Privacy Policy

Last updated: 16 June 2026

This policy explains what personal data Quotal ("Quotal", "we", "us") collects, why, and your rights over it. Quotal is a tool for tradespeople to create and send priced quotes. The data controller is [LEGAL ENTITY NAME], [REGISTERED ADDRESS]. For any privacy question or request, contact us at [CONTACT EMAIL].

Who this policy is for

Quotal is used by tradespeople ("you"). You also enter details about your own customers so you can quote them. Where you enter your customers' details, you are the controller of that data and we process it on your behalf as your processor; you are responsible for having a lawful basis to do so.

What we collect

Account details — your email address (for sign-in) and authentication data.
Business profile — business name, phone, email, logo, and your pricing settings (labour rates, markups, VAT details).
Quote content you create — voice notes, photos, and text descriptions of the job, the line items and prices, and any notes.
Your customers' details that you enter — such as name, job address, phone, and email, so a quote can be addressed and sent.
Payment data — your subscription status and billing identifiers. Card details are handled directly by our payment provider (Stripe); we do not see or store your full card number.
Technical & diagnostic data — limited error reports and basic usage information to keep the app reliable.

How we use it

To provide the service: turning your voice notes, photos and descriptions into a structured, priced quote and producing the PDF you send.
To learn your pricing over time, so future quotes need less editing (your corrections train only your own account's pricing).
To manage your account, subscription and trial.
To diagnose errors and improve performance and reliability.

AI processing of your quotes

To build a quote, the relevant content you provide for that job (voice note transcript, photos, and job description) is sent to the third-party AI provider selected in your settings — currently one of Anthropic, OpenAI, or xAI — which processes it to return a structured, priced draft. These providers act as our sub-processors and handle the data under their API terms. We send only what is needed to build that quote. [Confirm and link the specific provider terms you rely on.]

Who we share data with (sub-processors)

We use trusted providers to run the service. They process data only to provide their service to us:

Supabase — database, authentication and file storage (your quotes, photos and logo).
Vercel — application hosting.
Stripe — subscription billing and payment processing.
Sentry — error monitoring.
Anthropic / OpenAI / xAI — AI parsing and pricing (whichever you select).

We do not sell your personal data, and we do not use it to serve advertising.

International transfers

Some providers may process data outside the UK/EEA. Where they do, appropriate safeguards (such as UK International Data Transfer Agreements or Standard Contractual Clauses) are intended to apply. [Confirm the regions and safeguards for your chosen providers.]

How long we keep it

We keep your account and quote data for as long as your account is active. When a quote is deleted, its stored PDF and photos are removed. If you close your account, we delete or anonymise your personal data within [RETENTION PERIOD], except where we must keep records for legal or tax reasons.

Your rights

Under UK GDPR you have the right to access, correct, delete, or restrict use of your personal data, to object to certain processing, and to data portability. To exercise any of these, email [CONTACT EMAIL]. You also have the right to complain to the UK Information Commissioner's Office (ICO) at ico.org.uk.

Security

Access to your data is restricted to your own account, and data is stored with reputable providers using encryption in transit. No system is perfectly secure, but we take reasonable measures to protect your data.

Children

Quotal is a business tool intended for adults (18+) and is not directed at children.

Changes

We may update this policy from time to time. We'll change the "last updated" date above and, for significant changes, notify you in the app.

Contact

Questions about this policy or your data: [CONTACT EMAIL], [LEGAL ENTITY NAME], [REGISTERED ADDRESS].