Terms of Service

About these terms

By creating an account or using QuotePilot, you agree to these terms on behalf of yourself and, where applicable, the business you represent. These terms apply to the QuotePilot platform. They do not form the contract for trade work between a trade business and its customer.

Business use and authority

QuotePilot is intended for people acting for a trade or other business. You must be at least 18 and authorised to bind the business associated with the account. You must provide accurate information and keep it reasonably current.

Accounts and security

You are responsible for protecting login credentials, controlling access to your account and telling us promptly about suspected unauthorised use. You must not share access outside your business or attempt to bypass account, seat, security or usage controls.

QuotePilot's role

QuotePilot provides software for receiving requests, preparing and sending quotes, recording responses and managing related information. We are not the trade contractor, customer, surveyor, payment guarantor or party responsible for the quality, safety, legality, pricing or completion of trade work. Each trade business is responsible for its customer relationship, professional obligations and the accuracy of its quotes.

Customer information and data protection

A trade business is responsible for having a lawful basis to use customer information, providing any privacy information required of it, responding to customer rights and instructing QuotePilot lawfully. QuotePilot processes customer information to provide the service and under the data-processing provisions associated with these terms. You must not upload information you are not entitled to use.

Data processing terms

Where the trade business is the controller and QuotePilot is its processor, these terms are the controller's documented instruction for us to host, organise, transmit, back up, retrieve and delete customer enquiry, contact, job, photo, communication, quote, invoice and response information for the duration of the account and applicable retention period. Data subjects are the business's customers, prospective customers and authorised users.

We will process that information only to provide and secure QuotePilot or as required by UK law, and will tell the business before legally required processing unless the law prohibits notice. We will ensure people authorised to process it are subject to confidentiality; apply appropriate technical and organisational security measures; assist reasonably with data-subject requests, security duties, personal-data breaches, impact assessments and regulator consultation; notify the business without undue delay after becoming aware of a personal-data breach affecting its information; and make available information reasonably necessary to demonstrate these obligations, including allowing reasonable audits or inspections on proportionate notice. We will tell the business if, in our opinion, an instruction infringes applicable data-protection law.

At account closure, at the business's choice, we will delete or return processor-held information and delete copies, subject to UK legal retention duties and protected data awaiting normal backup expiry. The business remains responsible for its instructions, the lawfulness and accuracy of submitted information, and giving required notices to customers.

Subprocessors

You authorise us generally to use subprocessors needed to provide QuotePilot. Current core subprocessors 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. We impose the same relevant Article 28 data-protection obligations on subprocessors and remain responsible for our processor obligations. We will publish or notify account holders of material subprocessor changes and provide a reasonable opportunity to raise a data-protection objection before a new subprocessor handles customer information where practicable.

Acceptable use

You must not use QuotePilot unlawfully, deceptively, abusively or to send spam; upload malicious, infringing or inappropriate material; interfere with platform operation; probe security without written permission; impersonate another person or business; or use customer information for an unrelated purpose without an appropriate lawful basis.

Quotes and records

You are responsible for reviewing every quote before sending it, including the scope, price, VAT treatment, dates, terms and customer details. QuotePilot may calculate or prefill information from your settings, but this does not replace professional judgement. Electronic acceptance records a customer's response in QuotePilot; you remain responsible for deciding the legal effect of that response and for any separate consumer information or cancellation rights that apply to the work.

Service availability and changes

We aim to provide a reliable service but do not promise uninterrupted or error-free availability. Maintenance, provider failures, security events and circumstances outside reasonable control may affect access. We may improve, replace or withdraw features where reasonably necessary and will try to give appropriate notice of material changes.

Content and intellectual property

You retain ownership of business and customer content you submit and give us the limited permission needed to host, process, display, transmit and back it up to provide QuotePilot. QuotePilot software, branding and platform materials remain owned by us or our licensors. Feedback may be used to improve the service without identifying you publicly.

Trials, charges and payments

New accounts receive the trial period shown when they register. After the trial, the account owner may choose the monthly plan at £12 including VAT (£10 excluding VAT) or the annual plan at £120 including VAT (£100 excluding VAT) for twelve months. The price, included VAT and billing period are shown again before checkout. Subscriptions renew automatically for the same billing period until cancelled. Subscription payments are processed through Mollie's hosted checkout; QuotePilot does not receive or store full card or bank payment details. Charges for a billing period that has started are non-refundable except where required by law or expressly agreed by us.

Suspension, cancellation and data export

The account owner may cancel renewal from the Billing page. Cancellation stops future renewal charges and paid access continues until the end of the current paid period. You may also stop using QuotePilot and request account closure. We may restrict or suspend access where reasonably necessary for security, legal compliance, non-payment, serious misuse or material breach. Where practicable, we will explain the reason and allow a reasonable opportunity to remedy it. Data export, retention and deletion remain subject to legal duties, backup cycles and the Privacy Notice.

Responsibility and liability

Nothing in these terms excludes liability that cannot lawfully be excluded, including liability for fraud or fraudulent misrepresentation and death or personal injury caused by negligence. Subject to that, each party is responsible for reasonably foreseeable loss caused by its breach. QuotePilot is not responsible for trade work, customer conduct, business decisions, inaccurate user-provided information or losses caused by unauthorised account use that you failed to report. To the extent permitted by law, our total liability arising from QuotePilot in any twelve-month period is limited to the subscription charges paid for that period.

Changes to these terms

We may update these terms to reflect service, legal, security or commercial changes. The effective date identifies the current version. We will notify account holders of material changes and request renewed acceptance where appropriate.

Governing law

These terms are governed by the law of England and Wales. The courts of England and Wales will have jurisdiction, except where mandatory law requires otherwise.

Contact

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. Contact support@quotepilot.uk for service or terms questions and privacy@quotepilot.uk for privacy matters.