Privacy Policy

In this policy, we lay out: what data we collect and why; how your data is handled; and your rights with respect to your data. This policy applies to all products built and maintained by Quota Inc.

This policy applies to our handling of information about site visitors, prospective customers, and customers and authorized users. We refer collectively to these categories of individuals as “you” throughout this policy.

However, this policy does not cover information about a customer’s end users that Quota Inc receives from a customer, or otherwise processes on a customer’s behalf, in connection with the services provided by Quota to the customer pursuant to an applicable services agreement (including the content of messages of customer end users (“End User Communications”)).

Quota Inc processes End User Communications under the instructions of the relevant customer, which is the “data controller” or “business” (or occupies a similar role as defined in applicable privacy laws), as described in the applicable services agreement between such customer and Quota Inc. Quota Inc’s obligations as a “data processor” or “service provider” with respect to such information are defined in such services agreement and applicable data protection addendum and are not made part of this policy.

If you are a customer’s end user and you have questions about how your information is collected and processed through the services, please contact the organization who has provided your information to us for more information.

What we collect and why

Our guiding principle is to collect only what we need. Here’s what that means in practice:

Identity and access

When you sign up for a Quota Inc product, we ask for identifying information such as your name, email address, and company name. That’s so you can personalize your new account, and we can send you important product updates and other essential account information. We may also send you optional surveys from time to time to help us understand how you use our products and to make improvements. We may also give you the option to add a profile picture that displays in our products.

We’ll never sell your personal information to third parties, and we won’t use your name or company in marketing statements without your permission either.

Billing information

If you sign up for a paid Quota Inc product, you will be asked to provide your payment information and billing address. Credit card information is submitted directly to our payment processor and doesn’t hit our servers. We may store a record of the payment transaction, including the last 4 digits of the credit card number, for purposes of account history, invoicing, and billing support. We may store your billing address so we can charge you for a service, calculate any sales tax due, send you invoices, and detect fraudulent credit card transactions. We may occasionally use aggregate billing information to guide our marketing or business planning efforts.

Product interactions

We store on our servers the data that you upload, connect to, receive or maintain in your Quota product accounts. This is so you can use our products as intended, for example, to analyze a business's accounts, identify industry benchmarks or create a budget for a specific business user. We keep this data as long as your account is active. If you delete your account, we’ll delete any identifiable data within 60 days.

General Geolocation data

We may log the full IP address used to sign up a product account and retain that for use in mitigating false or fraudulent account creation. We may also log all account access by full IP address for security and fraud prevention purposes, and we may keep this login data for as long as your product account is active. We may request country, regional, postal-code or ZIP code information to better provide relevant benchmarking or market data.

Website interactions

We collect information about your general browsing and Service activity for analytics and statistical purposes such as conversion rate testing and experimenting with new product designs. This includes, for example, your browser and operating system versions, your IP address, which web pages you visited and how long they took to load, and which website referred you to us. If you have an account and are signed in, these web analytics data are tied to your IP address and user account until your account is no longer active.

Anti-bot assessments

We may use CAPTCHA across our applications to mitigate brute force logins and as a means of spam protection when required. The CAPTCHA service then provides Quota Inc with the spam score results; we do not have access to the evaluated information.

Advertising and Cookies

Quota Inc may occasionally run ads on various third-party platforms such as Google. Users who click on one of our ads will be sent to a marketing site. Where permissible under law, we may load an ad-company script on their browsers that sets a third-party cookie and sends information to the ad network to enable evaluation of the effectiveness of our ads, e.g., which ad they clicked and which keyword triggered the ad, and whether they performed certain actions such as clicking a button or submitting a form.

We may also use persistent first-party cookies and some third-party cookies to store certain preferences, make it easier for you to use our applications, and perform A/B testing as well as support some analytics.

A cookie is a piece of text stored by your browser. It may help remember login information and site preferences. It might also collect information such as your browser type, operating system, web pages visited, duration of visit, content viewed, and other click-stream data. You can adjust cookie retention settings and accept or block individual cookies in your browser settings, although our apps may won’t work and other aspects of our service may not function properly if you turn cookies off.

Voluntary correspondence

When you email Quota Inc with a question or to ask for help, we keep that correspondence, including your email address, so that we have a history of past correspondence to reference if you reach out in the future.

We also store information you may volunteer, for example, written responses to surveys. If you agree to a customer interview or video-based support call , we may ask for your permission to record the conversation for future reference, use or training. We will only do so with your express consent.

When we access or disclose your information

To provide products or services you’ve requested. We use some third-party sub processors to help run our applications and provide the Services to you. We also use third-party processors for other business functions such as, managing emails, sending customer surveys, and providing our company website. We may disclose your information at your direction if you integrate a third-party service into your use of our products. For example, we allow you, at your option, to connect a Cloud Accountancy application, such as Xero, Xero Practice Manager or an Intuit Quickbooks account to your Quota account so that you can use Quota to analyze business data. Data that you then view from your Quota account will be stored by both Quota and your Cloud Accountancy application and will be available to you from your Quota account as well as your Cloud Accountancy application. Quota does not ‘write’ data into your connected Cloud Accountancy application, and will maintain ‘read-only’ permissions, therefore the connection Quota maintains with any Cloud Accountancy application is one-way and non-destructive. You can revoke these permissions and connections at any time.

No Quota Inc human has access to or can view your data except for limited purposes with your express permission - for example, if an error occurs that stops an automated process from working and requires manual intervention to fix. These are rare cases, and when they happen, we look for root cause solutions as much as possible to avoid them recurring. We may also access your data if required in order to respond to a legal process.

To exclude you from seeing our ads. Where permissible by law and if you have a Quota account, we may disclose a one-way hash of your email address with ad companies to exclude you from seeing our ads.

To help you troubleshoot or squash a software bug, with your permission. If at any point we need to access your data to help you with a support case, we will ask for your consent before proceeding.

To investigate, prevent, or take action regarding restricted uses. Accessing a customer’s account when investigating potential abuse is a measure of last resort. We want to protect the privacy and safety of both our customers and the people reporting issues to us, and we do our best to balance those responsibilities throughout the process. If we discover you are using our products for a restricted purpose, we will take action as necessary, including notifying appropriate authorities where warranted.

Aggregated and de-identified data. We may aggregate and/or de-identify information collected through the services. We may use de-identified or aggregated data for any purpose, including marketing or analytics.

When required under applicable law. Quota Inc is a Canadian company with its main data infrastructure located in Canada.

Requests for user data. Our policy is to not respond to government requests for user data unless we are compelled by legal process or in limited circumstances in the event of an emergency request. However, if law enforcement authorities have the necessary warrant, criminal subpoena, or court order requiring us to disclose data, we must comply. Likewise, we will only respond to requests from government authorities outside of Canada if compelled by the Canadian government through procedures outlined in a mutual legal assistance treaty or agreement. It is Quota Inc’s policy to notify affected users before we disclose data unless we are legally prohibited from doing so, and except in some emergency cases.

Preservation requests. Similarly, Quota Inc’s policy is to comply with requests to preserve data only if compelled by the Canadian government. We do not disclose preserved data unless required by law or compelled by a court order that we choose not to appeal. Furthermore, unless we receive a proper warrant, court order, or subpoena before the required preservation period expires, we will destroy any preserved copies of identifiable customer data at the end of the preservation period.

If we are audited by a tax authority, we may be required to disclose billing-related information. If that happens, we will disclose only the minimum needed, such as billing addresses and tax exemption information.

Finally, if Quota Inc is acquired by or merges with another company, we’ll notify you well before any of your personal information is transferred or becomes subject to a different privacy policy.

Your rights with respect to your information

At Quota Inc, we strive to apply the same data rights to all customers, regardless of their location. Some of these rights include:

Right to Know. You have the right to know what personal information is collected, used, shared or sold. We outline both the categories and specific bits of data we collect, as well as how they are used, in this privacy policy.

Right of Access. This includes your right to access the personal information we gather about you, and your right to obtain information about the sharing, storage, security and processing of that information.

Right to Correction. You have the right to request correction of your personal information.

Right to Erasure / “To Be Forgotten”. This is your right to request, subject to certain limitations under applicable law, that your personal information be erased from our possession and, by extension, from all of our service providers. Fulfillment of some data deletion requests may prevent you from using Quota Inc’s services because our applications may then no longer work. In such cases, a data deletion request may result in closing your account.

Right to Complain. You have the right to make a complaint regarding our handling of your personal information with the appropriate supervisory authority.

Right to Restrict Processing. This is your right to request restriction of how and why your personal information is used or processed, including opting out of sale of your personal information.

Right to Object. You have the right, in certain situations, to object to how or why your personal information is processed.

Right to Portability. You have the right to receive the personal information we have about you and the right to transmit it to another party.

Right to not Be Subject to Automated Decision-Making. You have the right to object to and prevent any decision that could have a legal or similarly significant effect on you from being made solely based on automated processes. This right is limited if the decision is necessary for performance of any contract between you and us, is allowed by applicable law, or is based on your explicit consent.

Right to Non-Discrimination. We do not and will not charge you a different amount to use our products, offer you different discounts, or give you a lower level of customer service because you have exercised your data privacy rights. However, the exercise of certain rights may, by virtue of your exercising those rights, prevent you from using our Services.

Many of these rights can be exercised by signing in and updating your account information. Please note that certain information may be exempt from such requests under applicable law. For example, we need to retain certain information in order to provide our services to you.

In some cases, we also need to take reasonable steps to verify your identity before providing access to a Service or feature, or responding to a request, which may include, at a minimum, depending on the sensitivity of the information you are requesting and the type of request you are making, verifying your name and email address. If we are unable to verify you, we may be unable to respond to your requests or provide you access to a Service or feature. If you have questions about exercising these rights or need assistance, please contact us at privacy@getquota.co or at Quota Inc, #2100, 144 4th Avenue S.W, Calgary, AB, T2P 3N4.

If an authorized agent is corresponding on your behalf, we will need written consent with a signature from the account holder before proceeding.

Depending on applicable law, you may have the right to appeal our decision to deny your request, if applicable. We will provide information about how to exercise that right in our response denying the request. You also have the right to lodge a complaint with a supervisory authority. If you are in the US, EU or UK, you can contact your data protection authority to learn more about local privacy laws.

How we secure your data

All data is encrypted via SSL/TLS when transmitted from our servers to your browser. The database backups are also encrypted. In addition, we go to great lengths to secure your data at rest. Data that we access via Cloud Accountancy applications is encrypted and subject to two-factor authentication at the point of secure integration.

What happens when you delete content in your product accounts

If you choose to cancel your account, your content will become immediately inaccessible and all identifiable data should be purged from our systems in full within 60 days. This applies both for cases when an account owner directly cancels and for auto-canceled accounts.

Data retention

We keep your information for the time necessary for the purposes for which it is processed. The length of time for which we retain information depends on the purposes for which we collected and use it and your choices, after which time we may delete and/or aggregate it. We may also retain and use this information as necessary to comply with our legal obligations, resolve disputes, and enforce our agreements. Through this policy, we have provided specific retention periods for certain types of information.

Location of site and data

Our products and other web properties are primarily housed in Canada but may be housed in the United States. If you are located in the European Union, UK, or elsewhere, please be aware that any information you provide to us will be transferred to and stored in Canada or the United States. By using our websites or Services and/or providing us with your personal information, you consent to this transfer.

When transferring personal data from the EU

The European Data Protection Board (EDPB) has issued guidance that personal data transferred out of the EU must be treated with the same level of protection that is granted under EU privacy law. UK law provides similar safeguards for UK user data that is transferred out of the UK. Accordingly, Quota Inc has broadly adopted the Canadian Personal Information and Electronic Documents Act (PIPEDA) policies to help ensure this protection, which has near-parity with both the UK and EU privacy laws.

Changes and questions

We may update this policy as needed to comply with relevant regulations and reflect any new practices. If you have any questions, comments, or concerns about this privacy policy, your data, or your rights with respect to your information? Please get in touch by emailing us at privacy@getquota.co