Privacy Policy

1. Who we are

FirstQuoter is a mobile application for UK sole trader tradespeople, enabling them to create, send, and manage professional quotes and invoices. The data controller is trading as FirstQuoter, based in the United Kingdom. You can contact us at hello@firstquoter.com.

2. What data we collect

Data you provide:

• Account registration data: name, email address, and password (stored as a hash).
• Business profile data: business name, address, phone number, VAT number (optional).
• Customer data: names, email addresses, and postal addresses of your customers, entered by you.
• Quote and invoice content: job descriptions, line items, prices, and any notes.

Data collected automatically:

• IP address and approximate location at the time of document acceptance (used to verify digital signatures).
• Device type and operating system (used for app diagnostics).
• Usage data: features used and actions taken within the app (used to improve the product).

3. Why we collect it and our legal bases

We do not use your data for advertising or sell it to third parties.

4. How we use your data

We use your data solely to provide and improve the FirstQuoter service. This includes:

• Generating and delivering PDF quotes and invoices.
• Recording digital acceptances and signatures.
• Sending email notifications about your account and documents.
• Providing customer support.

5. Data sharing

We share your data only where necessary to provide the service:

• Cloud infrastructure: We use third-party cloud services to host the app and store data securely. These providers are contractually bound to process data only on our instructions.
• Email delivery: We use a third-party email service provider to send quote/invoice emails on your behalf.
• Payment processing: Subscription payments are handled entirely by Apple (App Store) or Google (Google Play). We do not receive or store your payment card details.

We do not sell, rent, or trade your personal data to any third party.

6. Your customers' data

When you use FirstQuoter to send quotes and invoices to your customers, you act as the data controller for their personal data, and FirstQuoter acts as a data processor on your behalf. You are responsible for:

• Having a lawful basis to collect and use your customers' data.
• Informing your customers about how their data is used.
• Responding to any requests your customers make about their personal data.

7. Data retention

We retain your account data for as long as your account is active. If you delete your account, your data is removed from our systems within 30 days, except where we are legally required to retain it for longer (for example, financial records required for HMRC compliance may be retained for up to 7 years).

Customer data you have entered (names, addresses, email addresses) is deleted alongside your account.

8. Data security

We use industry-standard security measures including encrypted data transmission (TLS), encrypted data storage, and access controls. No method of transmission or storage is 100% secure, but we take reasonable precautions to protect your data.

9. Cookies and tracking

The FirstQuoter mobile app does not use cookies. The customer quote acceptance page (hosted at firstquoter.app) does not use tracking cookies or analytics. No tracking pixels or open-tracking mechanisms are used in quote or invoice emails.

10. International transfers

We aim to keep your data within the UK or the European Economic Area (EEA). Where data is processed outside the UK/EEA (for example, by a cloud provider), we ensure appropriate safeguards are in place, such as UK International Data Transfer Agreements or Standard Contractual Clauses.

11. Your rights

Under UK data protection law (UK GDPR), you have the right to:

• Access the personal data we hold about you.
• Rectify inaccurate data.
• Erase your data (subject to legal retention obligations).
• Restrict or object to processing in certain circumstances.
• Data portability: receive a copy of your data in a machine-readable format.
• Withdraw consent at any time where processing is based on consent.

To exercise any of these rights, contact us at hello@firstquoter.com. You also have the right to lodge a complaint with the UK Information Commissioner's Office (ICO) at ico.org.uk.

12. Contact us

If you have any questions about this privacy policy or how we handle your data, please contact us: