QuickQuote is operated by Haydon Turner-White trading as Revamp Automation. We are a sole trader and the controller for QuickQuote website, signup, account, billing, service-security, and our own marketing data. Where a QuickQuote business customer uses the service for its staff, enquiries, jobs, emails, voice notes or end-customer communications, that business is normally the controller and we process the information on its instructions. Our contact details are 70 Poynder Road, Corsham, SN13 9LZ and haydon@revampautomation.co.uk.
This policy explains how we collect and use personal information through the QuickQuote website, signup flow, portal, voice tool, AI agent, ServiceM8/Gmail integrations, and customer enquiry forms.
Information We Collect
- Account and business details such as company name, contact name, email address, and subscription information.
- Contract records such as the terms version accepted and the date and time of acceptance.
- Information submitted through enquiry forms, quote forms, calculators, and contact forms, including photos supplied with an enquiry.
- Service integration data where you connect tools such as ServiceM8, Gmail, Google Analytics, or Google Search Console.
- Job details, customer details, email content, drafted replies, quote data, voice recordings, transcripts, generated job descriptions, and materials lists where these features are used.
- Technical data needed for security, fraud prevention, rate limiting, and session management.
- Your optional announcement email/push choices, Do Not Disturb preference, delivery results, and an encrypted browser push subscription if you enable notifications.
- Marketing event data where you accept marketing cookies.
How We Use It
- To provide QuickQuote features, portal access, quote workflows, subscriptions, billing, and integrations. Lawful basis: contract and, where needed, legitimate interests.
- To process enquiries and send customer communications where configured by the account holder. Lawful basis: contract for account holders and legitimate interests for customer enquiry handling.
- To classify messages, create draft replies, transcribe voice notes, and generate job descriptions using AI providers. Lawful basis: contract and legitimate interests.
- To secure the service, prevent misuse, manage rate limits, and investigate operational issues. Lawful basis: legitimate interests and legal obligation where applicable.
- To process payments, keep accounting records, and manage subscriptions. Lawful basis: contract and legal obligation.
- To send optional QuickQuote product/feature announcements by email or browser push only after you opt in. Lawful basis: consent. You can withdraw it or enable Do Not Disturb at any time.
- To measure and improve marketing campaigns where cookie consent has been given. Lawful basis: consent.
Advertising And Retargeting
If you accept marketing cookies, Meta Pixel may collect website event data such as page views, leads, or completed registrations. We use this for campaign measurement and retargeting. Marketing cookies and pixels are not loaded unless you accept them.
Optional Announcements And Do Not Disturb
Announcement email and browser push are off until the named portal user chooses them. Every announcement email contains an unsubscribe/Do Not Disturb control. Do Not Disturb stops optional announcement email and push; essential account, security, billing and legal service messages remain separate while the account is active. We keep a suppression record so we do not accidentally restart optional contact. Browser notification permission can also be removed in the device or browser settings.
Sharing
We use trusted service providers to run QuickQuote. These may include website hosting/Plesk, Stripe for payment processing, ServiceM8 for OAuth-connected job management, Google/Gmail for connected accounts, Anthropic/Claude and OpenAI where configured for AI or transcription, email providers, browser push services, analytics providers, and Meta for advertising where consent is given. We do not sell personal information.
ServiceM8
QuickQuote connects to ServiceM8 through ServiceM8's own approval screen (OAuth), whether you connect from the QuickQuote portal or install QuickQuote from the ServiceM8 Add-on Store. We never see your ServiceM8 password. The access tokens ServiceM8 gives us are stored encrypted.
- What we read: your business details and staff; jobs, customers and contacts; job queues, categories, badges, the schedule and forms; and your materials. We read only what the features you use need.
- What we write: jobs and customers created from enquiry forms; job descriptions, notes and materials from voice notes; attachments such as enquiry PDFs; and the queue, badge, task, note or message changes made by automations you set up. The job-card "Record voice note" button opens a recorder that works for that one job for two hours.
- What we don't do: we don't sell ServiceM8 data, use it for advertising, or share it with anyone except the service providers listed under Sharing, and only to run the features you use.
- Voice notes: audio is sent to OpenAI for transcription and the text to Anthropic to write it up. Audio is deleted once a recording has been processed. If processing fails it is kept for up to 7 days so it can be retried, then deleted.
- Removing QuickQuote from ServiceM8: we can no longer reach your ServiceM8 account. If your QuickQuote account was created through the ServiceM8 Add-on Store, it is disabled 30 days after QuickQuote is removed, unless you reconnect in that time, and its data is permanently deleted 30 days after that, as described under Retention. Accounts created directly with QuickQuote stay open until you close them. You can ask us to delete your data sooner at any time.
International Transfers
Some providers may process personal information outside the UK. Where this happens, we rely on appropriate safeguards such as UK adequacy regulations, standard contractual clauses, the UK International Data Transfer Addendum or Agreement, or equivalent processor safeguards made available by the provider.
Retention
We keep account and billing records while an account is active and for as long as needed afterwards for legal, accounting, dispute, and security purposes. Contract-acceptance records may be retained for as long as reasonably needed to establish, exercise or defend legal claims. Operational records are cleaned up on a scheduled basis: agent events and Gmail ingested messages after 365 days, enquiry form submissions after 730 days, enquiry photos and generated PDF copies after 30 days, voice request logs after 90 days, security-attempt records after 30 days, Google digital metrics after 190 days, ServiceM8 sync logs after 365 days, and announcement delivery logs after 365 days. Portal audit records are normally kept for 365 days. Communication consent/suppression and active push subscriptions remain for the account service term so choices can be respected; unsubscribe links are long-lived. Export archives expire after 24 hours. An account-deletion request disables access immediately, allows a 30-day recovery period, then permanently removes tenant data and protected files; a minimal anonymised deletion record may be kept for six years. Provider and backup copies follow the applicable provider/backup schedule and legal requirements.
Your Rights
You can request access, correction, deletion, restriction, objection, or portability where applicable. You can withdraw marketing cookie consent at any time via Cookie Settings and withdraw optional announcement consent from Communication preferences or any announcement email. We aim to respond to privacy requests within one month. You can complain to the Information Commissioner's Office at ico.org.uk/make-a-complaint, although we would appreciate the chance to deal with your concern first.
Contact
Email haydon@revampautomation.co.uk for privacy requests.