Privacy Policy

Effective Date: 1 March 2026

TradeQuoteAI ("we", "us", or "our") operates the website tradequoteai.com and provides a quote and invoice management platform for UK tradesmen. This Privacy Policy explains how we collect, use, store, and protect your personal information when you use our service.

By using TradeQuoteAI, you agree to the collection and use of information as described in this policy. If you do not agree, please do not use our service.

1. Information We Collect

Information You Provide

When you register for an account or use our service, we may collect:

  • Your name, email address, and phone number
  • Your business name, address, and trade type (e.g. plumber, electrician, handyman)
  • Your business logo, VAT number, and company registration details
  • Client information you add to the platform (names, addresses, contact details)
  • Quote and invoice data, including line items, pricing, and notes
  • Account login credentials (your password is securely hashed and never stored in plain text)

Information Collected Automatically

When you use our service, we automatically collect:

  • IP address and browser type
  • Pages visited and actions taken within the application
  • Device type and operating system
  • Date and time of access
  • Referring website or link

2. How We Use Your Information

We use the information we collect to:

  • Provide, operate, and maintain your account and our service
  • Generate quotes, invoices, and PDF documents on your behalf
  • Process and manage your subscription and billing
  • Send you service-related communications (e.g. account confirmations, billing reminders, security alerts)
  • Respond to your support requests and enquiries
  • Improve our platform, fix bugs, and develop new features
  • Monitor usage patterns to ensure service stability and security
  • Comply with legal obligations

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

3. Data Storage & Security

Your data is stored on secure servers. We implement appropriate technical and organisational measures to protect your personal information against unauthorised access, alteration, disclosure, or destruction.

These measures include:

  • Encrypted connections (HTTPS/TLS) for all data transmitted between your browser and our servers
  • Secure password hashing using industry-standard algorithms
  • Regular security updates and monitoring
  • Access controls limiting who can view your data internally
  • Regular backups to prevent data loss

While we take reasonable steps to protect your information, no method of electronic storage or transmission is 100% secure. We cannot guarantee absolute security.

4. Payment Processing

All subscription payments for TradeQuoteAI are processed by LemonSqueezy, which acts as our Merchant of Record. This means LemonSqueezy handles all payment processing, billing, VAT/tax collection, and refunds on our behalf.

When you subscribe to a paid plan, your payment details (such as credit/debit card information) are collected and processed directly by LemonSqueezy. We do not store your full card number or payment details on our servers.

We may receive limited billing information from LemonSqueezy, such as your subscription status, plan type, and transaction history, to manage your account.

For more information on how LemonSqueezy handles your data, please review their Privacy Policy.

5. Cookies

We use cookies and similar technologies to keep you signed in, remember your preferences, and ensure the application functions correctly.

The types of cookies we use include:

  • Essential cookies: Required for the service to work (e.g. session cookies for authentication). These cannot be disabled.
  • Functional cookies: Used to remember your settings and preferences within the application.
  • Analytics cookies: Help us understand how the service is used so we can improve it. These are anonymised where possible.

You can manage cookie preferences through your browser settings. Disabling essential cookies may prevent you from using parts of the service.

6. Third-Party Services

We may use the following third-party services to operate and improve TradeQuoteAI:

  • LemonSqueezy - Payment processing and subscription management (Merchant of Record)
  • Email delivery services - To send transactional emails such as quote/invoice notifications and account alerts
  • Hosting providers - To host our application and store your data securely
  • Analytics tools - To understand usage patterns and improve the service

These third-party providers only have access to the data necessary to perform their specific functions and are obligated to protect your information in accordance with applicable data protection laws.

7. Your Rights (UK GDPR)

As a UK-based service, we comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. You have the following rights regarding your personal data:

  • Right of access: You can request a copy of the personal data we hold about you.
  • Right to rectification: You can ask us to correct any inaccurate or incomplete data. You can also update most information directly through your account settings.
  • Right to erasure: You can request that we delete your personal data. We will do so unless we have a legal obligation to retain it.
  • Right to restrict processing: You can ask us to limit how we use your data in certain circumstances.
  • Right to data portability: You can request your data in a structured, commonly used, machine-readable format.
  • Right to object: You can object to the processing of your data where we rely on legitimate interests as our legal basis.
  • Right to withdraw consent: Where processing is based on your consent, you can withdraw it at any time.

To exercise any of these rights, please contact us at hello@tradequoteai.com. We will respond to your request within 30 days.

If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.

8. Data Retention

We retain your personal data for as long as your account is active or as needed to provide you with our service. Specifically:

  • Account data: Retained for the lifetime of your account. If you delete your account, we will remove your personal data within 30 days, unless required by law to retain it.
  • Quotes and invoices: Retained while your account is active. You can delete individual quotes and invoices at any time through the application.
  • Client data: Retained while your account is active. You can delete client records at any time.
  • Activity logs: Retained for up to 12 months for security and troubleshooting purposes.
  • Billing records: Retained for up to 7 years as required by UK tax and accounting regulations.

After account deletion, we may retain anonymised, aggregated data that cannot be used to identify you for analytical purposes.

9. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. When we make changes, we will update the "Effective Date" at the top of this page.

For significant changes, we will notify you by email or through a notice within the application. We encourage you to review this policy periodically.

Your continued use of TradeQuoteAI after any changes to this policy constitutes your acceptance of the updated terms.

10. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or how we handle your data, please contact us:

We aim to respond to all enquiries within 48 hours.