Privacy policy

Quotes & e-sign is operated by Wiljekoffie B.V., Haaksbergerstraat 67, 7554 PA Hengelo, the Netherlands. Chamber of Commerce 82638446, VAT NL862547416B01. For questions about this policy or your data, email mt@codo.nl or info@wiljekoffie.com, or call +31 (0)85 760 6518.

Our company-wide privacy policy also applies; this page describes what is specific to Quotes & e-sign.

For the personal data inside your quotes and your HubSpot account, you are the controller and we act as processor on your instructions. For your own account and billing data, we are the controller.

Account and workspace data

Your name and email address, your company name, branding (logo, accent colour) and quote defaults, plus your team members’ names, email addresses and roles.

Data we read from HubSpot

Only what is needed to build a quote from a deal: the deal name, amount and currency; the associated contact’s first name, last name and email; the associated company name; the deal’s line items and products, including any line-item properties you choose to show as columns; and the currencies configured in your portal.

Quote and signature data

The content of your quotes, and for each signer: name, email address, the signature they draw or type, the date and time of each view and signature, their IP address and browser user agent, and which terms they accepted. This evidence is what makes a signature defensible, so it is recorded in an append-only audit trail and included in the sealed PDF certificate.

Billing data

Subscription status and payment references. Card and bank details are handled by Mollie and never reach our systems.

Quote status and a link to the quote on the deal, the deal’s line items (a saved quote replaces them), a timeline note per status change where permitted, and the signed PDF as a file attached to the deal.

To provide the service you asked for (performance of a contract), to keep signatures legally defensible and prevent abuse (legitimate interest), and to meet our administrative and tax obligations (legal obligation). We do not use your data or your customers’ data for advertising, and we do not sell it or use it to train models.

Sub-processors, each under a data processing agreement:

• HubSpot — the CRM this app integrates with, at your instruction.
• Supabase — database and document storage.
• Cloudflare — application hosting and delivery.
• Resend — sending signing invitations and notification email.
• Mollie — subscription billing and, if you enable it, customer payments.

Each sub-processor is engaged under its own data processing agreement. Where a sub-processor processes personal data outside the European Economic Area, that transfer relies on the European Commission’s standard contractual clauses. We do not add sub-processors without updating this page.

Signed quotes and their audit trail are kept for the retention period set in your workspace, 84 months by default, because that is the evidence of an agreement. Drafts and unsent quotes are kept until you delete them. Account data is kept while the workspace is active.

Disconnecting HubSpot immediately removes the stored access tokens and stops all syncing. To delete a workspace and its data, email us and we will action it within 30 days. Backups age out on their own schedule.

Data is encrypted in transit. HubSpot and Mollie access tokens are encrypted at rest with a key held outside the database. Each workspace’s data is isolated at the database level, and signing links are unguessable, single-purpose tokens.

You can request access to, correction of, export of, or deletion of your personal data, and object to or restrict processing, by emailing mt@codo.nl. If you are a signer rather than a customer, contact the company that sent you the quote — they decide what happens to that data, and we will help them action it.

You may also lodge a complaint with your supervisory authority; in the Netherlands that is the Autoriteit Persoonsgegevens.

We will update this page when the processing changes and adjust the date above. Material changes are announced to workspace admins by email.

See also our terms of service.