How we use your information.

Controller and contact

Shawan Khordebinan, trading as Quote Routine, is the controller for the personal information described here. Privacy questions and rights requests: Contact@quoteroutine.com.

Information we use

We may use your name, work contact details, business identity and location, role, enquiry answers, package and scope choices, correspondence, onboarding and delivery notes, approval records, files you deliberately provide, service history, technical security data, and Stripe-supplied payment, subscription, refund and dispute identifiers and statuses. Stripe handles full card details; Quote Routine does not store them.

Required form fields are marked. Without required contact, business and workflow information we cannot assess, contract for or deliver the service. Optional telephone and context fields may be left blank without affecting submission.

Purposes and lawful bases

• Requested audit, qualification and proposals: steps at your request before entering a contract.
• Onboarding, delivery, support and subscription administration: performance of our contract.
• Payments, refunds, disputes, fraud prevention and reconciliation: contract performance and our legitimate interests in receiving correct payment, preventing misuse and resolving account discrepancies.
• Website security, service reliability, audit logs and legal claims: our legitimate interests in protecting the service, customers and business, balanced against the limited business-contact data used.
• Invoices, tax and accounting records: compliance with legal obligations.
• Promotional marketing, if introduced: consent where required. Audit requests are not marketing consent, and the current form does not request promotional marketing.

Recipients and processors

Information is limited to authorised Quote Routine operators and service providers needed to run the service. OpenAI Sites and Cloudflare provide hosting, authentication, database, security and file storage. Stripe provides Checkout, Billing, payment processing, refunds and dispute handling. Professional advisers, insurers, regulators or authorities may receive information where necessary or required by law. We do not sell personal information.

International transfers

Some providers may process information outside the United Kingdom. Where UK law requires a safeguard, the relevant provider uses an adequacy regulation, the UK International Data Transfer Agreement or Addendum, or another approved safeguard. Ask us at the contact address above for information about the safeguard relevant to your data.

Retention

Free-audit enquiries are scheduled for deletion after 90 days unless they become an active engagement. Uploaded files are scheduled for removal 90 days after a completed or cancelled engagement. Completed engagement and operational event records are reviewed after 730 and 730 days respectively. Stripe operational events are reviewed after 730 days; payment, accounting and operator-audit records may be kept for up to 2190 days where needed for tax, accounting, disputes or legal claims. Active work and unresolved payment reconciliation are protected from automated deletion. A minimal suppression record may be kept to honour an opt-out.

Your rights

You may have rights to access, correct, erase, restrict or receive your information, and to complain. Where processing is based on consent, you can withdraw it at any time without affecting earlier lawful processing.

RIGHT TO OBJECT: you can object at any time to direct marketing. You can also object to processing based on legitimate interests; we will stop unless we demonstrate compelling legitimate grounds or need the information for legal claims.

For UK complaints, contact the Information Commissioner's Office. We would welcome the chance to address the issue first.

Automated decisions

Quote Routine does not use solely automated decisions that produce legal or similarly significant effects. Automated validation, spam checks, payment reconciliation and retention rules support the service, but acceptance, scope and material customer decisions remain under human control.

Your customers' information

The standard service is designed so your end-customer data stays in your own systems. Do not upload customer lists, quote documents, job photographs or message histories unless a separate written data-processing scope and protected upload route have been agreed.