Privacy Policy

1. Who We Are

TradeKwote is an AI-powered quote generator for UK tradespeople, operated by John Parlanti, trading as TradeKwote. John Parlanti is the data controller for the personal data described in this policy. Contact: hello@tradekwote.com

2. What Data We Collect

• Email address (when you register)
• Business details (company name, phone, address — entered voluntarily in settings)
• Quote data (job descriptions, customer names, addresses, line items)
• Payment information (processed securely by Stripe — we never store card details)
• Usage data (quotes generated, plan type)
• IP address and browser fingerprint — when you generate a quote we store your IP address with it, and we record a fingerprint of your browser (a code made from basic details such as its type, language, screen size and time zone). We use these only to spot people creating several accounts to get extra free quotes (see section 3)
• Voice recordings — only if you choose to use Dictate on the quote form (see section 5)
• Referral records — if you share your referral link or sign up through someone else's, we record which account referred which, and any free months earned. The person who referred you sees only a count of people who joined, never your name or details. To stop people referring themselves, we also check the device used (a random identifier stored in your browser, and basic browser details)
• Job photos — only if you add them to a quote. They are stored privately (not publicly accessible), are not shown to your customer, and are sent to an AI model provider via our platform provider Base44 to help write your quote.

3. How We Use Your Data

• To provide the TradeKwote service
• To generate and store your quotes
• To write your quotes and follow-up emails: the job details you enter (such as notes, line items and customer names) are sent to an AI model provider, via our platform provider Base44, to produce that text
• To prevent misuse of the free plan: we compare IP addresses and browser fingerprints to spot the same person creating several accounts to get extra free quotes. This is in our legitimate interest of keeping the service fair and affordable. They are kept with your quote and device records and deleted when you delete your account (see section 8)
• To process payments via Stripe, or through the App Store or Google Play if you subscribe in our iPhone or Android app
• To send essential service emails (e.g. payment confirmation) and the emails you ask us to send for you, such as quote follow-ups to your customers
• We do not sell your data to third parties
• We do not use your data for advertising

4. Data Storage & Security

• Your data is stored securely using industry-standard encryption
• Data is hosted on cloud servers in the European Union (EU), except voice recordings sent for transcription (see section 5)
• Payment processing is handled by Stripe who are PCI DSS compliant
• We do not store your card details — these are processed entirely by Stripe
• Quote and invoice data is accessible only to you and members of your team

5. Voice Dictation

The Dictate button on the quote form lets you speak your job notes instead of typing them. It only records while you are dictating, for up to 2 minutes at a time, and only after you give your device or browser permission to use the microphone.

• Your recording is sent securely to OpenAI, which converts it to text on our behalf. OpenAI acts as our data processor under its Data Processing Addendum, which applies to our use of its API, and may process the recording in the United States, with appropriate safeguards for international transfers in place.
• We do not store your recording. It is passed straight to OpenAI and is not saved to your account, our database or our file storage.
• OpenAI does not use recordings sent through its API to train its models, and we have switched off API logging and optional data sharing with OpenAI. OpenAI may still keep recordings for up to 30 days to detect abuse, then deletes them.
• Only the resulting text is returned to you. It is added to your job notes, where you can edit or delete it, and is then treated like the rest of your quote data.
• We use dictation only to provide the feature you asked for. You can always type your notes instead.
• Please don't record customers or other people without their knowledge.

6. Your Rights (UK GDPR)

You have the right to:

• Access the data we hold about you
• Request correction of inaccurate data
• Request deletion of your account and data
• Export your data

To exercise these rights email: hello@tradekwote.com. You also have the right to complain to the Information Commissioner's Office (ICO), the UK data protection regulator, at ico.org.uk. TradeKwote's ICO registration number is ZC239844.

7. Cookies

We use essential cookies and similar browser storage to keep you signed in and to remember choices you make on this device. These are always on, because the service doesn't work without them. With your permission, we also use Google Analytics cookies to understand how people use TradeKwote, such as which pages are visited, so we can improve it. Google processes this information for us and may do so in the United States, with appropriate safeguards in place. These cookies are only set if you choose Accept on our cookie banner, and you can change your choice at any time. We do not use advertising cookies. In the TradeKwote iPhone and Android apps we do not run Google Analytics or any advertising or tracking code, so the app does not ask about cookies. We do not track you across other companies' apps or websites.

8. Data Retention

We retain your data for as long as your account is active. If you delete your account, your personal data, including your account and its records (quotes, invoices, customers, templates and usage records), and files you uploaded, such as job photos and your business logo, are permanently deleted within 30 days of your request. In the meantime, job photos stay in private storage, where they can't be viewed or downloaded by anyone outside TradeKwote and our platform provider.

9. Services We Use

We use these companies to run TradeKwote. Each only receives the data it needs to do its job:

• Base44, our platform provider, which hosts TradeKwote and runs the AI model that helps write your quotes (see sections 2 to 4)
• Stripe, which processes card payments on our website
• Apple (App Store) and Google (Google Play), which take payment and manage your subscription if you subscribe in our iPhone or Android app. RevenueCat, a subscription service, receives your TradeKwote user ID and your purchase status so we can unlock the right plan for you
• Resend, which sends our emails for us, such as verification emails, quote notifications, follow-ups to your customers and referral emails. It receives the recipient's email address and the content of the email
• OpenAI, which turns your voice into text if you use Dictate (see section 5)
• Google Analytics, on our website only and only if you accept analytics cookies (see section 7). It does not run in our iPhone or Android apps
• Google Fonts, which supplies the fonts we use. Your browser fetches them from Google's servers when a page loads, so Google receives your IP address and basic browser details

Some of these companies may process data outside the UK, with appropriate safeguards in place.

10. Your Customers' Details

When you add your own customers' details to TradeKwote, such as their names, addresses, email addresses and phone numbers, you decide why and how they are used. That makes you responsible for that information (the data controller). That includes having a lawful reason to use it and telling your customers how you use it. We only process it on your behalf to provide TradeKwote to you, for example to produce your quotes and invoices and to send the emails you ask us to send. We don't use your customers' details for anything else. If you delete your account, they are deleted as described in section 8.

11. Contact

For any privacy queries contact: John Parlanti, trading as TradeKwote, at hello@tradekwote.com