Privacy Policy
MVP draft. This document was prepared for VoiceQuote's early (MVP) release. It is provided for information only, is not legal advice, and will be reviewed by a qualified professional before VoiceQuote's public launch.
This Privacy Policy explains how FHB Tech Services Inc. ("FHB Tech Services," "we," "us," or "our"), a Canadian company, collects, uses, shares, and protects information in connection with the VoiceQuote mobile app, the VoiceQuote service, and the customer quote pages VoiceQuote creates (together, "VoiceQuote" or the "Service").
VoiceQuote is a business tool. The people who create accounts are business owners and their staff ("you"). You also enter information about your customers, and your customers may open quotes you send them. This policy covers both.
1. Information We Collect
Account information
When you sign up we collect your name, email address, and a password. Passwords are stored only in hashed form, and we cannot see them. We also store a label for each device you sign in on (for example, the device's model name) so your session can be managed.
Business profile
Your business name, and anything else you choose to add: contact name, business email, phone number, address, default currency, default tax name and rate, and a business logo image.
Customer information you enter
Details about your customers that you add to VoiceQuote: name, and optionally email address, phone number, address, and private notes.
Quotes
The quotes you create: line items, descriptions, quantities, units, prices, discounts, tax settings, notes, dates, quote numbers, totals, and status (for example, draft, sent, accepted, declined, or expired).
Voice recordings and transcripts
When you use Voice Quote, the app records audio from your microphone while you are recording, and we create a text transcript of it. See section 4 for exactly how recordings and transcripts are handled.
Quote activity and customer responses
We keep a history of each quote: when it was sent and how (for example, by email, shared link, or PDF), when a customer opened it, and whether they accepted or declined it. If a customer accepts, they may enter their name; if they decline, they may enter a reason. These are shown to you in the app.
Emails sent through VoiceQuote
When you email a quote, we process the recipient's email address, the optional message you write, and the quote contents (including a PDF copy). We also send account emails, such as password reset links, to your email address.
Usage information
To operate the Service, manage costs, and enforce fair-use limits, we count how many voice quotes you create, the total length of recordings, and the number of AI extraction requests, per month. These counts do not include the content of your recordings or quotes.
Technical information
Like most online services, our servers process technical information such as IP addresses, request times, browser or device type, and error details. We use it to keep the Service secure (for example, to rate-limit sign-in attempts), to prevent abuse, and to troubleshoot problems. When someone opens a customer quote page, our server may set a short-lived session cookie needed for the page's accept and decline forms to work securely.
Device permissions
- Microphone, used only while you are recording a voice quote.
- Photos, used only when you choose an image to use as your business logo.
You can change these permissions at any time in your device settings.
2. Information We Do Not Collect
- We do not show ads, and we do not use advertising or cross-app tracking SDKs.
- We do not currently use third-party analytics or crash-reporting services in the app.
- We do not access your location or your device contacts.
- We do not collect or process payment card or bank information.
- We do not sell personal information, and we do not share it for advertising.
If we add analytics or crash reporting in the future, we will update this policy first and will not send the contents of your recordings, transcripts, or quotes to those services.
3. How We Use Information
- To provide the Service: creating, storing, calculating, displaying, and sending your quotes.
- To turn your voice recordings into draft quotes that you review before saving.
- To create customer quote pages and PDFs, and to record customer responses.
- To send emails you ask us to send, and account emails such as password resets.
- To secure the Service, prevent fraud and abuse, and enforce usage limits.
- To troubleshoot problems and improve the reliability of the Service.
- To respond to your support requests and to comply with legal obligations.
We do not use your recordings, transcripts, customer information, or quotes to train AI models.
4. Voice Recordings, Speech-to-Text, and AI Processing
- Recording. The app records audio only after you tap to start and until you stop, for up to 2 minutes. The recording is saved temporarily on your device.
- Upload. The recording is sent to our server over an encrypted connection, and the app deletes it from your device once the upload has finished (or when you cancel).
- Speech-to-text. Our server sends the audio to OpenAI to create a transcript. We do not save the audio on our servers; it is held only in temporary storage while the request is processed, then discarded.
- AI extraction. The transcript, together with your default currency, is sent to OpenAI to suggest quote details such as line items, quantities, and prices you mentioned.
- Your review. The transcript and the suggested draft are returned to your app for you to review and edit. AI suggestions can be wrong. Nothing is saved as a quote until you save it, and only the quote you save is stored (we do not keep the transcript on our servers).
- Totals. AI output is treated as a suggestion only. Subtotals, taxes, discounts, and totals are always calculated by our server from the values you confirm.
You can also type a quote by hand and never use voice features. Please avoid saying sensitive personal information in recordings that is not needed for the quote.
5. Service Providers We Share Information With
We share information only with providers that help us run VoiceQuote, only as needed for them to perform their services, and under their terms and data-processing commitments:
| Provider | What it does | Information involved |
|---|---|---|
| OpenAI, L.L.C. (United States) | Speech-to-text and AI extraction of quote details | Voice recordings, transcripts, and your default currency |
| Resend (United States) | Email delivery | Recipient email addresses, email contents (including quote PDFs), and account emails such as password resets |
| Cloud hosting and database providers | Hosting the VoiceQuote servers and database | All Service data described in this policy |
Under OpenAI's API data-usage policies as of the date of this policy, data sent through its API is not used to train OpenAI's models by default and may be retained by OpenAI for a limited period (generally up to 30 days) to monitor for abuse. Resend keeps records of emails it sends under its own retention policy. We may also disclose information if required by law, to protect the rights and safety of our users or others, or as part of a merger, acquisition, or sale of assets (in which case this policy will continue to apply).
6. Customer Quote Links
When you send a quote, VoiceQuote creates a private web link so your customer can view, accept, or decline it and download a PDF without an account. The link contains a long random code that cannot practically be guessed, and we store only a protected form of it. However, anyone who has the link can view the quote, so only share it with the intended customer. Quote pages ask search engines not to index them.
7. Where Information Is Processed
FHB Tech Services Inc. is based in Canada. Our service providers, including OpenAI and Resend, process information in the United States and may process it in other countries. Information processed outside Canada is subject to the laws of those countries and may be accessible to their courts, law enforcement, and national security authorities.
8. Data Retention
| Information | How long we keep it |
|---|---|
| Account, business profile, customers, quotes, and quote activity | Until you delete them in the app or your account is permanently deleted |
| Deactivated accounts (after Delete Account in the app) | Kept so you can restore the account by signing in, until you ask us to permanently delete it (see section 9) |
| Voice recordings | Not stored on our servers. Deleted from your device after upload. OpenAI may retain them briefly as described in section 5. |
| Transcripts | Not stored on our servers after the draft is returned to your app |
| Monthly usage counts | For as long as your account exists |
| Server logs and security records | For a limited period needed for security and troubleshooting, then deleted |
| Quote page session cookies | Expire after about two hours of inactivity |
After deletion, residual copies may remain in backups for a limited period until they are overwritten. We may keep information longer where the law requires it.
9. Account and Data Deletion
You can delete individual quotes, customers (once they have no quotes), and your business logo at any time in the app.
Delete Account in the app. In Settings, tap Delete Account and confirm with your password. This immediately deactivates your account: you are signed out on all devices, and links to quotes you have sent stop working. Your business profile, customers, quotes, and quote history are kept so that you can restore your account by signing in again with the same email and password.
Permanent deletion. To have your account and all associated data permanently and irreversibly erased, email support@fhbtechservices.com from the email address on your account. We will verify the request and complete it within 30 days. See Support for step-by-step instructions.
10. Security
We use reasonable safeguards appropriate to the sensitivity of the information, including encrypted connections (HTTPS) in production, hashed passwords, secure on-device storage for sign-in tokens, protected quote-link codes, access controls so each business can only access its own data, rate limiting, and keeping service API keys only on our servers (never in the app). No method of transmission or storage is completely secure, so we cannot guarantee absolute security. If you believe your account has been compromised, contact us right away.
11. Your Responsibilities for Customer Information
You decide what customer information to put into VoiceQuote and whom to send quotes to. You are responsible for having a lawful basis (for example, your customer's consent or an existing business relationship) to collect that information, store it in VoiceQuote, and email quotes to your customers, as required by the privacy and anti-spam laws that apply to you, such as Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and Canada's Anti-Spam Legislation (CASL). We process your customers' information on your behalf to provide the Service. If one of your customers contacts us about their information, we may refer them to you.
12. Your Rights
Subject to applicable law, you can ask to access the personal information we hold about you, ask us to correct it, withdraw your consent (which may mean we can no longer provide the Service), or ask us to delete it. Most of your information can be viewed and edited directly in the app. To make a request, email support@fhbtechservices.com. If you are in Canada and are not satisfied with our response, you may contact the Office of the Privacy Commissioner of Canada.
13. Children's Privacy
VoiceQuote is a tool for businesses and is not intended for anyone under 18. We do not knowingly collect personal information from children. If you believe a child has provided us with information, contact us and we will delete it.
14. Changes to This Policy
We may update this policy as VoiceQuote changes. We will post the updated policy on this page and update the "Last updated" date. If we make material changes, we will take reasonable steps to let you know, for example by email or in the app.
15. Contact Us
Questions or requests about privacy can be sent to our privacy contact at support@fhbtechservices.com.
FHB Tech Services Inc.
Canada