Privacy notice

Who we are

QuotePilot is operated by Octopus Consultants Ltd. Octopus Consultants Ltd is a private limited company registered in England and Wales under company number 13467572. Its registered office is 47 Fordh Talgarrek, Truro, TR1 2FJ and its VAT registration number is 405136924. For the account, website, billing, support, security and product-improvement information described below, Octopus Consultants Ltd is the data controller.

Our role when a customer requests a quote

The trade business receiving a customer request is normally the controller responsible for deciding how that customer information is used. QuotePilot processes the request for that business so it can receive enquiries, prepare quotes and keep the related history. QuotePilot may also act as a controller for limited platform security, fraud prevention and legal-compliance information. Questions about the trade service itself or the business's use of a request should be directed to that business.

Information we collect

Trader information may include identity and contact details, login identifiers, business profile and branding, service catalogues, quotes, customer communications, feedback, subscription plan, status and provider references, and technical or security records. QuotePilot does not receive or store full card or bank payment details entered at hosted subscription checkout.

Customer request information may include name, email address, phone number, job address, postcode, requested work, measurements, notes, photographs, quote responses and related communications.

Where information comes from and when it is required

We receive information directly from account holders, authorised team members and customers who submit an enquiry or respond to a quote. A trade business may add or update its own customer and job records. Supabase, Render, Resend and Mollie provide limited authentication, hosting, email-delivery, payment-status and technical records, and QuotePilot creates security and activity records when the service is used. Account, contact and checkout information marked as required is needed to create or administer an account, answer an enquiry, provide the requested service or complete a subscription. If it is not provided, the relevant account, enquiry, communication or subscription may not be available. Optional fields may be left blank.

How we use information

We use information to create and administer accounts, provide the enquiry and quoting service, deliver messages and documents, maintain records requested by users, secure and troubleshoot the platform, prevent misuse, respond to support requests, meet legal obligations and improve QuotePilot. We do not sell personal information.

Our lawful bases

We process trader account information where it is necessary to provide the contracted service or take requested steps before a contract. We may rely on legitimate interests for platform security, service administration, fraud prevention and proportionate product improvement, and on legal obligation where the law requires processing. We rely on consent only where a genuine optional choice is offered, such as certain marketing or non-essential technologies. Consent can be withdrawn at any time.

Who receives information

Customer request information is shared with the trade business selected by the customer. We also use carefully selected providers for hosting and database services, authentication, file storage, transactional email, monitoring and subscription payments. Current core providers include Supabase for authentication, database and private file storage, Render for application hosting, Resend for transactional email, and Mollie for hosted subscription checkout and recurring payment processing. Providers may process information only for the services they supply to us and under appropriate contractual controls. We may disclose information where required by law or to protect legal rights and platform security.

International transfers

Some service providers may process information outside the United Kingdom. Where this happens, we assess the transfer mechanism and use applicable safeguards, such as UK adequacy regulations or approved contractual protections. Contact privacy@quotepilot.uk for more information about safeguards relevant to your data.

How long we keep information

We keep account and operational records while an account is active and afterwards only for as long as needed to provide requested history, handle closure, resolve disputes, establish or defend legal claims, meet accounting or other legal duties, and protect legitimate interests. Quote, invoice and customer-request records held as processor are retained according to the trade business's instructions, subject to legal requirements and normal backup expiry. We set shorter periods for security logs, support records and submission-protection data according to their purpose and risk. When deciding a period we consider the record's purpose, sensitivity, contractual and legal requirements, limitation periods and whether it can be deleted or anonymised. Contact privacy@quotepilot.uk for information about the period relevant to your data.

How we protect information

We use access controls, authenticated business boundaries, private storage, signed or server-mediated asset access, encrypted network connections, input validation, audit records and operational safeguards designed to protect personal information. No online service can guarantee absolute security, but we review and improve these measures as QuotePilot develops.

Cookies and similar technologies

QuotePilot currently uses only technologies needed to provide and secure the service, including an authentication session cookie. These are not used for advertising. If we introduce analytics, marketing or other non-essential technologies, we will explain them and request consent where required before using them.

Automated decisions

QuotePilot uses rules to verify subscription payment status, control account access and help prevent misuse. We do not use solely automated processing to make decisions about individuals that have legal or similarly significant effects. If this changes, we will explain the logic, likely effect and available safeguards before the processing begins.

Your data protection rights

Depending on the circumstances and lawful basis, you may have rights to access, correct, erase or restrict processing, receive portable data, and withdraw consent. Contact privacy@quotepilot.uk to exercise a right. If your request concerns information controlled by a trade business, we may direct or pass the request to that business and assist it in responding. We may need to verify your identity before acting.

Your right to object

You have the right to object to processing based on legitimate interests, including our legitimate interests in platform security, service administration, fraud prevention and proportionate product improvement. Tell us what processing you object to and why by contacting privacy@quotepilot.uk. We will stop unless we can demonstrate compelling legitimate grounds that override your interests, rights and freedoms, or the processing is needed for legal claims. You can always object to direct marketing; QuotePilot does not currently use personal information for direct marketing.

Questions and complaints

Please contact privacy@quotepilot.uk first so we can try to resolve your concern. You also have the right to complain to the UK Information Commissioner's Office at ico.org.uk or by using the contact details published by the ICO.

Changes to this notice

We may update this notice when QuotePilot, our providers or legal requirements change. The effective date identifies the version currently in force. We will give account holders appropriate notice of material changes.