Privacy Policy

Who we are

QuotePilot is an AI-powered quoting tool for UK tradespeople. We take your privacy seriously. This policy explains what data we collect, why, and how it is protected.

What data we collect

• Account data — your email address and password (hashed) when you sign up
• Business data — your business name, trade, phone number, and logo if you add them
• Quote data — job descriptions, customer names, addresses, line items, and totals you create
• Voice recordings — audio you record is sent to OpenAI for transcription and then discarded. We do not store raw audio files on our servers.
• Transcripts and AI prompts — the text of your job descriptions is sent to OpenAI to generate structured quotes. OpenAI may retain this data according to their own privacy policy.
• Payment data — billing is handled by Stripe (web) or Apple (iOS app). We do not store card numbers — only your Stripe customer ID, subscription status, and Apple transaction identifiers.
• Usage data — how many quotes you have sent each month, for billing purposes

AI features and your data

QuotePilot uses OpenAI to transcribe your voice recordings and generate quote content. When you use these features, your audio and job description text are transmitted to OpenAI's servers for processing. OpenAI does not use API data to train their models by default. Please review OpenAI's Privacy Policy for full details on their data handling.

By using the voice-to-quote and AI generation features, you consent to your audio and text being transmitted to OpenAI for processing.

Customer data you enter

When you create quotes, you may enter your customers' names, addresses, and email addresses. You are the data controller for this information. We process it only to provide the quoting service on your behalf. Your customers can view their quotes via a secure link — we do not contact them except when you explicitly send them a quote.

How we use your data

• To provide and improve the QuotePilot service
• To send transactional emails (quote delivery, accept/decline notifications)
• To process subscription payments via Stripe or Apple
• To provide customer support

We do not sell your data to third parties. We do not use your data for advertising.

Third-party services

• Supabase — database and authentication
• OpenAI — voice transcription (Whisper) and AI quote generation (GPT-4o). Your audio and text are transmitted to OpenAI and processed under their privacy policy.
• Stripe — payment processing for web subscriptions
• Apple — in-app purchase processing for iOS subscriptions
• Resend — transactional email delivery
• Vercel — hosting and serverless functions

Data retention

We keep your data for as long as your account is active. If you delete your account, your business profile, quotes, customers, and price book are permanently removed. Quote data visible to your customers (via their link) is removed at the same time. We cannot guarantee removal of data from third-party providers (OpenAI, Stripe, Apple) — please review their respective policies.

Your rights (UK GDPR)

Under UK GDPR you have the right to access, correct, export, or delete your personal data at any time. You can delete your account directly from Settings. For other requests, contact us at support@demandpilot.co.uk or via the in-app support chat.

Cookies

We use a single session cookie to keep you logged in. We do not use advertising or tracking cookies.

Right to complain

If you believe we have not handled your personal data in accordance with UK GDPR, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk/make-a-complaint or by calling 0303 123 1113.

Contact

For privacy questions, contact us at support@demandpilot.co.uk or via the in-app support chat.