1. Parties and scope
This agreement is between the business or sole trader that activates a Quotenivo workspace (the Customer or Controller) and Peter French, operating Quotenivo, at 1 Mountain View, Caergybi, Ynys Môn, LL65 2RT (Quotenivo or the Processor). The privacy and contract contact is Peter@peterfrench.dev.
The person accepting this agreement confirms that they are authorised to bind the Customer. The agreement takes effect when the Customer accepts the current version during workspace activation, and continues for as long as Quotenivo processes Customer Personal Data under the Quotenivo Terms.
It applies only to Customer Personal Data that the Customer asks Quotenivo to process for the documented service purpose below. It does not change Quotenivo's separate role as controller for its own account, security, support or billing records.
2. Definitions
Customer Personal Data means personal data submitted to or generated in the Customer's workspace for the Customer's enquiry, quote and approved follow-up workflow. Documented Instructions means the Customer's instructions in the workspace, an order, a support request or another durable written channel that identifies the requested processing. Applicable Data Protection Law means the UK GDPR, the Data Protection Act 2018 and other data-protection law applicable to the processing.
Words used in this agreement with meanings in Article 4 of the UK GDPR keep those meanings. If this agreement conflicts with the Terms on processor obligations, this agreement controls for that conflict.
3. Processing details
Subject matter and duration: Quotenivo receives, stores, displays, links, reviews and manages bounded enquiry and quote-follow-up data in one Customer workspace for the service term. Processing lasts for the service term and the Customer's documented retention, export and deletion instructions, subject to legal holds and protected backup cycles.
Nature and purpose: Quotenivo may receive a bounded enquiry; keep original and confirmed projections separate; keep workspace access tenant-scoped; record an external quote reference, next action and outcome; prepare an owner-approved follow-up; submit an individually approved draft only when the enabled provider and safety checks permit it; reconcile minimum provider metadata for an active workflow; and provide export, deletion, support and privacy-request assistance.
Quotenivo must not use Customer Personal Data for Quotenivo marketing, product analytics, cross-customer benchmarking, sale, profiling or general-purpose AI training. Quotenivo must not decide a new purpose, mirror a full mailbox by default or use a provider connection as permission for an unrelated purpose.
4. Data categories and data subjects
The expected data categories are names, email addresses, phone numbers, optional address or postcode and other contact details; bounded enquiry fields and free text; requested dates and service details; quote references, links, statuses, next actions, notes and outcomes; approved recipient, subject and body; approval and delivery evidence; provider and mailbox connection references, display address, granted scope, connection health and minimum conversation metadata when that feature is enabled; and identifiers, audit and lifecycle records needed to protect, export, delete and reconcile the instructed data.
Expected data subjects are the Customer's prospective and existing customers, enquiry contacts, message recipients and other individuals named in the Customer's workflow. The Customer must ensure that this description, its lawful basis, its transparency information and its instructions are appropriate for its use.
The Customer must not intentionally submit passwords, OAuth tokens, payment-card details, special-category data or criminal-offence data. If sensitive data is received accidentally, the Customer must stop the affected use and contact Quotenivo so the parties can restrict access, assess the event and record any required safeguards. Intentional processing requires a separate documented instruction, lawful basis, safeguards and assessment before it starts.
5. Customer instructions and responsibilities
The Customer determines the purposes and lawful basis for its processing, provides the required privacy information to its data subjects, gives only lawful and proportionate instructions, and ensures that the data and recipients are accurate and minimised. Quotenivo processes Customer Personal Data only on Documented Instructions, unless Applicable Data Protection Law requires otherwise; where the law requires that processing, Quotenivo will inform the Customer before it processes the data unless that law prohibits the notice.
If Quotenivo considers an instruction infringes Applicable Data Protection Law, it will inform the Customer immediately and may pause the affected processing until the issue is resolved. An OAuth permission, mailbox scope or workspace setting is not by itself a complete lawful-basis decision.
The Customer remains responsible for responding to a request from one of its data subjects. The Customer must tell Quotenivo promptly about an instruction to correct, restrict, export, return or delete data, a change in authority, or a suspected incident affecting Customer Personal Data.
6. Confidentiality and security
Quotenivo will limit access to Customer Personal Data to people and services that need it for the documented service, support, security, incident response or legally required administration, and will ensure authorised people are subject to confidentiality obligations.
Quotenivo will maintain measures appropriate to the risk, including server-side tenant and session authority; encrypted transport and protected credential handling; restricted mailbox scopes and one connected mailbox per workspace; human approval and final recipient, suppression, reply, quote, content and workspace checks before an outbound effect; bounded collection and privacy-safe logs; idempotent, retryable and reconcilable processing; access control and credential rotation; and backup, recovery, deletion and incident controls appropriate to the hosted environment.
These are the service's operating measures, not a certification or guarantee that every conditional feature is active. Quotenivo will keep the relevant configuration and review evidence without exposing Customer Personal Data, secrets or mailbox tokens.
7. Subprocessors and provider boundaries
The Customer gives general authorisation for Quotenivo to use the providers in the current enabled configuration as subprocessors where they process Customer Personal Data for the service. Quotenivo will give advance notice of any intended subprocessor addition or replacement through the service or an agreed durable channel and provide a reasonable opportunity to object on data-protection grounds before the change takes effect. Quotenivo will impose materially equivalent data-protection obligations on an approved subprocessor and remains responsible for its performance as required by law.
- Cloudflare Workers, D1 and Queues: application runtime, storage and durable work where enabled.
- Auth0: customer identity and sign-in. It is separate from any mailbox authorisation.
- Stripe: hosted checkout and billing references where paid billing is enabled. Payment-card details are entered on Stripe's hosted surface and are not stored by Quotenivo.
- Microsoft Graph: a conditional, separately authorised one-mailbox connection for Outlook.com, Hotmail, MSN and Microsoft 365 accounts. It is not enabled merely because this agreement is published and is not intended to mirror a full inbox.
Google Workspace/Gmail is future scope and is not authorised by this agreement or the current release. A conditional provider row is not evidence that the provider is active. Account-specific provider contracts, subprocessors, locations, retention settings and transfer safeguards for the enabled and conditional provider services are still being finalised; this DPA does not claim that review is complete. Quotenivo will keep conditional provider activation held until the relevant contract, scope, location, transfer mechanism, retention, deletion limits and hosted validation are recorded.
8. Assistance with rights requests
Taking account of the processing, Quotenivo will provide reasonable technical assistance so the Customer can respond to access, copy, correction, deletion, restriction, objection and portability requests. Assistance may include recording and routing a request, producing a tenant-scoped export, applying an instructed correction or deletion through the available controlled workflow, searching enabled Quotenivo stores and provider references, and recording the action and any limitation.
Quotenivo will not disclose Customer Personal Data to a requester merely because a request was submitted. It may require proportionate identity and authority checks. A Quotenivo export, deletion job or provider disconnect is not automatically a complete legal response or deletion from a provider, backup, log or other system outside Quotenivo's control.
9. Assistance with incidents and assessments
Quotenivo will notify the Customer without undue delay after becoming aware of a personal-data breach affecting Customer Personal Data and will provide information reasonably available about the categories affected, likely consequences, containment and remediation. The Customer remains responsible for deciding whether to notify the ICO or affected individuals.
Quotenivo will provide reasonable information needed for the Customer's Article 32 assessment, data-protection impact assessment and prior consultation where required. Before delegated mailbox read/write, reply classification or processing customer content through an AI/provider feature, the parties must complete the relevant privacy and risk assessment and record any safeguards.
10. International transfers
Quotenivo will not instruct a provider to make an international transfer of Customer Personal Data except as required for the enabled service and under the Customer's documented instructions. Quotenivo will use an applicable UK transfer mechanism and supplementary safeguards where required, and will identify material provider or remote-access changes through the provider schedule or service notice.
The service does not promise UK-only or EEA-only storage. The Customer may ask for current provider, location, transfer and subprocessor information through Peter@peterfrench.dev; provider availability and lawful transfer mechanisms must be confirmed before a conditional feature is enabled.
11. Return, deletion and end of service
At the Customer's choice, Quotenivo will return or delete Customer Personal Data at the end of the service and delete existing copies unless Applicable Data Protection Law requires storage. The Customer may use the available tenant-scoped export and deletion controls or provide a documented instruction through the support route.
Exports have a stated expiry window. Where data remains temporarily in protected backups or archives, Quotenivo will put it beyond ordinary use, protect it from restoration into active processing without the required safeguards and delete it on the approved cycle. Provider-owned mailbox messages and identity-provider records are not automatically deleted by workspace deletion; Quotenivo will assist with revocation or deletion within the provider's available controls.
12. Information and audit
Quotenivo will make available information reasonably necessary to demonstrate compliance with this agreement and will support proportionate audits or inspections by the Customer or its appointed auditor. The parties should first use current security documentation, provider evidence, independent assurance and a reasonable questionnaire. An audit must protect other customers, secrets and mailbox content and must not materially disrupt the service.
13. Governing terms and changes
This agreement is incorporated into the Quotenivo Terms when the Customer accepts it during workspace activation. It is intended to be governed by the law of England and Wales, subject to rights that cannot legally be limited. A change that expands data categories, purpose, provider, mailbox scope, retention or outbound authority requires documented approval and a privacy/security review before the change is enabled.
The current version is 2026-09-29, effective 29 September 2026. Quotenivo will publish a replacement version and record the version accepted by each workspace if the processor boundary materially changes.
14. Contact and acceptance
Processor contact: Peter French, operating Quotenivo — Peter@peterfrench.dev.
The Customer accepts this DPA separately from the Privacy Notice and Terms during workspace activation. The acceptance record stores the DPA version, Customer workspace, accepting account and acceptance time. If a customer-specific order or signed variation states additional lawful instructions, security measures or commercial terms, that document supplements this standard agreement for that Customer.