Privacy Policy

This policy explains how InstaQuote (“we”, “us”) collects and uses personal data when you use our app and website. We are the data controller for your account and for how the service operates. For the data you enter about your own customers, you are the controller and we act as your processor (see “Your customers’ data”).

Controller: InstaQuote Ltd (Company No. 17224118), a company registered in England and Wales, registered office 77 Falstaff Road, Coventry, CV4 9RX. ICO registration: ZC153382. Contact: privacy@getinstaquote.com.

What we collect

• Account & business details: your name, email, company name, trade, logo, VAT number, rate card and settings.
• Content you create: quotes, invoices, jobs, expenses, mileage, photos/recordings captured with the scanner, and the customer details you enter.
• Payment data: card payments are handled by Stripe; we receive payment status and references, not full card numbers.
• Bank transaction data: if you connect a bank via Open Banking, we receive read-only transaction information through TrueLayer. This feature is not live yet.
• Tax data: VAT figures you choose to submit to HMRC through the app. Making Tax Digital filing is not live yet; today the app prepares the figures and you or your accountant file them.
• Technical data: log, device and usage information needed to run and secure the service, plus the cookieless analytics described under “Analytics” below.
• Sales partners: if you join our partner programme, your name and email, the bank details you email us, your commission and payment records, and a record of your acceptance of the Partner Programme Terms (date and time, IP address, device and browser details, and the version you accepted).

How we use it

• To provide the service: quoting, invoicing, scheduling, payments, accounting and tax features.
• To automate your back office (reminders, recurring invoices, bank reconciliation) where you’ve enabled it.
• To process payments and your subscription, and to provide support.
• To keep the service secure and meet our legal obligations.

Our legal bases are performance of our contract with you, your consent (e.g. connecting your bank or calendar), our legitimate interests in running and securing the service, and compliance with legal obligations.

Direct marketing

If you sign up for a trial we may email you about InstaQuote: tips on getting started, what the app can do, and our plans and prices. We rely on the "soft opt-in" under the Privacy and Electronic Communications Regulations and on our legitimate interest in telling people who tried the product about it. Some of these follow-ups are written with AI tools and sent on behalf of our founder; a person reads every reply. You can object at any time: reply STOP to any email, use the unsubscribe link, or turn marketing off in Settings. We honour that for good. Emails you need to run your business (quotes, invoices, receipts, security notices) are not marketing and still send.

People we contact who are not customers. We sometimes email UK trade businesses that publish a business contact address on their own website, to tell them about InstaQuote. We only do this to limited companies and LLPs, we say who we are in the first email, we record where we found the address, we send at most three emails, and we stop the moment you ask. Our legal basis is legitimate interests; you can object by replying STOP or emailing privacy@getinstaquote.com, and you can ask us to delete what we hold about you.

Service providers we share data with

These are every company we pass personal data to in order to run InstaQuote. We do not sell your data and we do not share it for advertising.

Where a provider processes data outside the UK or EEA, we rely on UK and EU standard contractual clauses, the UK International Data Transfer Addendum, or the provider's certification under the UK extension to the EU-US Data Privacy Framework.

We also use Google for our own internal email and files.

Analytics

We use PostHog to count page visits and see which features get used, so we know what to build and fix. We have set it up so that:

• It stores nothing on your device: no analytics cookies and no analytics entry in local storage. Its memory is cleared when you close the page, so you count as a new anonymous visitor next time.
• If you are signed in, events are tagged with your account's ID number only. We do not send your email address, your name or your customers' details to PostHog.
• Page addresses are stripped of anything identifying (quote tokens, invoice tokens, customer IDs) before they are recorded.
• It is switched off entirely on the pages your own customers see: quotes, invoices, job sign-off, payment, review, booking and quote-request links. Those people are your customers, not ours, and we do not measure them at all.
• We run no advertising, retargeting or cross-site tracking of any kind.

Because nothing is stored on your device and nothing identifies you, this does not need a cookie banner under the Privacy and Electronic Communications Regulations. You can still switch it off: use Cookie settings in the footer of any page. That records your choice in your own browser (the only thing we ever store there for analytics) and stops all collection in that browser.

The app also stores a few things in your browser to make it work: your sign-in session, and small preferences such as your chosen plan or theme. Those are strictly necessary or set by your own actions, not analytics.

Your customers’ data

When you store details about your own customers in InstaQuote, you are the controller of that data and we are your processor: we only handle it to run the service for you, on your instructions. You are responsible for having a lawful basis to enter it, and for telling your customers how you use it.

If you are a homeowner who sent a trade an enquiry or booking through InstaQuote (your name, contact details, address, job description and any photos), or who received a quote, invoice, job or payment link: we hold your details on behalf of that trade, not for ourselves. They use them only to quote, arrange, carry out and bill your job. We do not market to you, we do not sell your details, and we run no analytics on the pages you see. To see, correct or delete what is held about you, ask the trade you hired, because that is your quickest route and they decide what happens to it. If you cannot reach them, email privacy@getinstaquote.com and we will pass your request on and help you get an answer.

Partner codes and links

If you join through a sales partner's code or link, we record which partner referred you so we can pay them commission. We tell partners how many customers they've referred and what they've earned from them, never who you are. For partners, we use the details above to run the programme, pay commission, keep the records the law requires and prevent fraud. Our legal bases are our contract with the partner, our legal obligations, and our legitimate interest in preventing fraud. We keep partner records for six years after the partnership ends.

How long we keep things

• Your account and everything in it: for as long as your account is open. If your trial or subscription ends, your account is paused and your data is kept so you can pick it back up. If nobody signs in to a paused account for 2 years, we email you 30 days before we delete it; signing in before then keeps it. The same applies to free accounts created before 29 June 2026. You can also ask us to delete it at any time.
• Your own invoices, payments, VAT and CIS figures: kept in your account, and deleted with it. The law asks you to keep business records for six years, so download them before you delete (Settings, then Download everything).
• Our own records of what you paid us: kept by Stripe for six years after the end of the financial year they relate to, because UK law requires it. These survive account deletion.
• Voice notes and photos you send to the quote builder: kept with the quote they produced, and deleted with it.
• Emails and texts we sent for you: the delivery log is kept for 12 months so we can tell you whether a quote or invoice arrived. After that the address, phone number and message are removed.
• Enquiry forms on a trade's page: the IP address we use to stop spam is deleted after 30 days.
• Free price-list signups: if you never joined and we haven't heard from you in 2 years, your details are deleted.
• Notifications and app devices: read notifications go after 12 months, and a phone that hasn't opened the app in 12 months stops getting notifications and is removed.
• Technical and security logs: up to 90 days.
• Analytics: PostHog keeps event data for up to 12 months. It holds no name, email or address.
• If you asked us to stop emailing you: we keep the minimum record needed to honour that, indefinitely, so we never contact you again by mistake. It is a scrambled (hashed) copy of the address, not your name or the address itself, and it stays even if you delete your account.

Deleting your account and your data

Two ways, and both work:

• Do it yourself: open Settings in the app or on the website and use Delete account at the bottom of the page. It happens straight away.
• Ask us: email privacy@getinstaquote.com from the address on your account and we will do it, within 30 days and usually the same working day.

Deleting removes your account, your customers, quotes, invoices, jobs, photos and recordings from InstaQuote. The financial and tax records listed above are kept for the legal period and then deleted. If you subscribed inside the iPhone app, also cancel the subscription with Apple (iPhone Settings, your name, then Subscriptions), because deleting your InstaQuote account does not cancel an Apple subscription.

Full step by step, including what to do if you can't sign in: how to delete your account.

Your rights

You have rights to access, correct, delete, restrict, object to, and port your personal data. You can take a full copy of your account yourself at any time, on any plan and even after your plan has ended: Settings, then Download everything. It comes as spreadsheets (CSV) with your quote and invoice PDFs and the files you uploaded, so you can move it to another service. To exercise any of your rights, or if you'd rather we sent it, email privacy@getinstaquote.com. You can also complain to the UK Information Commissioner’s Office (ico.org.uk).

Security

We use encryption in transit, access controls and database row-level security so each account only sees its own data. No system is perfectly secure, but we work to protect your information.

Changes

We may update this policy and will change the “last updated” date above. Significant changes will be notified in-app or by email.