Privacy Policy

1. What this policy covers

This policy explains how ProperQuote handles personal information when you use the ProperQuote website, web app, mobile app, customer support or related services.

ProperQuote is designed for tradespeople and small trade businesses to create and manage quotes, invoices, customers and job information.

For information you provide about your own account or business, ProperQuote LTD generally acts as the data controller.

Where you enter personal information about your own customers, clients or contacts into ProperQuote, your business will normally be the data controller for that information and ProperQuote LTD will process it on your behalf in order to provide the service.

2. Information we may collect

Depending on how you use ProperQuote, we may process:

• your name, email address and account details;
• business name, business address, contact details and branding information;
• customer or client names, email addresses, postal addresses and other contact details that you enter;
• quote, invoice, job, pricing, tax, VAT, CIS, payment-term and project information;
• documents and content you create, preview, export or send through ProperQuote;
• support requests, feedback and correspondence;
• technical information needed to operate and secure the service, such as device or session identifiers, app version, browser/device type and diagnostic information;
• a device identifier stored locally by the native app; the current local workspace does not send it to a ProperQuote server;
• Apple-verified subscription status and transaction information used on the device to determine Pro access;
• Sign in with Apple account information where you choose to use Sign in with Apple once that feature is enabled.

We do not sell personal information to advertisers and ProperQuote is not designed around advertising tracking.

3. How we use personal information

We may use personal information to:

• create and manage your ProperQuote account;
• save and sync quotes, invoices, customers, jobs and business settings;
• calculate and display quote and invoice values;
• generate, preview, export and send PDF documents;
• send service-related emails and documents at your request;
• provide customer support and respond to feedback;
• maintain security, prevent abuse and investigate technical problems;
• improve the reliability, usability and performance of ProperQuote;
• comply with legal, tax, accounting, regulatory or dispute-resolution obligations;
• provide optional notifications or communications you have chosen to receive.

4. Lawful bases

Under UK data protection law, we must have a lawful basis for processing personal information.

Depending on the purpose, we may rely on:

• Contract — where processing is necessary to provide ProperQuote and the features you ask us to use;
• Legitimate interests — for operating, securing, troubleshooting and improving ProperQuote, provided those interests are not overridden by your rights;
• Legal obligation — where we need to retain or disclose information to meet a legal or regulatory requirement;
• Consent — where the law requires consent, for example for certain optional communications or permissions.

Where we rely on legitimate interests, those interests include maintaining a secure and reliable service, preventing misuse, supporting users and improving the product.

5. Customer information entered by tradespeople

ProperQuote users may enter personal information about their own customers or clients in order to prepare quotes, invoices and other business records.

If you are a ProperQuote business user, you are responsible for ensuring that you have an appropriate lawful basis for entering and using your customers' personal information in ProperQuote and for providing any privacy information you are required to give them.

ProperQuote LTD processes this information only as needed to provide, secure and support the service, unless we are required by law to do otherwise.

6. Local storage and cloud processing

The current native iPhone and iPad workspace stores business details, customers, quotes and invoices on the device. PDFs are generated on the device. These records do not automatically sync with the web app or other devices, and local workspace use does not require a ProperQuote login.

Use More → Backup & restore to export a separate backup. A backup contains business and customer records; any file service or destination you choose will handle that exported copy under its own policies. Importing a backup replaces local records and keeps a local recovery copy.

Some ProperQuote data may be stored locally on your device or in your browser, including draft information, app settings and technical identifiers.

Where account syncing or online features are enabled, information may also be processed on ProperQuote systems or by service providers acting on our behalf.

The native app is designed to support offline-first local drafts. Production account syncing and Sign in with Apple are enabled only when the supported server-side identity and session flow is available.

7. Service providers and sharing

We may use trusted service providers to help operate ProperQuote, for example for:

• hosting and infrastructure;
• email and PDF delivery;
• authentication and account security;
• monitoring, diagnostics and technical support;
• backups and service continuity.

The web app uses Resend for transactional document emails. The native iPhone and iPad app instead opens the device’s Mail composer or share sheet; the email provider or sharing destination you choose handles the content you send.

We only share personal information where it is reasonably necessary to provide the service, comply with the law, protect our rights or users, or complete a business transaction such as a merger or acquisition.

Apple handles native in-app subscription purchases and payment details. The native app checks Apple-verified subscription information on the device to determine access. The current app does not upload subscription receipts or transaction IDs to a ProperQuote server. Apple processes purchase information under its own privacy policy.

We do not sell personal information.

8. International transfers

Some service providers may process information outside the United Kingdom.

Where personal information is transferred internationally, we will use a lawful transfer mechanism required by UK data protection law and take reasonable steps to ensure the information remains protected.

9. How long we keep information

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, including to provide the service, maintain security, resolve disputes and meet legal, tax or accounting obligations.

Account and business records may therefore be retained while your account is active and for a reasonable period afterwards where required for legal or operational reasons.

Where you delete records, we aim to remove them from active systems promptly. Residual copies may remain for a limited period in backups before they are overwritten or deleted in the normal backup cycle.

10. Your rights

Depending on the circumstances, UK data protection law may give you rights to:

• ask for access to your personal information;
• ask us to correct inaccurate information;
• ask us to delete personal information;
• ask us to restrict how information is used;
• object to certain processing;
• receive certain information in a portable format;
• withdraw consent where processing is based on consent.

To exercise a privacy right, email info@properquote.app. We may need to verify your identity before completing a request.

If the request concerns information entered into ProperQuote by a tradesperson or business about one of their own customers, we may need to direct the request to that business because they may be the relevant data controller.

11. Account export and deletion

For the native app, export a backup in More → Backup & restore and delete local records using More → Delete my ProperQuote data. Deletion does not recall exported backups, PDFs or sent emails, delete web-workspace records, or cancel an Apple subscription.

Web users can use the signed-in controls on our Delete data page. That page also explains the native-app process.

You may also contact info@properquote.app to request access to, deletion of or other action concerning your ProperQuote account information.

12. Security

We use reasonable technical and organisational measures designed to protect personal information against accidental loss, misuse, unauthorised access, alteration or disclosure.

No online service can guarantee absolute security, so you should also protect your device, account credentials and access to your email account.

13. Children

ProperQuote is a business productivity service and is not intended for children.

We do not knowingly design the service to collect personal information from children for consumer or entertainment purposes.

14. Automated decisions

ProperQuote performs calculations and business-document processing, but it is not designed to make solely automated decisions about individuals that produce legal or similarly significant effects.

15. Changes to this policy

We may update this Privacy Policy as ProperQuote develops or as legal requirements change.

When we make material changes, we will update the date at the top of this page and, where appropriate, provide additional notice.

16. Contact and complaints

For privacy questions or requests, contact:

Users also have the right to complain to the Information Commissioner's Office (ICO) if unhappy with how personal information has been handled.