Privacy Policy

QuoteTalk ("we", "us") provides quoting, invoicing and receipt software for UK tradespeople. This policy explains what personal data we hold, why we hold it, and the rights you have under the UK GDPR and the Data Protection Act 2018.

Who we are

QuoteTalk is the data controller for the account data you give us. For the data you enter about your own customers, you are the controller and we act as your processor.

What we store

• Your account details: your name, email address and password (stored securely, never in plain text).
• Your business details: business name, address, phone number, email, logo, VAT number and VAT rate.
• Your business bank details, so they can be printed on your invoices for your customers to pay you.
• Your customer records: customer names, email addresses, phone numbers and addresses that you enter.
• Your documents: quotes, invoices and receipts, including the line items, totals and notes you add.
• Subscription information handled by our payment provider, Stripe.

Why we store it

• To provide the service: creating, storing, previewing and emailing your documents.
• To generate draft quotes and invoices from your spoken or typed descriptions.
• To manage your subscription and take payment.
• To respond to support and feedback messages you send us.

Our lawful bases are performance of our contract with you, our legitimate interests in running and improving the service, and legal obligations such as tax and accounting records.

AI processing

When you ask us to generate a draft, the job description you provide, together with your rates and markup settings, is sent to our AI provider to produce the draft. We do not use your data to train third-party models, and your customer data is never used for marketing.

Who we share it with

• Our hosting and infrastructure providers, who store the data on our behalf.
• Our AI provider, only for generating drafts you request.
• Stripe, our payment provider, for subscription billing.
• Our email provider, to deliver documents to the addresses you choose.

We never sell your personal data.

How long we keep it

We keep your data while your account is open. Deleting your account removes your account, customer records, documents and business settings from the active service after subscription cancellation is confirmed. Hosting-provider backups, deleted-record recovery storage and previously uploaded files may remain subject to the provider’s retention and deletion processes. Contact support for removal of uploaded files. Copies already delivered to recipients cannot be recalled. Limited billing records may be retained where the law requires it.

Your rights

• Access and portability: use "Download my data" in account settings to export your customers, quotes, invoices, receipts, business settings and saved items.
• Erasure: use "Delete my account and data" in account settings to remove your account and active records; contact support about uploaded files.
• Rectification: edit any of your data at any time in the app.
• Complaint: you can complain to the Information Commissioner's Office (ico.org.uk).

Security

Your data is stored with encryption in transit and at rest, and each account can only see its own records. Passwords are hashed and never stored in readable form.

Contact

For any privacy question, use the Help & Feedback button in the app and we'll come back to you.