Legal Center

Scope of services

QuotePro provides a cloud-based software-as-a-service platform designed for insurance brokerage professionals. Core capabilities include quote management, customer relationship management, policy tracking, renewal workflows, reporting and analytics, and related operational tools.

We reserve the right to update, enhance, or discontinue features at any time, provided such changes are consistent with applicable law and your active subscription agreement. Material changes will be communicated through the platform or via email.

Account responsibilities

As an account holder, you are responsible for:

• Keeping login credentials confidential and implementing appropriate access controls within your organization.
• Providing accurate registration, billing, and contact information and keeping it up to date.
• Promptly notifying QuotePro of any unauthorized access, security incidents, or suspected misuse.
• Ensuring that all users within your tenant comply with these Terms and all applicable laws and regulations.
• Maintaining appropriate data backups of any information you consider critical to your business operations.

Subscriptions, billing, and payment

Subscriptions renew automatically at the end of each billing cycle unless canceled before the next renewal date. You may cancel at any time through your account settings or by contacting support.

Billing may occur on a monthly or annual basis according to the plan selected during checkout or renewal.

• Fees are invoiced in advance unless your order form or enterprise agreement states otherwise.
• Trial access, discounts, and promotional pricing may be limited, modified, or withdrawn according to the relevant offer terms.
• Failure to pay outstanding invoices may result in service suspension, restricted access to features, or account termination after reasonable written notice.
• All fees are exclusive of applicable taxes, bank charges, currency conversion fees, and payment gateway processing fees, which remain your responsibility.

Intellectual property

QuotePro and its licensors retain all intellectual property rights in the platform, including software, designs, trademarks, and documentation. Your subscription grants a limited, non-exclusive, non-transferable license to use the service during the subscription term.

You retain full ownership of all data you upload to or create within QuotePro. We claim no intellectual property rights over your content.

Customer data and compliance

You retain sole responsibility for the legality, quality, accuracy, and completeness of all data you upload, process, or store through QuotePro.

You must have a valid legal basis to collect, use, disclose, and store personal data, including insurance records, customer information, vehicle data, and any other sensitive information processed through the platform.

Suspension and termination

We may suspend or terminate your access to QuotePro for non-payment, unlawful activity, material security risks, or material breaches of these Terms.

Unless immediate action is required for legal, safety, or security reasons, QuotePro will provide reasonable written notice and an opportunity to remedy the issue before taking action.

Upon termination, your right to access the platform ceases immediately. QuotePro will retain your data for a limited post-termination period to facilitate data export, after which it will be securely deleted.

Limitation of liability

To the maximum extent permitted by applicable law, QuotePro shall not be liable for any indirect, incidental, special, punitive, or consequential damages, including loss of revenue, profit, data, or business opportunity.

Our total aggregate liability for any claims arising from or related to these Terms shall not exceed the total fees paid by you during the twelve months preceding the event giving rise to the claim.

Governing law and dispute resolution

These Terms are governed by and construed in accordance with the laws of the Kingdom of Bahrain. Any disputes arising from or in connection with these Terms shall be subject to the exclusive jurisdiction of the courts of Bahrain.

In the event of a dispute, the parties agree to first attempt resolution through good-faith negotiation before pursuing formal legal proceedings.

What data we collect

We collect and process the following categories of personal data:

• Registration and account data: company name, contact person name, email address, phone number, selected subscription plan, and billing information.
• Operational data: users, customers, insurance quotes, vehicles, policy details, uploaded documents, claims records, activity logs, and support communications.
• Technical data: IP addresses, device and browser identifiers, session tokens, access timestamps, security telemetry, and error logs.
• Cookie and consent data: consent preferences, banner interaction records, and analytics identifiers where enabled.

Why we process data (purposes and legal basis)

We process personal data for the following purposes:

• Contractual performance: to provide, secure, maintain, and improve the QuotePro service, create accounts, provision tenant environments, and process subscriptions.
• Legitimate interest: to detect fraud, prevent abuse, monitor security incidents, improve service quality, and provide customer support.
• Legal obligation: to comply with applicable laws, regulatory requirements, audit obligations, and lawful requests from authorities.
• Consent: where processing relies on consent (e.g., analytics cookies), you may withdraw consent at any time without affecting the lawfulness of prior processing.

Data hosting, storage, and security

QuotePro stores application data in secure cloud infrastructure operated by trusted infrastructure partners. Each tenant's data is logically isolated in a dedicated database, ensuring strict separation between organizations.

All data is encrypted in transit using TLS 1.2 or higher. Access is protected through role-based access controls, multi-factor authentication for administrative access, comprehensive audit logging, and automated backup procedures.

The primary hosting region and infrastructure provider applicable to your deployment are disclosed during onboarding, in your order documentation, or are available upon request. We maintain backup and disaster recovery controls designed for business continuity.

Data retention and deletion

We retain personal data only for as long as necessary to fulfill the purposes for which it was collected, enforce agreements, resolve disputes, meet audit requirements, and satisfy legal retention obligations.

When a tenant account is terminated, data is retained for a limited post-termination period (typically up to 90 days) to facilitate data export and address billing or compliance matters, after which it is securely deleted or anonymized.

Certain records may be retained beyond the standard period where required by law, regulatory obligations, fraud prevention, or ongoing dispute resolution.

International data transfers

Where personal data is transferred outside the Kingdom of Bahrain, QuotePro ensures appropriate safeguards are in place, including contractual data protection clauses with subprocessors and infrastructure providers.

Details of cross-border transfers relevant to your deployment are available upon request.

Your rights as a data subject

Under the PDPL and applicable data protection laws, you have the right to:

• Access: request a copy of the personal data we hold about you.
• Rectification: request correction of inaccurate or incomplete personal data.
• Erasure: request deletion of your personal data where there is no compelling reason for continued processing.
• Restriction: request restriction of processing in certain circumstances.
• Data portability: request export of your data in a structured, machine-readable format.
• Objection: object to processing based on legitimate interests.
• Withdraw consent: where processing is based on consent, withdraw it at any time.

How to exercise your rights

Privacy and data subject requests can be submitted through the contact details provided on this page. We will respond to all legitimate requests within 30 days.

We may need to verify your identity and authority before processing a request. If we cannot verify your identity or determine that the request is manifestly unfounded or excessive, we may decline or charge a reasonable fee.

Third-party links and services

QuotePro may contain links to third-party websites or integrate with third-party services. This Privacy Policy does not apply to those third parties. We encourage you to review their privacy policies independently.

Types of cookies we use

• Essential cookies: required for core functionality including security, CSRF protection, session management, language selection, and form submission. These cookies cannot be disabled.
• Preference cookies: store your interface choices such as dismissed banners, display preferences, language selections, and cookie consent state.
• Analytics cookies: when enabled with your consent, help us understand how visitors interact with public pages and onboarding flows to improve the user experience.

Managing your cookie preferences

When you first visit QuotePro, a cookie consent banner will allow you to accept all cookies, reject non-essential cookies, or manage your preferences granularly.

You can change your cookie preferences at any time by clearing your cookies and revisiting the site, or through your browser's cookie management settings.

Essential cookies remain active at all times because they are required for core platform functionality and security.

Cookie retention

Cookie consent preferences are stored for up to 180 days so we can remember your choices and avoid presenting the consent banner on every visit.

Session cookies are automatically deleted when you close your browser. Persistent cookies are retained for the periods specified in their configuration.

Messaging and communication compliance

If you use QuotePro to send SMS messages, email reminders, notifications, or other communications to customers or prospects, you remain solely responsible for compliance with all applicable opt-in, anti-spam, telecom, and marketing regulations in your jurisdiction.

QuotePro may throttle, suspend, or block messaging activity that poses security, deliverability, abuse, or legal risks to the platform or its users.

Resource usage

You agree not to use the platform in a manner that places unreasonable load on our infrastructure, interferes with the experience of other tenants, or circumvents usage limits established by your subscription plan.

Processing instructions and scope

QuotePro processes personal data strictly on the documented instructions of the customer, as required to provide the contracted service, or as otherwise mandated by applicable law.

The categories of personal data processed and the types of data subjects are defined by the customer's use of the platform and may include employee data, customer records, insurance policy information, and vehicle details.

Technical and organizational security measures

QuotePro implements and maintains appropriate technical and organizational measures to protect personal data against unauthorized access, loss, destruction, or alteration:

• Encryption of data in transit using TLS 1.2 or higher.
• Tenant database isolation to ensure strict data separation between organizations.
• Role-based access controls and authentication mechanisms for all administrative functions.
• Comprehensive audit logging of access events and data modifications.
• Automated backup and disaster recovery procedures.
• Regular security assessments and vulnerability monitoring.

Subprocessors and international transfers

QuotePro may engage carefully vetted subprocessors for infrastructure hosting, email delivery, SMS messaging, and other operational services. A current list of subprocessors is available upon request.

Where personal data is transferred across international borders, QuotePro ensures adequate safeguards are in place, including contractual data protection clauses consistent with applicable legal frameworks.

Data subject requests and incident response

QuotePro will reasonably assist customers in responding to data subject access requests, rectification, erasure, and portability requests, as well as data protection impact assessments where required.

In the event of a confirmed personal data breach that materially affects customer data, QuotePro will notify the customer without undue delay and provide reasonable cooperation in investigating and mitigating the incident.

Data return and deletion

Upon termination of services, QuotePro will make customer data available for export during the post-termination data retention period. After this period, all personal data will be securely deleted or anonymized, subject to legal retention obligations.

Application security

• Role-based access controls with granular permissions for all administrative and user functions.
• CSRF protection, input validation, and output encoding on all user-facing interfaces.
• Session management with configurable timeout policies.
• Comprehensive activity logging for audit trail and forensic analysis.

Operational security

• Continuous monitoring of operational signals, logs, and performance metrics.
• Automated alerts for anomalous activity and potential security incidents.
• Regular dependency updates and security patch management.
• Documented incident response procedures with defined escalation paths.

Incident detection and response

QuotePro maintains a documented incident response plan. If a confirmed security incident materially affects customer data or service availability, we will notify affected customers in accordance with our contractual and legal obligations.

We conduct post-incident reviews and implement corrective actions to prevent recurrence.

Business continuity and disaster recovery

QuotePro maintains backup and recovery controls designed to support business continuity objectives appropriate for a multi-tenant SaaS platform. Recovery procedures are periodically tested to validate effectiveness.

Support tiers and response times

• Critical (service outage affecting all users): initial response within 2 hours during business hours.
• High (major feature degradation affecting multiple users): initial response within 4 business hours.
• Normal (individual issues, configuration questions): initial response within 1 business day.
• Low (feature requests, general inquiries): initial response within 2 business days.

Scheduled maintenance

Planned maintenance windows are scheduled outside peak usage hours when reasonably possible. Customers will receive at least 48 hours advance notice for maintenance expected to cause service interruption.

Emergency maintenance required to address critical security vulnerabilities or data integrity risks may be performed with shorter notice.

Exclusions

The availability target does not apply to:

• Downtime caused by third-party service provider outages beyond QuotePro's control.
• Force majeure events including natural disasters, government actions, or widespread internet disruptions.
• Customer-side connectivity, browser, or configuration issues.
• Service degradation resulting from misuse, excessive load, or violation of the Acceptable Use Policy.
• Scheduled maintenance windows with prior notification.

Accepted payment methods

QuotePro accepts payment through supported payment gateways, including credit cards, debit cards, and bank transfers where available. All payment processing is handled by PCI-compliant payment providers.

Taxes, fees, and currency

All listed prices are exclusive of applicable taxes (including VAT), bank charges, currency conversion fees, and payment gateway processing fees. These additional charges, where applicable, are your responsibility.

Trials and promotional offers

Free trials provide full platform access for a limited period and do not require payment information upfront. Trials automatically expire at the end of the trial period unless a paid plan is activated.

Promotional pricing, coupons, and special offers are subject to their own terms and may be limited in duration, quantity, or eligibility.

Plan changes and upgrades

You can upgrade or change your plan at any time through your account settings. Upgrades take effect immediately, with prorated charges applied to the remainder of your current billing cycle. Downgrades take effect at the start of the next billing cycle.

Cancellation

You may cancel your subscription at any time. Cancellation stops future renewals but does not terminate your access until the end of the current paid period. No partial refunds are issued for the unused portion of a billing cycle unless required by applicable law.

Refund eligibility

• Subscription fees already invoiced are generally non-refundable unless required by law or expressly stated in writing.
• Verified duplicate charges, confirmed billing errors, or failed service provisioning may be corrected through account credits or refunds at QuotePro's reasonable discretion.
• Refund requests must be submitted within 14 days of the charge in question through our contact page or support channels.

Legal and compliance communications

Formal legal notices, privacy and data subject requests, compliance questions, whistleblower reports, and regulatory communications should be directed to the contact details provided on this page.

We aim to acknowledge all legal communications within 5 business days of receipt and provide a substantive response within 30 days.

Data Protection Officer

For matters related to personal data protection, privacy rights, or PDPL compliance, you may contact our designated data protection contact using the email and phone details provided on this page.

Regulatory context

QuotePro operates in accordance with applicable laws of the Kingdom of Bahrain, including the Personal Data Protection Law (PDPL — Law No. 30 of 2018) and the Electronic Transactions Law.

Customers in Bahrain and the wider GCC are reminded that they retain full responsibility for their own sector-specific regulatory obligations, including insurance licensing, communications regulations, anti-money laundering requirements, and data protection compliance applicable to their specific business activities.