QUOTECLERK AI · PRIVACY

Privacy notice

Effective: 9 November 2026 · Version 1.0

This notice explains which personal data quoteclerkai.com handles, why, with which service providers, and what rights you have.

1. Controller

Tokár Ádám, sole trader (QuoteClerk AI)
Registered address: 5700 Gyula, Szőlős utca 4/1, Hungary
Tax number: 92003747-1-24 · Registration number: 62232744
Email: adam@quoteclerkai.com · Phone: +36 30 241 1366

2. Enquiry and pilot forms

When you send the pilot or contact form, I receive the details you enter: company name, contact name, email address, an optional phone number, your monthly request volume, your business system if you name it, and your message. The form also carries the price list version shown on the site (for example AK-QC-A) and, if you arrived through a tagged link, its campaign tags (utm_source, utm_medium, utm_campaign, utm_content). I use them to reply to your request and to prepare a possible pilot or agreement. The legal basis is taking steps at your request before entering into a contract, and my legitimate interest in answering business enquiries (Article 6(1)(b) and (f) GDPR and UK GDPR).

The one list check form asks only for your company name, work email and company number, and carries the same price list version and campaign tags. It takes no file: the list itself is shared only by a secure route agreed by email. I use these details to check that the company is a UK or Irish limited company or a US registered company, and to reply. The legal basis is the same as above.

3. Chat assistant

When you write to the QuoteClerk AI assistant, your messages are sent to the AI server to generate an answer. The answer is produced with a language model from OpenAI. If you share an email address or phone number in the chat, the conversation is forwarded to me so I can reply. Please do not share passwords, payment card data or confidential documents in the chat. The conversation shown on the page is kept in the page memory and is cleared when you reload the page or press Start over.

4. Service providers

• Hetzner Online GmbH, Industriestr. 25, 91710 Gunzenhausen, Germany: hosting of the website, the form storage and the AI server.
• OpenAI: generating the chat answers from the messages you write. The QuoteClerk AI software reads, matches and prices your material lists and catalogue without OpenAI; text recognition on photos and scans runs inside the software. OpenAI is used for the answers of the website chat assistant. An optional review suggestion feature can send up to 20 line descriptions with matching catalogue entries to OpenAI, but only when you connect your own OpenAI account and confirm the transfer, so it is off unless you turn it on.
• Resend: delivering the email notification about a new enquiry to me.

OpenAI and Resend may process data in the United States. They do so under their own data processing terms.

5. Server logs

To operate and protect the website, the server records technical data such as the IP address, the time and the requested address. These logs are used only for operation and security.

5a. Visit statistics without cookies

To see which parts of the site are used, the page sends a few anonymous events to this website's own server: viewing the prices, clicking a plan button, sending the pilot, contact or one list check form, opening the chat and using the payback calculator. Each event records only the event name, the page address, the time, the price list version and any campaign tags from the link you arrived through. No cookie is set, no IP address, device identifier or browser fingerprint is stored with the event, and no third party receives it. The events are stored on the Hetzner servers in Germany. The legal basis is my legitimate interest in understanding which pages and offers are useful (Article 6(1)(f) GDPR and UK GDPR).

6. How long data is kept

Enquiries are kept as long as needed to answer them and to follow up the resulting cooperation, or until you ask me to delete them, unless the law requires longer retention.

7. Cookies

The website sets no cookies at all, neither for advertising nor for measurement. Details of what is kept in your browser's storage are in the cookie notice.

8. Your rights

You can ask for access to your data, correction, deletion, restriction of processing and data portability, and you can object to processing based on legitimate interest. Write to adam@quoteclerkai.com. You can also complain to a data protection authority, for example the Hungarian National Authority for Data Protection and Freedom of Information (NAIH), the UK Information Commissioner's Office or the Data Protection Commission in Ireland.