their own account's recordings from the app.

Where

Data is stored in the United Kingdom, in Supabase's London region. Some processors operate outside the UK; see the subprocessors page.

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, contact the company that invited you first, because that company is the controller. Quotem will help you reach them.

If you ask to be erased, we remove your name and contact details and disconnect your recording from you. We keep a record that a consent was given, when, and to what wording, without identifying you. 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.