Your quotes and your customers - kept to yourself.
Quotier holds your pricing, your customers and your financial records. Here's how that data is isolated, stored and retained: the answers a procurement or IT reviewer usually asks.
Tenant isolation
Quotier is multi-tenant by design. Every query is scoped to your organisation, and it is fail-closed: a query with no tenant raises rather than returning another company's data. Your catalogue, customers and quotes are walled off from every other organisation on the platform.
Hosted in South Africa
Your data and file storage live in AWS's Cape Town region (af-south-1). One optional feature - reading a supplier's quote or price list automatically - sends that document to Amazon Bedrock, which may process it on secure AWS servers outside South Africa under the safeguards POPIA permits; what is stored stays in Cape Town. Payments, email and error monitoring also handle limited data elsewhere under the same safeguards.
POPIA-aligned handling
We process personal information under POPIA as the responsible party, with a published §18 notice, a strictly-necessary session cookie only, and no advertising or third-party tracking. Account owners can export their organisation's data and request deletion.
Offline PDF rendering
Quote and invoice PDFs are rendered with the logo inlined and every external request refused at render time - the renderer makes no outbound network calls, so your document content never leaves the system to a third party during rendering.
Access & transport
Data is encrypted in transit. Access is scoped by role (Owner, Admin, Estimator, Viewer): estimators cannot change the price book, viewers never see a cost, a markup or a margin, and pay rates are admin and owner only. Heavy and public endpoints are rate-limited.
Retention aligned to SARS
Tax invoices and related financial records are retained for the period SARS requires (generally five years), even after an account closes. Other personal information is deleted or anonymised on request, subject to those legal-retention obligations.
No health information, ever
Crew certifications record that a certificate exists and when it lapses; the incident register records the event, its severity and whom you told. Neither holds a medical result, a diagnosis or a fitness outcome - special personal information under POPIA that this system is not designed to process - and a schema check fails the build if such a column ever appears.
No bank feed
Payments are what you record: amount, date, reference. Quotier holds no bank credentials, connects to no bank and reconciles nothing. Your own banking details print on invoices only, frozen at issue, and never on a quote.
Procurement & IT questions
Where is our data stored?
In AWS's Cape Town region (af-south-1), database and file storage both. Two things happen elsewhere under POPIA-permitted safeguards: sub-processors for payments and email handle limited data, and the optional 'Read the document' feature sends a supplier's quote you upload to Amazon Bedrock, which may process it on secure AWS servers outside South Africa. Everything stored stays in Cape Town.
Can other companies on Quotier see our data?
No. Tenancy is enforced at the row level and fails closed: a query without a tenant raises instead of returning data, so one organisation's records can't be read by another.
Who can change our rates and prices?
Only Owners and Admins set the catalogue. Estimators quote from it but cannot change a rate or markup; any line-level override to sharpen a price is allowed and visibly flagged.
Can we get our data out, or have it deleted?
Yes. An account owner can export the organisation's data as JSON and request account deletion. Financial records are retained as SARS requires; other personal information is removed on request.
Can a viewer see what a job cost us?
No. Cost, markup, margin and logged spend are visible to owners, admins and estimators only. For a viewer the Expenses tab, the Financials page and every cost figure are absent rather than greyed out, and that boundary is enforced by a test that scans every view for cost tokens.
If we collaborate with another company, what can they see?
Only what you explicitly share. A shared quote is filtered to the disclosure level you chose before it leaves your organisation - a total-only share never even contains your line prices - and shared documents are only the files you deliberately upload into the job's shared space. Everything else stays inside your tenant, behind the same fail-closed isolation.
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