BoloQuoteby Akaal Automation Systems

Data Protection policy

Version 2026-11-10 · Last updated 10 November 2026

This policy explains how Akaal Automation Systems protects the information in BoloQuote, how long we keep it, and what you can ask us to do with it. It works together with the Privacy policy (what we collect and who processes it) and the Terms of Use. We handle personal information under Canadian privacy law, including the federal Personal Information Protection and Electronic Documents Act (PIPEDA) and, in British Columbia, the Personal Information Protection Act (PIPA).

Whose data is whose

You own the information you put into BoloQuote, including your clients' names, addresses, quotes and invoices. For your clients' information, you decide what goes in and we process it on your behalf to run the service. For your own account details (name, email, sign-in and payment records), we are the organization responsible for protecting it. You are responsible for having your clients' consent to enter their information, and for telling them how it is used.

What you are responsible for

Because you choose what goes into your account, you are responsible for: having the right to enter your clients' information and any consent the law requires; telling your clients how you use it; getting the consent of anyone you record; having consent before you message clients; keeping sensitive details (card numbers, bank details, government ID numbers, health information) out of free-text fields; keeping your sign-in private; and telling us straight away if you think someone else has gained access to your account. Details are in the Terms of Use.

How we protect it

• Your quotes, clients and price list are visible only to you (and to a helper you give a Crew login) when signed in.
• Connections to BoloQuote are encrypted. Sign-in uses Google, or a one-time emailed code. Session cookies cannot be read by page scripts, and we store only a scrambled (hashed) copy of each session token and email code.
• Client quote links use long random addresses that are hard to guess. Anyone who has a link can open that one quote, so share links only with the client. Deleting the quote switches the link off.
• Audio recordings are sent to be turned into text and are not kept by BoloQuote afterwards.
• We use service providers for hosting, speech-to-text, drafting, sign-in and email. They process data only to provide those services to us. They are listed in the Privacy policy. Some of their servers are outside Canada, including in the United States, so your information may be stored or processed there and be subject to the laws of those places.
• Only the people at Akaal Automation Systems who need access to run and support BoloQuote can see account data. Administrator changes made on your behalf (for example, helping you fix a setting) are recorded in an audit log.
• We do not sell your data, use it for advertising, or use your content to train AI models. We use simple first-party usage statistics to see which parts of BoloQuote are used and to fix problems; they are not used for advertising.

No system is perfectly secure. We review and improve our safeguards as BoloQuote grows.

How long we keep it

• While you use BoloQuote: we keep your account, profile, price list, quotes, invoices and client details so the service works.
• Deleted quotes: when you delete a quote, it is hidden from you and its client links stop working. We keep a hidden copy, together with the audit record of the change, for as long as needed to look into a dispute and to meet legal and tax record-keeping rules, and then remove it.
• Client acceptances and payment records: kept with the quote or invoice they belong to, and for as long as the law requires us to keep business records.
• Drafts for quality: the first AI draft of each quote is kept so we can measure how often it needs correcting.
• Closing your account: email us and we will delete your account and everything in it within 30 days, except records we must keep by law, or that we need to settle a dispute. Those are kept only for that purpose and then removed.

Your choices and rights

You can ask us to:

• show you the personal information we hold about you, and give you a copy;
• correct information that is wrong (most of it you can edit yourself in the app);
• delete your account and data, as described above;
• give you your data in a common, readable format (a copy of your quotes, invoices and price list);
• stop using your information for any purpose you did not agree to, which may mean we can no longer provide the service.

Send requests through our contact page. We may ask you to prove who you are, and we will answer within 30 days. If you are a client of a BoloQuote user and want to see or correct your information, contact that business first. We can help pass the request on.

If something goes wrong

If a security incident puts your personal information at real risk of significant harm, we will tell you and the Office of the Privacy Commissioner of Canada as the law requires, and we keep a record of every incident.

Questions and complaints

Contact us first through the contact page. If we have not resolved your concern, you can complain to the Office of the Privacy Commissioner of Canada or, for BC organizations, the Office of the Information and Privacy Commissioner for British Columbia.