Privacy Policy

1. Introduction

ProQuotar ("we", "us", "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, and protect your personal data when you use our job management service.

We are based in Paignton, United Kingdom, and comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Data Controller

ProQuotar is the data controller responsible for your personal data. You can contact us at:

Email: help@proquotar.com
Location: Paignton, United Kingdom

3. Data We Collect

We collect the following types of personal data:

Account Information

• Name and email address
• Password (encrypted)
• Business name and contact details
• Business address
• Bank details (for invoice generation)

Customer Data

• Customer names and contact details
• Customer addresses
• Job descriptions and history
• Quotes and invoices

Technical Data

• IP address and browser type
• Device information
• Usage data and analytics

4. How We Use Your Data

We use your personal data to:

• Provide our Service: Create and manage your account, process jobs, generate quotes and invoices
• Process payments: Handle subscription billing through our payment provider (Stripe)
• Improve our Service: Analyse usage to improve features and user experience
• Communicate with you: Send service updates, support responses, and (with consent) marketing communications
• Legal compliance: Meet our legal and regulatory obligations

5. Legal Basis for Processing

We process your data under the following legal bases:

• Contract: Processing necessary to provide our Service to you
• Legitimate interests: Improving our Service and preventing fraud
• Consent: Marketing communications (you can withdraw consent anytime)
• Legal obligation: Compliance with laws and regulations

6. Data Sharing

We share your data with:

• Stripe: For payment processing
• OpenAI: For AI-powered quote and invoice generation (job descriptions only, no personal data)
• Google Calendar: When you connect your Google Calendar, we create events for your scheduled jobs (see section 6a below)
• Cloud providers: For secure data storage and hosting
• Analytics providers: For anonymised usage analytics

We do not sell your personal data to third parties.

6b. Usage Analytics (MKM Trial & General Product Improvement)

To help you and our partner merchants (including MKM Building Supplies) evaluate ProQuotar during trials, and to help us improve the product, we record lightweight usage analytics from within the app. Specifically we record:

• Sign-in date and time
• Which features you use (e.g. Quick Quote, Site Survey, AI Materials Suggest, Invoice Generator) and when
• Enquiries you submit (customer name, address and estimated value, no customer bank details or personal identifiers beyond what you enter yourself)
• Session start and end times and total session duration
• Which partner branch your account belongs to (for merchant trials only)

What we do NOT collect: device location, contacts, camera or microphone activity, browsing history outside ProQuotar, marketing identifiers, or any data outside your interaction with this app.

How the data is used: aggregated reports may be shared with your partner merchant's central team (e.g. MKM head office) to evaluate the trial. Individual user reports are only visible to your branch admin and yourself.

Your control: usage tracking is on by default when you sign up. You can turn it off at any time under Account → Privacy → Usage tracking. Turning it off is honoured immediately and no further events are recorded from your account.

Retention: usage events are kept for 12 months then automatically deleted. You can request an earlier export or deletion of your data by emailing support@proquotar.com.

6c. MKM Sales-Lead Sharing (On By Default)

This setting is on by default for every new account so builders can access trade discounts, priority stock holds, and proactive pricing help from their MKM branch from day one. You can untick the box during signup, or toggle it off any time under Account → Privacy → Share job materials and contact details with my MKM branch. When on, we share a very specific slice of your data with your assigned MKM branch's sales team.

What is shared

• Your name, business name, email and business phone number, visible on the branch admin's Customers roster and any Sales Lead you generate
• Your MKM trade account number (if you supplied one), so the branch can match you to a trade account and quote at the correct rate
• Your last-login date and rough activity level (session count, features used), visible on the branch admin's Live Analytics tab so they can spot active users
• The job title and (if you entered them) the end-customer's name and postcode
• The materials list on the accepted quote, item name, quantity, unit, MKM SKU where matched, and the estimated line total
• The date the quote was accepted and (if you booked one) the planned start date on site

What is NOT shared

• Draft quotes or jobs that were never accepted by a customer
• Your labour rate, profit margins, markup or private notes
• Any of your customers' financial details, addresses beyond the postcode, or phone numbers
• Data from any job created while this setting was off, turning it off is honoured immediately for future work

If you leave this off

Your account still works exactly the same, you just don't appear in the branch's Customers or Analytics views and no sales leads flow. The branch will see an aggregate count of opted-out users but no personal identifiers.

When is data shared

Contact details and activity level are visible to the branch admin while the toggle is on. Sales leads (with the materials list) are created only when a quote moves to Accepted, either by you marking it accepted or by your customer clicking the accept link on the emailed quote. Nothing happens for draft quotes, rejected quotes, or accepted quotes created before you opted in.

Your control

This setting is on by default on new signups so builders receive branch-level trade benefits from day one. You can untick the box during signup, or toggle it off any time under Account → Privacy → Share job materials and contact details with my MKM branch. Turning it off stops future leads and hides your details from the branch's Customers / Analytics views immediately; existing leads already delivered to the branch are not recalled but can be deleted on request by emailing support@proquotar.com.

Retention

Sales leads are kept by the MKM branch for 24 months to reconcile against branch orders, then automatically deleted. You can request earlier deletion at any time.

Legal basis

Consent (UK GDPR Art. 6(1)(a)). We record a timestamp every time you change this setting so we can prove your consent was freely given and can be freely withdrawn.

6a. Google Calendar Integration

When you choose to connect your Google Calendar to ProQuotar, we access your calendar to sync your scheduled jobs. Here's exactly what we do:

What We Access

• Permission to create, update, and delete calendar events
• Your Google email address (to identify your connected account)

What We Do

• Create calendar events for your scheduled jobs
• Include job details: customer name, address, job description, and scheduled time
• Update events when you change job schedules
• Delete events when you remove jobs or disconnect the integration

What We Don't Do

• We do NOT read your existing calendar events
• We do NOT access events created by other apps
• We do NOT share your calendar data with any third parties
• We do NOT use your calendar data for advertising

Data Storage

We securely store OAuth tokens to maintain your calendar connection. These tokens are encrypted and only used to sync your jobs.

Disconnecting

You can disconnect Google Calendar at any time from your Account Settings. When you disconnect, we delete your stored tokens and stop syncing. Events already created in your calendar will remain (you can delete them manually).

Our use of Google user data complies with the Google API Services User Data Policy, including the Limited Use requirements.

7. Data Retention

We retain your data for as long as your account is active or as needed to provide our Service. After account deletion, we retain data for up to 7 years for legal and accounting purposes, then securely delete it.

8. Your Rights

Under UK GDPR, you have the right to:

• Access: Request a copy of your personal data
• Rectification: Correct inaccurate data
• Erasure: Request deletion of your data ("right to be forgotten")
• Portability: Receive your data in a portable format
• Object: Object to processing based on legitimate interests
• Restrict: Request restriction of processing
• Withdraw consent: Withdraw consent for marketing at any time

To exercise these rights, contact us at help@proquotar.com. We will respond within one month.

9. Data Security

We implement appropriate technical and organisational measures to protect your data, including:

• Encryption of data in transit (HTTPS) and at rest
• Secure password hashing
• Regular security assessments
• Access controls and authentication

10. International Transfers

Your data may be processed outside the UK by our service providers. Where this occurs, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses approved by the UK Information Commissioner's Office.

11. Children's Privacy

Our Service is not intended for children under 18. We do not knowingly collect data from children.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes via email or through our Service.

13. Complaints

If you have concerns about how we handle your data, please contact us first at help@proquotar.com. You also have the right to lodge a complaint with the UK Information Commissioner's Office (ICO) at ico.org.uk.

14. Contact Us

For any privacy-related questions or to exercise your rights, contact us at:

Email: help@proquotar.com
Location: Paignton, United Kingdom