1. Who We Are
QuoteRun is a UK-focused app that helps trade businesses create quote requests, send them to suppliers, receive supplier replies, compare quotes, place orders, and keep supplier communication organised.
QuoteRun is operated by:
QuoteRun
Contact: support@quoterun.co.uk
Website: https://quoterun.co.uk
In this policy, “QuoteRun”, “we”, “us” and “our” refer to the operator of QuoteRun. “You” means the person using QuoteRun, including business owners, employees and other authorised users.
For data protection purposes, we will usually be the controller of personal data we collect and use for our own purposes, such as account administration, authentication, billing, product usage, service improvement, support, security and legal compliance.
Where a business user enters personal data about their own customers, suppliers, staff, subcontractors or other contacts into QuoteRun, that business user will usually be the controller of that data. In those cases, QuoteRun acts as a processor or service provider by processing the data on the user’s behalf and in order to provide the QuoteRun service.
2. What This Policy Covers
This policy explains how we collect, use, store and share personal data when you use QuoteRun, including the Flutter mobile app, our website, Supabase-backed services, email sending and receiving features, storage, Edge Functions, support and future premium, subscription or referral features.
This policy covers personal data relating to:
– QuoteRun account users.
– Customers and job contacts entered by users.
– Suppliers and supplier contacts entered by users.
– People who send or receive quote, order or follow-up emails through QuoteRun.
– People who contact us for support or enquiries.
This policy does not cover the privacy practices of websites, services or suppliers that we do not control.
3. What Personal Data We Collect
We may collect and process the following types of personal data.
Account and profile data:
– Name, username, email address and phone number.
– Company name and trading details entered into the app.
– Postcode or other profile details.
– Sender display name, email signature and profile branding.
– Company logo or other image uploaded for email branding.
– Legal acceptance records, such as when you accepted our Terms & Conditions and Privacy Policy and the version accepted.
Authentication and technical data:
– Login identifiers and authentication details handled through Supabase.
– User ID, account ID and session-related information.
– Device, app and technical information needed to operate and secure the app.
– Logs, error reports and diagnostic information.
Customer and job data entered by users:
– Customer name, email address, phone number and address.
– Job references, job notes, job status, checklist items and timeline information.
– Information contained in uploaded attachments or notes.
Supplier data entered by users:
– Supplier name, business name, email address, phone number and saved supplier list information.
– Supplier replies, quote responses and communication history.
Quote, order and communication data:
– Quote requests, materials, quantities, messages, notes and attachments.
– Supplier replies, quote amounts, availability and delivery notes.
– Order confirmations and order follow-up messages.
– Outbound emails, inbound replies, email metadata, reply addresses and related attachments.
– Follow-up messages sent to suppliers.
Payment, subscription and referral data:
– If premium, subscription or referral features are introduced, we may process plan, subscription, invoice, referral and payment-related information.
– Payment card or bank details should be handled by a payment provider rather than stored directly by QuoteRun.
Support and correspondence data:
– Messages you send to us.
– Support requests, feedback and related communications.
QuoteRun is not intended for storing unnecessary special category personal data, such as health information, biometric data, political opinions, religious beliefs, trade union membership, sexual orientation or similar sensitive information. Users should not enter this type of information into QuoteRun unless it is genuinely necessary for their own lawful business purposes and they have a valid lawful basis to do so
4. How We Collect Personal Data
We collect personal data in the following ways:
– Directly from you when you create an account, fill out your profile, create jobs, save suppliers, send quote requests, place orders or contact support.
– From content you upload or enter into QuoteRun, such as materials, attachments, notes and messages.
– From suppliers and other recipients who reply to emails sent through QuoteRun.
– Automatically when you use the app or related services, such as authentication, database, storage, email and diagnostic events.
– From service providers that help us operate QuoteRun, such as Supabase and Postmark.
– In future, from payment providers, analytics providers, app stores or referral systems where applicable.
Business users are responsible for ensuring that personal data they enter into QuoteRun has been collected lawfully and that their own customers, suppliers and contacts have been given appropriate privacy information where required
5. How We Use Personal Data
We use personal data to:
– Create and manage user accounts.
– Authenticate users and protect accounts.
– Provide the QuoteRun app and related services.
– Let users create quote requests, send them to suppliers and receive replies.
– Let users compare supplier replies and record quote responses.
– Let users place orders and send order confirmations or follow-ups.
– Keep quote, supplier, order and email communication organised.
– Store and display customer, job, supplier, quote and order records.
– Send transactional emails through Postmark, including quote requests, quick quotes, order confirmations and follow-ups.
– Receive and process supplier replies sent to QuoteRun reply addresses.
– Store and retrieve attachments and user branding such as logos.
– Provide customer support and respond to enquiries.
– Maintain security, prevent misuse and troubleshoot problems.
– Improve and develop QuoteRun, including future premium, subscription or referral features.
– Keep records needed for legal, accounting, audit, dispute and compliance purposes.
– Ask for, record and check acceptance of legal terms and privacy notices.
We do not use personal data for purposes that are incompatible with the reasons it was collected.
Service and transactional messages are messages needed to provide QuoteRun, such as account messages, quote requests, supplier replies, order confirmations, follow-ups, support messages, security notices and legal or policy updates. These are different from marketing messages. If we send marketing messages, we will do so only where we have an appropriate lawful basis and will provide any required opt-out or consent controls
6. Lawful Bases For Processing
Under UK data protection law, we must have a lawful basis for processing personal data. Depending on the context, we may rely on:
Contract:
– To provide QuoteRun to users.
– To create and manage accounts.
– To send quote, order and follow-up communications requested by users.
– To provide support and service-related communications.
Legitimate interests:
– To operate, maintain and improve QuoteRun.
– To keep supplier quotes, replies and orders organised for users.
– To secure the service, prevent misuse and troubleshoot issues.
– To keep reasonable business records.
– To communicate with users about service updates and operational matters.
Legal obligation:
– To comply with applicable laws, regulatory requirements, tax, accounting or lawful requests.
Consent:
– Where we specifically ask for consent, such as for certain marketing, optional analytics or future features that require consent.
– Where consent is used, you may withdraw it at any time.
Users are responsible for ensuring they have an appropriate lawful basis for entering customer, supplier or other third-party personal data into QuoteRun and for using QuoteRun to contact those people.
Where QuoteRun processes user-entered customer, supplier, job, quote, order or email data as a processor, the user’s lawful basis will usually be the relevant lawful basis for that processing. QuoteRun processes that data to provide the service and in accordance with our agreement with the user
7. Supplier And Customer Data Entered By Users
QuoteRun is designed for trade businesses that need to manage quote requests, supplier replies and order communication. Users may enter personal data about their customers, suppliers and contacts into the app.
This may include customer names, emails, phone numbers, addresses and job notes, as well as supplier names, emails, phone numbers and supplier communication.
Users decide what customer and supplier data they enter into QuoteRun and how they use it. Users should only enter personal data they are allowed to use and should ensure that their own customers and suppliers are given any privacy information required by law.
For this type of user-entered customer, supplier and job data, the user will usually be the controller and QuoteRun will usually act as a processor. This means the user is responsible for deciding why and how that data is used, and QuoteRun processes it to provide the app, email routing, storage, support and related services.
We process this information to provide the QuoteRun service, including storing records, sending communications, receiving replies, displaying job and quote information, and helping users manage their supplier communication
8. Emails, Replies And Attachments
QuoteRun sends supplier-facing emails such as quote requests, quick quotes, order confirmations and follow-ups. These emails may include user profile branding, job details, materials, messages, attachments and reply instructions.
QuoteRun uses Postmark to send outbound emails and receive inbound supplier replies. Supplier replies sent to QuoteRun reply addresses may be processed and stored in QuoteRun so they can be linked to the relevant quote, job or order. This may include sender and recipient details, subject lines, message content, attachments, dates, metadata and technical delivery information.
Attachments uploaded by users or received in replies may contain personal data, confidential business information or commercially sensitive information. Users should avoid uploading unnecessary personal data, especially unnecessary special category personal data, and should ensure they have the right to share any files they upload or send through QuoteRun.
We may process email metadata and content to route replies correctly, show unread badges, display communication history, support order follow-ups and keep quote/order records organised.
Supplier-facing emails sent through QuoteRun are service or transactional communications generated at the user’s request. They are not marketing emails from QuoteRun, although users are responsible for ensuring their own use of supplier contact details complies with applicable law purposes.
9. Who We Share Personal Data With
We share personal data where needed to provide, operate and improve QuoteRun. This may include sharing data with:
Supabase:
– We use Supabase for authentication, database, storage and Edge Functions.
– Supabase may process account data, profile data, app records, attachments, authentication data and related technical information as our service provider/processor.
– Where Supabase processes user-entered customer, supplier, job, quote, order, email or attachment data, it does so as a service provider helping us provide the QuoteRun service.
Postmark:
– We use Postmark to send quote, order and follow-up emails and to receive supplier replies.
– Postmark may process email addresses, sender and recipient details, email content, attachments, delivery metadata and inbound reply data as our service provider/processor.
– Where Postmark processes user-entered supplier, customer, quote, order or email content, it does so to provide email sending, delivery, inbound reply and related transactional email services.
Payment provider:
– If subscriptions or paid features are introduced, payment and billing data may be processed by a payment provider.
– Any payment provider will act as a service provider/processor or independent controller depending on its role and terms.
Analytics provider:
– If analytics are introduced, usage and device data may be processed to understand and improve the service. Where required, we will provide appropriate choices or obtain consent.
– Any analytics provider will be used under appropriate terms and safeguards.
App stores:
– App stores may process account, device, purchase or subscription data under their own terms and privacy notices.
Professional advisers and authorities:
– We may share information with accountants, legal advisers, insurers, regulators, law enforcement or courts where reasonably necessary.
Business transfers:
– If QuoteRun or its assets are sold, merged, reorganised or transferred, personal data may be shared as part of that process, subject to appropriate safeguards.
Suppliers and recipients:
– When users send quote requests, order confirmations or follow-ups, relevant personal data is shared with the chosen supplier or recipient as part of the communication.
We do not sell personal data. We may share personal data where necessary to provide the service, comply with law, protect rights, or operate our business
10. International Transfers
Some of our service providers, including Supabase, Postmark, future payment providers, analytics providers or app stores, may process personal data outside the UK.
Where personal data is transferred internationally, we will take steps intended to ensure that appropriate safeguards are in place where required by UK data protection law. These safeguards may include adequacy regulations, standard contractual clauses, the UK International Data Transfer Agreement, the UK Addendum or other lawful transfer mechanisms.
We do not currently state that all data is stored only in the UK, unless and until this is confirmed for the relevant services and configurations.
11. How Long We Keep Data
We keep personal data for as long as reasonably necessary for the purposes described in this policy, including to provide QuoteRun, maintain records, comply with legal obligations, resolve disputes and enforce agreements.
Account and profile data is usually kept while the account remains active and for a reasonable period afterwards where needed for legal, accounting, security, support or dispute purposes.
Customer, supplier, job, quote, order, email and attachment data is usually kept while the user’s account remains active, unless deleted earlier by the user or in line with product features.
Deleted jobs and quotes may be retained for 60 days before permanent deletion. This retention period helps support recovery, audit and safety features. Data may not be deleted instantly when a user deletes a job or quote.
Email logs, outbound emails, inbound replies, attachments and metadata may be retained where needed to provide communication history, troubleshoot delivery, evidence order communication or comply with legal or business requirements.
If future subscription or payment features are introduced, billing and transaction records may be kept for the periods required by tax, accounting and financial rules.
We may retain anonymised or aggregated information that no longer identifies individuals
12. Security
We use reasonable technical and organisational measures designed to protect personal data. These may include authentication controls, access controls, service provider security features, storage controls, operational monitoring and backup or recovery processes.
No system can be guaranteed to be completely secure. Users are responsible for keeping their login details safe, using secure devices and only giving account access to authorised people.
If you believe your account or data may have been compromised, please contact us as soon as possible at support@quoterun.co.uk
13. Your Rights
Depending on the circumstances and subject to legal conditions, you may have rights under UK data protection law, including the right to:
– Access your personal data.
– Correct inaccurate or incomplete personal data.
– Request deletion of personal data.
– Restrict processing of personal data.
– Object to processing based on legitimate interests.
– Receive a copy of certain personal data in a portable format.
– Withdraw consent where processing is based on consent.
– Complain to the Information Commissioner’s Office.
To exercise your rights, contact us at support@quoterun.co.uk. We may need to verify your identity before responding.
If you are a customer or supplier of a QuoteRun user, the user may be the controller of your personal data. In some cases, we may need to refer your request to that user or handle it in cooperation with them
14. Account Deletion And Data Deletion
Users may request account deletion by contacting us at support@quoterun.co.uk or through any account deletion feature made available in the app.
Deleting an account may result in deletion or deactivation of profile data, customer records, supplier records, jobs, quotes, orders, emails, attachments and related app data, subject to retention needed for legal, accounting, security, backup, dispute or legitimate business purposes.
Deleted jobs and quotes may be retained for 60 days before permanent deletion. Other records may also remain for a limited period in backups, logs, audit records or service provider systems.
We may be unable to delete data that we are legally required or permitted to keep, such as payment, tax, audit, security or dispute records.
Users should export or save any information they need before requesting deletion, where export features are available.
15. Children
QuoteRun is intended for business users and is not intended for children. Users should not create accounts for children or knowingly enter children’s personal data into QuoteRun unless they have a lawful basis and all required permissions to do so.
If you believe a child has provided personal data to us without appropriate permission, please contact us at support@quoterun.co.uk.
16. Changes To This Policy
We may update this policy from time to time. If we make material changes, we may notify users through the app, by email or by another appropriate method.
The latest version will be available at https://quoterun.co.uk/privacy. The effective date at the top of the policy shows when it was last updated.
We may ask users to accept updated Terms & Conditions or Privacy Policy versions where appropriate
17. Contact Details
If you have questions about this policy or how QuoteRun handles personal data, contact:
QuoteRun
Contact: support@quoterun.co.uk
Website: https://quoterun.co.uk
18. Complaints
We would appreciate the chance to deal with any privacy concerns first. Please contact us at support@quoterun.co.uk.
You also have the right to complain to the UK Information Commissioner’s Office:
Information Commissioner’s Office
Website: https://ico.org.uk/
Telephone: 0303 123 1113
If you are outside the UK, you may also have the right to contact your local data protection authority.