Privacy Policy

AirQuote ("AirQuote," "we," "us," or "our") is a job management software product operated by AirQuote, based in Denver, Colorado, United States. This Privacy Policy explains what information we collect when you use our website, app, or related services (collectively, the "Service"), how we use it, who we share it with, and the rights you have.

We've written this in plain English wherever we can. Where defined legal terms are required (for example, "personal data," "controller," "processor"), we use them as defined in the Colorado Privacy Act ("CPA") and similar US state privacy laws.

1. Information we collect

We collect three categories of information.

Information you give us

When you create an account, use AirQuote, or contact us, you may give us:

• Account details: name, business name, email address, and password (passwords are hashed and we never see them in readable form).
• Profile and business details: phone number, default tax rate, business address, trade or service type, and any details you choose to add to your business profile.
• Customer and job details: information about your customers and jobs that you enter into AirQuote, such as customer names, addresses, phone numbers, email addresses, and the details of the work you are quoting, contracting, or invoicing. When you use AirQuote, you are the controller of this customer information; AirQuote acts as your processor for it.
• Financial inputs: line items, prices, expenses, payment records, and similar job-financial data you enter.
• Voice transcripts: when you use voice features (such as voice-to-expense or voice-to-note), the audio is processed by your browser's built-in speech recognition into a text transcript. AirQuote receives the transcript, not the audio. The transcript is sent to our AI parser and the structured result is shown to you for confirmation before it is saved.
• Communications: emails, support requests, beta-feedback submissions, and anything else you send us.

Information we collect automatically

• Usage and device data: browser type and version, operating system, IP address, referring page, pages viewed, features used, and approximate location derived from IP.
• Cookies and local storage: small pieces of information stored in your browser to keep you signed in, remember preferences, and measure how the Service is used. See the Cookies and tracking section.
• Diagnostic data: error logs, performance metrics, and similar technical signals.

Information we receive from third parties

• Payment information from Stripe: when you upgrade to a paid plan, Stripe processes your card and sends us a customer identifier, subscription status, billing email, the last four digits of your card, and similar non-sensitive billing metadata. AirQuote never sees or stores your full card number.
• Authentication metadata from Supabase: timestamps, session tokens, and event logs related to sign-in and account security.

Sensitive personal data

AirQuote does not request or knowingly collect sensitive personal data as defined under the Colorado Privacy Act, including racial or ethnic origin, religious beliefs, mental or physical health diagnoses, sex life or sexual orientation, citizenship or immigration status, genetic or biometric data, or precise geolocation. Do not put this kind of information into your AirQuote account or share it with us.

2. How we use information

We use information to:

• Provide, operate, and improve the Service, including generating quotes, contracts, invoices, and reports on your behalf.
• Process payments, manage subscriptions, and prevent fraud.
• Communicate with you about your account, send transactional emails such as quote and invoice notifications you trigger, respond to support requests, and send occasional product updates. You can opt out of non-essential emails at any time.
• Analyze usage so we can understand what's working, what's broken, and what to build next. Where possible, we work with aggregated or pseudonymized data.
• Comply with our legal obligations, enforce our Terms of Service, and protect the rights, safety, and property of AirQuote, our users, and the public.

We do not sell personal data, and we do not use personal data for targeted advertising or profiling that produces legal or similarly significant effects.

3. How we share information

We share information only with the following categories of recipients, and only as needed to run the Service.

Each of these services is bound by its own privacy commitments and, where applicable, a data processing agreement with AirQuote. They are processors acting on our instructions, not independent controllers of your data, and they are not permitted to use your information for their own marketing purposes.

We may also share information when required by law, in response to valid legal process, to protect rights or safety, or as part of a business transaction such as a merger or acquisition (in which case we will notify you in advance and update this policy).

4. How AI features handle your data

AirQuote uses Anthropic's Claude models to power several features, including AI quote generation, AI contract generation, voice-to-expense parsing, voice-to-note cleanup, job report generation, and price-check suggestions.

When you use one of these features, the relevant input (your job description, transcript, or prompt) is sent to Anthropic's API for processing. Anthropic does not use API inputs to train its models by default, and we do not opt in to training. Inputs and outputs are subject to Anthropic's own data handling policies, which you can review on Anthropic's website.

AI output is generated content. It can contain errors, omissions, or outdated information. You are responsible for reviewing every AI-generated quote, contract, or other deliverable before sending it to a customer or relying on it for any decision. AirQuote provides AI as a drafting tool, not as a substitute for your professional judgment.

AirQuote's AI features are productivity tools that draft content for you to review and edit. They are not high-risk decision systems and are not used to make consequential decisions about consumers within the meaning of the Colorado AI Act or similar statutes.

5. Your privacy rights, including Colorado rights

If you are a Colorado resident, the Colorado Privacy Act gives you the following rights with respect to personal data we process about you as a controller:

• Right to access: Confirm whether we process your personal data and obtain a copy.
• Right to correct: Ask us to correct inaccuracies in your personal data.
• Right to delete: Ask us to delete personal data we hold about you.
• Right to data portability: Request a copy of your personal data in a portable, machine-readable format.
• Right to opt out: Opt out of the processing of your personal data for purposes of (a) targeted advertising, (b) the sale of personal data, or (c) profiling in furtherance of decisions that produce legal or similarly significant effects. AirQuote does not engage in any of these activities, so this right is effectively pre-honored, but you have the right to confirm that with us.
• Right to appeal: If we deny your request, you have the right to appeal our decision. We will respond to appeals within 45 days. If we deny your appeal, we will provide you with information about how to contact the Colorado Attorney General.

Residents of other US states with similar privacy laws (including California, Virginia, Connecticut, Utah, and others) have substantially equivalent rights. We honor these rights for all US residents who request them, regardless of state of residence.

6. How to exercise your rights

To exercise any of the rights above, email privacy@airquote.co with the request and the email address associated with your AirQuote account. We will verify your identity before fulfilling sensitive requests, typically by sending a confirmation to your account email.

We respond to verified requests within 45 days of receipt and may extend by an additional 45 days where reasonably necessary, with notice to you. There is no charge for the first request in a 12-month period.

You may also use an authorized agent to submit a request on your behalf, in which case we will require reasonable proof that the agent has authority to act for you.

7. Cookies and tracking

We use cookies and similar technologies for three purposes:

• Essential cookies and local storage keep you signed in, remember your session, and make core features work. These cannot be disabled without breaking the Service.
• Functional cookies and local storage remember your preferences and settings.
• Analytics help us understand aggregate usage. Where used, we configure analytics tools to minimize personal data collection and respect Do Not Track and Global Privacy Control signals where technically feasible.

You can clear cookies and local storage in your browser at any time. Doing so will sign you out and reset preferences.

8. Data security

We use industry-standard security practices to protect your information, including encryption in transit, hashed passwords, principle-of-least-privilege access controls, and routine review of our processors' security posture. No system is perfectly secure, and we cannot guarantee absolute security. If we ever become aware of a breach affecting your data, we will notify you and applicable authorities as required by law.

9. Data retention

We retain personal data only as long as needed for the purposes described in this policy, or as required by law. Specifically:

• Account and job data: for the life of your account, plus a limited grace period after cancellation so you can export your work or reactivate.
• Billing records: retained as required by US tax and accounting laws (typically up to seven years).
• Support communications: typically retained for two years from the last interaction.
• Backups: routine encrypted backups are kept for a limited rolling window for disaster recovery.

If you delete your account, we will delete or anonymize your personal data within 30 days of cancellation, except for records we are legally required to retain.

10. Children's privacy

AirQuote is a business product and is not intended for anyone under 18. We do not knowingly collect personal data from children under 13, and the Service is not directed to children under 13. If you believe a child has provided us with personal data, please contact us so we can delete it.

11. Changes to this policy

We may update this policy from time to time. When we do, we will update the "Last updated" date at the top of this page. If the changes are material (for example, new categories of data collected, new categories of recipients, or changes to your rights), we will provide notice through the Service or by email before the changes take effect.

12. Contact us

For privacy questions or to exercise any of the rights described above:

• Email: privacy@airquote.co
• General contact: hello@airquote.co
• Mailing address: AirQuote, Denver, Colorado, United States