Legal

Privacy Policy

Last updated: 21 June 2026

This Privacy Policy explains how Quotem AI LTD ("Quotem", "we", "us", "our") collects, uses, and protects personal data when you visit quotem.ai or book a demo with us. It should be read alongside our Cookie Policy.

1. Who we are

Quotem AI LTD is the "controller" of the personal data described in this policy under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

  • Quotem AI LTD
    Network Eagle Lab, Portland Terrace, Southampton, SO14 7SJ, United Kingdom
    Contact: privacy@quotem.ai

2. What we collect and why

We deliberately collect as little personal data as possible. What we do collect falls into these categories:

Demo bookings

When you click "Book a demo" we open Google's appointment scheduling page in a window on our site. To confirm a booking, Google collects the name, email address, and time slot you provide, and shares that booking with us via our Google Calendar. We use that information solely to attend the meeting you've asked us to attend, and to follow up with you about it.

Legal basis: taking steps at your request prior to entering into a contract (UK GDPR Article 6(1)(b)), and our legitimate interest in responding to enquiries (Article 6(1)(f)).

Site analytics (only with your consent)

If you accept analytics cookies in our cookie banner, Google Analytics 4 collects aggregated, pseudonymous information about how you use the site (pages visited, approximate location derived from IP, device and browser type). IP addresses are anonymised. If you accept marketing cookies, the Meta Pixel and LinkedIn Insight Tag record visits to help us measure ad performance.

Legal basis: your consent (UK GDPR Article 6(1)(a) and PECR regulation 6). You can withdraw consent at any time via the cookie preferences in the footer.

Technical and security logs

Our hosting provider keeps short-lived server logs (IP address, request URL, timestamp, user-agent) for security, fraud prevention and basic site reliability. These logs are not used to build profiles of visitors.

Legal basis: our legitimate interest in keeping the site secure and available (Article 6(1)(f)).

Direct correspondence

If you email us, we receive the contents of that message and your email address. We use it to reply to you and keep a record of the exchange.

Legal basis: legitimate interest in responding to correspondence (Article 6(1)(f)).

3. What we do NOT do

We do not sell your personal data. We do not use the contents of demo meetings to train third-party AI models. We do not run targeted advertising against individuals based on the content of conversations with them.

4. Who we share data with

We rely on a small number of carefully chosen service providers ("processors" and "joint controllers" where applicable) to run the site and our business. Each only receives the data they need to do their job.

  • Google Ireland Ltd — Google Calendar (demo bookings) and, with your consent, Google Analytics 4 (site analytics) and Google Fonts (web font delivery).
  • Meta Platforms Ireland Ltd — Meta Pixel for advertising measurement, loaded only with your consent.
  • LinkedIn Ireland Unlimited Company — LinkedIn Insight Tag for advertising measurement, loaded only with your consent.
  • Hosting and infrastructure providers — used to serve the website and keep it secure. These providers process technical request data on our behalf.

We may also disclose personal data where we are required to do so by law, to protect our rights, or in connection with a corporate transaction (e.g. a sale or restructuring of the business), with appropriate safeguards.

5. International transfers

Some of our service providers are based outside the United Kingdom, principally in the European Economic Area and the United States. Where data is transferred outside the UK, we rely on appropriate safeguards such as the UK's adequacy regulations, the UK International Data Transfer Addendum, or EU Standard Contractual Clauses, as required by UK GDPR.

6. How long we keep data

  • Demo booking details — kept for as long as needed to hold and follow up on the meeting, then for up to 24 months in our records so we can recall the context of past conversations. You can ask us to delete them sooner.
  • Email correspondence — kept for up to 24 months after the last message, then deleted unless we need to keep it for legal or accounting reasons.
  • Analytics data — Google Analytics retains user-and-event-level data for 14 months by default; aggregated reports are kept indefinitely.
  • Server logs — short-lived, typically 30 days or less.

7. Your rights

Under UK GDPR you have the right to:

  • Access a copy of the personal data we hold about you.
  • Rectify inaccurate or incomplete data.
  • Erase your data ("right to be forgotten") where one of the conditions in Article 17 applies.
  • Restrict or object to certain processing, including processing based on legitimate interest.
  • Withdraw consent at any time, where processing is based on consent (e.g. analytics and marketing cookies).
  • Data portability for data you've provided to us, where processing is based on consent or contract and is carried out by automated means.
  • Lodge a complaint with the Information Commissioner's Office (ICO), the UK supervisory authority, at ico.org.uk or on 0303 123 1113. We'd appreciate the chance to address your concerns first.

To exercise any of these rights, email privacy@quotem.ai. We aim to respond within 30 days.

8. Security

We use industry-standard technical and organisational measures to protect personal data — including encryption in transit (HTTPS), access controls on the small number of systems that hold this data, and minimising the data we collect in the first place. No system is ever 100% secure, but we take this seriously and continually review our practices.

9. Children

Quotem is a business-to-business product and is not directed at children under 16. We do not knowingly collect personal data from children.

10. Changes to this policy

We may update this Privacy Policy from time to time. The "Last updated" date at the top reflects the most recent change. Material changes will be highlighted on the site.

11. Contact

For any privacy question, request, or complaint, email privacy@quotem.ai or write to: Quotem Ltd, Network Eagle Lab, Portland Terrace, Southampton, SO14 7SJ, United Kingdom.

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