Terms of Service

These terms govern your use of QuoteBox. By signing up or using the service you agree to them. If you don’t agree, please don’t use the service.

About us

QuoteBox is operated by QuoteBox Ltd (“we”), a company registered in England and Wales under number 17248541, with its registered office at [Registered office address].

The service

QuoteBox is a voice-to-quote and invoicing tool for UK sole traders and small businesses. You record or type a job description, we draft a quote, you review and send it. The customer can accept, decline, and (where you’ve enabled it via Stripe Connect) pay you directly.

Your account

• You must be 18 or over and providing accurate information about yourself or the business you represent.
• You’re responsible for keeping your sign-in credentials secure and for all activity under your account. Notify us promptly if you suspect unauthorised access.
• One account per individual or business. Don’t share credentials.

Trial, plans, and billing

• New accounts get a 14-day free trial of the full Tradesman plan. No card is required to start.
• After the trial, an account becomes read-only — your data stays accessible, but creating and sending new quotes needs an active plan.
• Subscriptions are billed monthly or annually in advance via Stripe. Prices are shown on the pricing page and may change with 30 days’ notice to existing subscribers.
• You can cancel at any time from Settings → Billing. Cancellation takes effect at the end of the current billing period.
• Refunds aren’t given for partial months. If a material service failure occurs, get in touch and we’ll do the right thing.
• Fair use. “Unlimited” quotes and invoices means unlimited normal use by one trader — or, on Crew, by the seats you’ve paid for. It isn’t a licence for automated or scripted bulk generation, reselling access, or running several unrelated businesses through a single account. If usage looks like that, we’ll contact you to agree a fair arrangement before taking any action on your account.

Your data, your customers’ data

You retain ownership of the data you enter into QuoteBox — your quotes, customer book, line items, notes, everything. We process it on your behalf to deliver the service. The Privacy Policy covers how.

You’re the data controller for the customer information you enter. You must have a lawful basis under UK GDPR for processing that data, give your customers your own privacy notice, and respond to any rights requests they make to you.

You can export everything from Settings, and request deletion at any time. After account closure, accounting records may be retained for up to six years to meet HMRC obligations.

Data processing schedule (UK GDPR Article 28)

This section is the written contract required by Article 28(3) UK GDPR covering the customer personal data you put into QuoteBox. For that data you are the controller and we are your processor. (For your own account data we are the controller — see the Privacy Policy.)

Subject matter, duration, nature and purpose

We process your customers’ personal data only to provide QuoteBox to you: drafting, storing, sending and tracking quotes and invoices, sending follow-ups and notifications on your instruction, and taking card payments via Stripe Connect. Processing lasts as long as your account is open, plus the retention periods set out in the Privacy Policy.

Types of data and categories of data subject

The data subjects are your customers and prospective customers. The data is the contact and job information you enter or dictate: name, address, email, phone, job descriptions, line items, prices, notes, and the quote, invoice and payment history attached to them. Please don’t enter special category data (health, biometric and similar) — QuoteBox isn’t designed for it.

Our obligations as your processor

• Process that data only on your documented instructions — using the service is your instruction — and tell you if we think an instruction breaches data protection law.
• Keep it confidential, and ensure anyone who accesses it is under a duty of confidence.
• Maintain appropriate technical and organisational measures under Article 32. The current measures are described on the Security page.
• Use only the sub-processors listed in the Privacy Policy. By accepting these terms you authorise them. We impose equivalent data-protection obligations on each, stay liable for what they do, and will give you at least 14 days’ notice before adding or replacing one so you have a chance to object.
• Help you respond to data subject requests, and — where relevant — with data protection impact assessments and any consultation with the ICO.
• Notify you without undue delay once we become aware of a personal data breach affecting your customers’ data, with the detail you need to meet your own notification duties.
• On request, give you the information needed to demonstrate compliance with this schedule and allow reasonable audit — ordinarily by providing our security documentation and our sub-processors’ certifications.
• On termination, delete or return the data as described in the Privacy Policy, except where we’re required to keep it by law (for example HMRC accounting records).

International transfers

Some sub-processors process data outside the UK. Where they do, we rely on the UK International Data Transfer Addendum to the EU Standard Contractual Clauses, or on the provider’s certification under the UK Extension to the EU-US Data Privacy Framework. The Privacy Policy lists which is which.

Acceptable use

You may not use QuoteBox to:

• Send quotes or invoices that are misleading, fraudulent, or for goods or services you cannot or do not intend to provide.
• Send unsolicited bulk email or messages to people who haven’t given you a lawful basis to contact them.
• Process card payments for prohibited categories per Stripe’s acceptable-use policy.
• Reverse-engineer, scrape, or attempt to disrupt the service, including bypassing rate limits or row-level security boundaries.
• Upload content that infringes anyone else’s rights, or is unlawful.

We may suspend or close accounts in serious or repeated breach of these rules.

Payments through Stripe Connect

When you connect your Stripe account, customer payments received via QuoteBox land in your Stripe balance directly and QuoteBox never holds the funds. These are Stripe “direct charges” on your own connected account, which means you are the merchant of record for your customer-facing payments. You are responsible for delivering the work, for refunds, chargebacks and disputes, and for your own tax obligations on that income. Your Stripe Connected Account Agreement governs your relationship with Stripe.

QuoteBox does not take a cut of your customer payments. Your subscription is the only thing we charge you for. If that ever changes we’ll update these terms and give you notice first.

AI features

QuoteBox uses third-party AI services (currently OpenAI for transcription and Anthropic for quote drafting) to convert your voice descriptions into structured line items. AI output is a starting point — you remain responsible for reviewing every quote before sending it. We don’t warrant the accuracy of AI-generated content.

Availability

We aim for high availability but don’t guarantee uninterrupted service. Planned maintenance is announced where possible. Unplanned outages happen; if they have a material impact on you, get in touch.

Liability

Nothing in these terms limits liability for death or personal injury caused by negligence, fraud, or any other liability that can’t be limited by law.

Otherwise, our total liability to you for any claim in any 12-month period is capped at the amount you’ve paid us in subscription fees in that period. We’re not liable for indirect, consequential, or special losses, lost profits, lost revenue, or loss of data, however arising.

Changes to the service or these terms

We may change the service to improve it, fix bugs, or respond to legal or commercial requirements. If a change materially reduces what you get, we’ll let you know in advance.

We may update these terms. If changes are material we’ll notify signed-in users at least 14 days before they take effect. Continuing to use the service after that constitutes acceptance.

Termination

You can cancel at any time. We may close accounts that breach these terms, are inactive for a prolonged period, or where we’re required to do so by law. On termination you’ll have a window to export your data.

Governing law

These terms are governed by the law of England and Wales. Any disputes are subject to the exclusive jurisdiction of the courts of England and Wales.

Contact

Questions about these terms? Email hello@quotebox.uk.