Privacy Policy

1. Who we are

Quota AI is operated by Quota Talent Ltd, a company registered in England and Wales, with its registered office at 20 Wenlock Road, London, N1 7GU, United Kingdom. Any reference to "Quota AI", "we", "us" or "our" in this policy means Quota Talent Ltd.

If you have a question about this policy or how we handle personal data, contact us at privacy@quotaai.io.

2. Information we collect

Account and user data

• Your name and email address.
• Information about your organisation, such as its name and recruiting focus, provided during onboarding.
• Preferences you set within Quota AI (for example, outreach tone or default search settings).
• Invoicing and business profile information you enter if you use Quota AI's client invoicing feature (for example, your agency's legal name, address and payment terms).

Candidate and prospect data

• Name, role or job title, company, location, and LinkedIn or other profile URLs.
• Experience, skills, and any notes you or your team add.
• Scores, recommendations and other assessments Quota AI generates about a candidate.
• Salary or placement-related information you enter or that Quota AI surfaces.
• Where you use Quota AI's contact enrichment feature, email addresses and phone numbers returned by our enrichment provider, along with metadata about whether that information was verified.

Client and CRM data

• Client company and contact information you add, including hiring manager names and contact details.
• Job and candidate-submission information you create within Quota AI.

Billing data

• Subscription and billing details, processed through our payment provider, Stripe.
• If you use client invoicing, the recipient information (client name, contact details) on invoices you generate.

Usage and analytics data

• Information about how you use Quota AI, such as pages viewed and features used.
• Device, browser and request information (for example, IP address and user agent).
• Error and diagnostic information, used to identify and fix problems.
• If you accept analytics cookies, product analytics and session replay data collected through PostHog -- see "Cookies and analytics" below. This is never collected before you accept.

3. Sources of information

We collect information:

• That you or your team directly enter into Quota AI, including candidates added manually or via CSV import.
• That Quota AI sources on your behalf when you use Command Centre to search for candidates or companies, drawing on publicly available and licensed professional information and the third-party search and enrichment providers listed below.
• Automatically, as part of operating the service (for example, log and usage data).

Quota AI does not automatically send outreach messages to candidates on your behalf. Outreach and submission text is drafted for your review; sending it, or otherwise acting on it, is your decision.

4. How we use information

We use information to:

• Operate your account and authenticate you.
• Provide Quota AI's core functionality: candidate and company sourcing and search, AI-assisted extraction and scoring, candidate and client management, contact enrichment, and outreach or submission drafting.
• Generate and deliver invoices where you use client invoicing.
• Send service-related emails (for example, account, billing and product notifications).
• Maintain the security of the service and prevent fraud or misuse.
• Understand how Quota AI is used and improve it, using analytics -- only where you have accepted analytics cookies.
• Comply with our legal obligations.

5. Lawful bases

For your own account and organisation data, we rely on:

• Performance of a contract, to provide the Quota AI service you have signed up for.
• Legitimate interests, for example to keep the service secure and to understand product usage.
• Legal obligation, where we must retain or disclose information (for example, for tax purposes).
• Consent, where specifically required -- in particular, for non-essential analytics cookies (see "Cookies and analytics").

Candidate and prospect data you process through Quota AI is provided, sourced or imported by you as our customer. You are responsible for ensuring you have an appropriate lawful basis to collect, use and contact the individuals whose personal data you process through the service. Because the lawful basis for a given candidate record depends on your own circumstances and how you obtained that information, we do not state a single lawful basis that applies to every candidate record.

6. Customer data and our role in processing it

You determine what candidate, client and prospect information you enter, import, source, retain and use through Quota AI, and for what purpose. Quota Talent Ltd processes that information to deliver the service to you, and in doing so acts on your instructions as our customer.

Separately, Quota Talent Ltd determines the purposes and means of processing your own account administration, billing, security, analytics and service-operation data, in order to run Quota AI as a business.

Because Quota AI supports a range of workflows, we do not make a single blanket statement about our role for every category of data processed through the service; the description above reflects how the service is designed to operate.

7. AI processing

Quota AI uses third-party AI services, including Anthropic, to power features such as candidate and company data extraction, scoring and ranking, and drafting of outreach messages and client submissions. Information you search for, import or enter -- including candidate and company details -- may be processed by these AI providers in order to generate these outputs.

AI-generated content, including scores, recommendations and drafted text, is intended to assist your work, not to replace your judgment. You should review AI-generated outputs before relying on or acting on them. Quota AI does not use AI to make automated decisions about individuals that produce legal or similarly significant effects.

8. Service providers

We rely on a number of third-party service providers to operate Quota AI. Each receives only the information relevant to the service it performs:

• Supabase -- authentication, database and file storage.
• Vercel -- application hosting.
• Anthropic -- AI processing (extraction, scoring, drafting).
• Exa -- candidate and company search and sourcing.
• People Data Labs -- contact (email and phone) enrichment.
• Stripe -- subscription billing and payment processing.
• Resend -- transactional, lifecycle and invoice email delivery.
• PostHog -- product analytics, session replay and error monitoring, only once you have accepted analytics cookies.

These providers process data under their own terms and privacy practices, and only as needed to provide their part of the service to us.

9. Cookies and analytics

Quota AI uses essential cookies and similar technology needed to run the service, such as keeping you signed in.

We also use PostHog for optional product analytics, including pageviews and feature usage, and, where enabled, session replay and error information. PostHog is not initialised, and no analytics cookies are set, until you explicitly accept analytics cookies using the banner shown on the site. You can reject analytics cookies and continue to use Quota AI normally. Your choice is stored locally in your browser.

We do not currently offer granular, per-category cookie controls beyond this accept/reject choice.

10. Retention

We retain information for as long as reasonably necessary to provide your account and the Quota AI service, comply with our legal obligations, resolve disputes, and enforce our agreements. We do not currently apply fixed retention periods to specific categories of data; retention depends on your continued use of the service and the reasons described above.

If you delete an organisation or account through Quota AI, associated application data is removed as described in "Data export and deletion" below.

11. Data export and deletion

Eligible users can export their organisation's data from within Quota AI. Account and organisation deletion functionality is also available, subject to the relevant account permissions and any confirmation steps the product requires.

Deletion through Quota AI removes the corresponding data from our application database and may be irreversible. Where a third-party provider (see "Service providers" above) independently retains a copy of information for its own operational or legal reasons, we cannot guarantee that every such copy is erased at the same time.

12. International transfers

Our service providers may process information in countries outside the United Kingdom, including the United States. Where we transfer personal data internationally, we rely on appropriate legal safeguards as required by UK data protection law.

13. Security

We apply technical and organisational measures intended to protect the information you provide, including access controls, authentication, and isolation of each organisation's data within our database. No method of storage or transmission is completely secure, and we cannot guarantee absolute security.

14. Your rights

If UK data protection law applies to you, you have the right to:

• Access the personal data we hold about you.
• Request correction (rectification) of inaccurate data.
• Request erasure of your data in certain circumstances.
• Request restriction of, or object to, certain processing.
• Request portability of data you have provided to us, where applicable.
• Withdraw consent at any time, where our processing is based on consent (for example, analytics cookies) -- this does not affect processing carried out before you withdraw consent.

To exercise any of these rights, contact us at privacy@quotaai.io. You also have the right to complain to the UK's Information Commissioner's Office (ICO) if you believe we have not handled your personal data appropriately.

15. Children

Quota AI is a business tool intended for use by recruitment and hiring professionals. It is not directed at, and we do not knowingly collect personal data from, children.

16. Changes to this policy

We may update this policy as Quota AI evolves. Material changes will be reflected by updating the date above.