Privacy

QuotLoop is an early-stage product currently running as a pilot. It is operated by an individual rather than a registered company; a company name will replace this once registration completes, and this notice will be updated to name it.

This website

This site ships no analytics, no tracking pixels and no advertising. It sets no cookies and stores nothing in your browser. There is no account to create and no form on the site that sends anything to us.

Two third parties are nonetheless involved in showing you this page:

Amazon Web Services

The site is static files served from AWS S3 and CloudFront. AWS necessarily processes your IP address and request in order to deliver the page. We have not enabled CloudFront access logging, so we do not receive or keep those records.

WhatsApp (Meta)

The chat buttons are ordinary links. Nothing is shared with Meta unless you tap one and send a message, at which point WhatsApp's own terms and privacy policy govern that conversation.

Typefaces are served from this domain rather than a font CDN, so loading this page sends no request to Google or anyone else beyond the two above.

If you message us on WhatsApp or by email, we keep that correspondence so we can reply and follow up. Nothing more.

The product

Once you join the pilot and connect a mailbox, QuotLoop reads the messages arriving in that mailbox in order to do the job it exists for: recognise the quotes you send, extract the details that identify them, schedule the follow-ups, match replies back to the quote they answer, and record what happened.

What it processes

• The content of messages in the mailbox you nominate, including attachments such as quote documents.
• Structured fields extracted from them — customer, quote number, value, currency, the date sent and the date it expires.
• Replies matched to a quote, and how each reply was classified.
• The follow-up schedule for each quote, and which touches were prepared or cancelled.
• Which actions were taken, when, and who approved them.

What it does not do

• It has never delivered a message to a customer. Follow-ups are composed in full, but sending is off by default and enabling it is a deliberate per-tenant switch.
• It does not read mailboxes you have not connected.
• Your data is not used to train any model, ours or anyone else's.
• Nothing is sold, rented or shared with advertisers.

Where the AI runs

The model that reads your mail is self-hosted. Message content is not sent to a third-party AI provider — not OpenAI, not Anthropic, not Google. This is the main reason the product is built the way it is, and it is the answer to the question most people ask first.

The model's role is deliberately narrow: it turns an unstructured message into structured fields and a confidence score — what a quote says, and what kind of reply came back. It does not decide what happens next. Deterministic rules you control do that, and the set of actions available to them is small, predefined and closed.

Who else touches the data

Infrastructure is provided by Amazon Web Services, which hosts the service and stores data on our behalf. AWS acts as a processor and does not use the data for its own purposes. No other sub-processor has access to the content of your mail. If that ever changes, this notice will be updated before the change takes effect, and pilot users will be told directly.

Roles and legal basis

Where data-protection law such as the UK/EU GDPR applies, you are the controller of the mail in your mailbox and we act as your processor: we handle it on your instructions, for the purposes you set, and for no purpose of our own. For our own limited use of your business contact details — replying to you, running the pilot — we are the controller, and our lawful basis is legitimate interests in operating and supporting the service.

During the pilot the arrangement is deliberately informal. If you need a signed data processing agreement before connecting a mailbox, ask and we will put one in place.

Where data is held, and for how long

Data is hosted off-premises, isolated per tenant in software, and encrypted at rest and in transit. Processed mail and its audit trail are retained for as long as your pilot is running, so that the record stays answerable. On request, or within 30 days of the pilot ending, both are deleted.

Ask us to delete your data at any point and we will do it, without needing a reason.

Your rights

Depending on where you are, you may have the right to access the data we hold about you, correct it, delete it, restrict or object to its processing, or receive it in a portable form. Exercising any of these costs nothing, and there is no process to navigate — send a message and we will act on it.

If you are in the UK or EU and think we have handled your data badly, you can complain to your national data protection authority. We would rather you told us first, but that route is yours regardless.

Changes

If this notice changes materially, pilot users will be told directly rather than left to notice a new date at the top of the page.

Contact

Privacy questions, deletion requests, or anything else about this notice: hello@quotloop.com, or WhatsApp on +971585109454.