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Privacy policy

Last updated 9 November 2026

This explains what personal information Quotail holds, why, who it’s shared with, how long it’s kept, and your rights. We’ve kept it as short and plain as we can.

Who we are

Quotail is run by [Your name or company name], [a sole trader / a company registered in England and Wales, number …], of [Postal address]. We’re registered with the Information Commissioner’s Office (ICO), registration number [ICO registration number]. For anything to do with your data, email support@quotail.co.uk.

Two kinds of people, two roles

  • Businesses who use Quotail (for example mobile detailers). For your account details and subscription, we decide how your data is used, so we’re the controller.
  • Their customers. When a business adds your details, sends you a quote or invoice, or you send them a quote request or review, that business is the controller of your information and Quotail is their processor: we store it for them and only use it to run the service. If you’re a customer, contact the business first about your data; we’ll help them answer you.

What we hold about businesses

  • Your login email address and an encrypted (scrambled) password. We can never see your password.
  • Business details you enter: name, phone, email, address, logo, prices, costs, VAT details and invoice bank details.
  • Your public page details, if you switch the page on: its web address, about text, and your phone or email only if you choose to show them.
  • Your expenses, and the reports worked out from your jobs.
  • Subscription records from Stripe: whether you’re on a trial or paying, and when it renews. We never see or store card numbers; Stripe handles payments.

What businesses store about their customers

  • Name, phone number, email address and notes.
  • Vehicles: make, model, registration and size.
  • Quotes, bookings, invoices and job photos (photos are private unless the business chooses to show one on its public page).
  • Quote requests sent through a business’s page: name, phone, email, postcode, vehicle, message and photos.
  • Reviews: the star rating, comment and the name you choose to show. Reviews appear publicly on that business’s page.

Why we use it (our lawful bases)

  • To provide the service you’ve signed up for (contract): your account, quotes, invoices, photos and public page.
  • To take payment for your subscription (contract).
  • To keep Quotail secure and working, prevent spam and abuse, and fix problems (our legitimate interests).
  • To meet legal duties, such as keeping financial records for tax (legal obligation).

We don’t sell personal information, we don’t use it for advertising, and we don’t use tracking or analytics cookies.

Who we share it with

Only the companies we need to run Quotail, each bound by a data processing agreement:

  • Supabase: our database, logins and photo storage.
  • Vercel: runs the website.
  • Stripe: subscription payments.
  • Our email provider: sends login, password-reset and notification emails.

Some of these companies are based in, or use servers in, the United States. Where information leaves the UK, it’s protected by the UK’s data adequacy rules (including the UK–US “data bridge”) or the UK’s approved contract clauses.

We’d only share information with anyone else if the law requires it, for example a court order.

How long we keep it

  • Business accounts: while your account exists. If your subscription ends, your account stays available (read-only) so you can download your data. You can delete it at any time from Account; that permanently removes your business, customers, quotes, invoices and photos. If an account has had no subscription or trial for 12 months, we may delete it after emailing you first.
  • Customers’ information: for as long as the business keeps it in Quotail, or until the business’s account is deleted.
  • Backups: deleted information can stay in our encrypted backups for up to 7 days before it’s gone for good.
  • Payment records: Stripe keeps these as the law requires for financial records (usually 6 years).

Keeping it safe

Everything is sent over an encrypted connection. Each business can only ever see its own data, which the database itself enforces. Photos are private and shown through links that expire after an hour. Quote and invoice links use long random codes that can’t be guessed.

Cookies

Quotail only uses cookies that are needed for it to work: one to keep you logged in. Your light or dark mode choice is saved on your own device. Because we don’t use tracking or advertising cookies, we don’t need to ask for permission with a cookie banner.

Your rights

You can ask to:

  • get a copy of your information (businesses can also download everything from Account at any time);
  • correct anything that’s wrong;
  • delete your information;
  • object to, or ask us to limit, how we use it;
  • move it to another service.

Email support@quotail.co.uk. We’ll reply within one month. If you’re a business’s customer, we may pass your request to that business, as it controls your information.

Complaints

Please tell us first and we’ll try to put it right. You can also complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113.

Children

Quotail is for businesses and isn’t meant for anyone under 18.

Changes

If we change this policy in a way that matters, we’ll tell businesses by email or in the app before it takes effect.