Privacy policy
This policy explains what personal data SOR Quote Desk collects, why, and what rights you have. SOR Quote Desk is a trading name of [COMPANY NAME] Ltd, registered in England and Wales (company no. [COMPANY NO.]), registered office [REGISTERED ADDRESS]. We are registered with the Information Commissioner's Office, registration number [ICO NO.].
Questions about this policy or your data: reuben@sorquotedesk.co.uk.
Our two roles
We handle personal data in two different capacities, and the rules differ for each.
- As a controller: for information about our clients and prospective clients, such as your name, work email and company. We decide how this is used, and this policy covers it in full.
- As a processor: for any personal data inside scopes, notes, photos or works orders you send us to price, for example a tenant's address. Your company (or your client landlord) is the controller of that data. We only use it to price your jobs, under your instructions and our terms of service.
We ask every client to remove tenant names, contact details and other personal information from scopes before sending them. If some gets through, we treat it as described in "Data in scopes you send us" below.
What we collect and why
| Data | Why we use it | Lawful basis |
|---|---|---|
| Name, company, work email, phone number | To reply to enquiries, deliver free samples and quotes, and manage your account | Contract, or steps before entering one |
| Billing details (handled by Stripe) | To take payment for plans, packs and add-ons | Contract |
| Invoices and payment records | To keep accounts and meet tax obligations | Legal obligation |
| Usage records (quotes requested, turnaround times) | To track your allowance and send monthly usage reports | Contract |
| Business contact details from public sources (for example a company website or LinkedIn) | To contact businesses that may benefit from our service | Legitimate interests |
| Emails and messages you send us | To answer you and improve the service | Legitimate interests |
You can opt out of marketing emails at any time using the link in any email or by writing to us. We will then stop, and keep only a note of your address so we don't contact you again.
Data in scopes you send us
This section also covers timesheets, invoices and cost records you send for a profitability check. Where possible, please identify operatives by trade or role rather than by name.
When we act as a processor for your files, we:
- use them only to price your jobs and correct those quotes;
- keep them confidential and limit access to the people who do the work;
- do not use them to train AI models;
- delete them [RETENTION PERIOD, e.g. 90 days] after the quote is delivered, unless you ask us to delete them sooner or the law requires us to keep them;
- tell you without undue delay if we become aware of a breach affecting them.
Who we share data with
We use trusted service providers to run the business. Each only gets the data it needs to do its job, under a contract that protects it.
- Netlify: website hosting and receiving form submissions.
- Stripe: payment processing. Stripe handles your card details; we never see your full card number.
- Anthropic: the AI model (Claude) that drafts quotes from your scopes before a person checks them.
- [AUTOMATION TOOL, e.g. Make]: moving files and data between our systems.
- [DATABASE TOOL, e.g. Airtable]: tracking jobs, allowances and turnaround times.
- [EMAIL PROVIDER, e.g. Google Workspace]: sending and receiving email, including quotes.
- Google Fonts: loads the typefaces on our website, which means your browser shares your IP address with Google.
- Our accountant and professional advisers, where needed.
We do not sell personal data. We may disclose it if the law requires us to.
International transfers
Some of our providers store or process data outside the UK, including in the United States. Where they do, we rely on safeguards recognised under UK data protection law, such as the UK International Data Transfer Addendum or the UK Extension to the EU–US Data Privacy Framework.
How long we keep data
- Client account and contact details: while you're a client and for [6] years after, for legal and accounting purposes.
- Invoices and payment records: 6 years from the end of the financial year they relate to.
- Prospect contact details: up to [2] years after our last contact, unless you ask us to delete them sooner.
- Scopes and files you send for pricing: see "Data in scopes you send us".
Your rights
Under UK data protection law you can ask us to:
- give you a copy of your personal data;
- correct data that's wrong or incomplete;
- delete your data;
- restrict how we use it, or object to us using it (including for marketing);
- send your data to you or another organisation in a portable format.
To make a request, email reuben@sorquotedesk.co.uk. We'll respond within one month. If the request concerns data in a scope we priced for a client, we'll pass it to that client, as they're the controller.
If you're unhappy with how we've handled your data, please tell us first. You also have the right to complain to the Information Commissioner's Office at ico.org.uk.
Security
We use access controls, strong passwords with two-factor authentication, encrypted connections and reputable providers to protect your data. No system is completely secure, but we work to keep risks low and review our measures regularly.
Changes to this policy
We may update this policy. The date at the top shows when it last changed. If a change significantly affects how we use your data, we'll tell clients by email.