Privacy Policy

FreeQuoteGen (“we”, “us”, or “our”) provides a free online tool that lets South African businesses create, preview, and download professional quotations. This policy explains what personal information we collect, why we collect it, and the choices you have.

We are committed to processing personal information in line with the Protection of Personal Information Act, 2013 (POPIA). If you are located outside South Africa, note that your information will be processed in accordance with this policy and South African law.

You can create and preview a quote without an account. We only ask you to register when you want to save a quote or download it as a PDF.

2.1 Account information

When you register, we collect your name and email address. If you sign up with an email and password, we store a securely hashed version of your password (never the password itself). If you sign in with Google, we receive your name, email address, and profile picture from Google, and we store authentication tokens needed to keep you signed in.

2.2 Quotation content

When you save a quote, we store the information you enter into it, which may include:

• Your business details (name, address, contact details, logo, banking or tax details you choose to add)
• Your client’s details (name, address, email, phone number)
• Line items, descriptions, quantities, pricing, VAT settings, notes, and terms
• Quote metadata such as quote number, status, and validity date

Information about your clients: when you add a client’s personal information to a quote, you are the responsible party for that information. You are responsible for having a lawful basis to provide it to us and for informing your clients how their information is used. We process it only to provide the service to you.

2.3 Technical and usage data

Like most websites, we automatically receive standard log data such as your IP address, browser type, device information, pages visited, and referring pages. We use Google Analytics to understand how the service is used (see Cookies and analytics).

• To create your account and authenticate you
• To generate, save, edit, duplicate, and produce PDF versions of your quotes
• To operate, maintain, secure, and improve the service
• To respond to your support requests
• To detect and prevent fraud, abuse, and technical issues
• To comply with legal obligations

We do not sell your personal information, and we do not use the contents of your quotes for advertising.

Depending on the circumstances, we rely on one or more of the following:

• Performance of a contract — to provide the service you have asked for (for example, saving and generating your quotes).
• Consent — for optional analytics cookies, which you can decline.
• Legitimate interests — to keep the service secure and to improve it, balanced against your rights.
• Legal obligation — where the law requires us to retain or disclose information.

We share personal information only with service providers (operators) who help us run FreeQuoteGen, under agreements that require them to protect your data and use it only on our instructions:

• Hosting and infrastructure — our application and PDF generation are hosted on Vercel.
• Database — account and quote data is stored in a managed PostgreSQL database (Neon).
• Authentication — Google, if you choose to sign in with Google.
• Analytics — Google Analytics.

We may also disclose information if required by law, to enforce our terms, or to protect the rights, property, or safety of our users or the public. If FreeQuoteGen is involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction.

Some of our service providers store or process data on servers located outside South Africa. Where personal information is transferred across borders, we take reasonable steps to ensure it receives a level of protection consistent with POPIA, including contractual safeguards with those providers.

We use two categories of cookies and similar technologies:

• Essential cookies — needed to keep you signed in and to keep the service secure. These cannot be switched off.
• Analytics cookies — set by Google Analytics to give us aggregate statistics about usage. These are optional.

You can block or delete cookies through your browser settings, and you can opt out of Google Analytics using the Google Analytics opt-out browser add-on. Blocking essential cookies may stop parts of the service from working.

• Account information is kept for as long as your account is active.
• Quotes are kept until you delete them or delete your account.
• After you delete your account, we remove or anonymise your personal information within a reasonable period, except where we must retain certain records to meet legal, accounting, or security obligations.
• Aggregate, non-identifying analytics data may be retained indefinitely.

We use technical and organisational measures to protect your information, including encryption in transit (HTTPS), hashed passwords, access controls, and hosting with reputable providers. No method of transmission or storage is completely secure, so we cannot guarantee absolute security. If we become aware of a security breach affecting your personal information, we will notify you and the Information Regulator as required by POPIA.

Subject to applicable law, you have the right to:

• Access the personal information we hold about you
• Request correction of inaccurate or incomplete information
• Request deletion of your information
• Object to or restrict certain processing
• Withdraw consent where processing is based on consent
• Lodge a complaint with the Information Regulator (South Africa)

You can update your name and email from your account, and delete individual quotes or your entire account from the dashboard. To exercise any other right, contact us using the details below. We may need to verify your identity before acting on a request.

FreeQuoteGen is a business tool and is not directed at children. We do not knowingly collect personal information from anyone under 18. If you believe a child has provided us with personal information, please contact us and we will delete it.

We may update this policy from time to time. When we make material changes, we will update the “Last updated” date above and, where appropriate, notify you by email or through the service. Your continued use of FreeQuoteGen after a change takes effect means you accept the revised policy.

If you have questions about this policy or how we handle your personal information, contact us at info@freequotegen.co.za.