1. Who we are
Monosphere Ltd (“QuoteChase”, “we”, “us”) is a company registered in England and Wales (company number 16315949). We are registered with the Information Commissioner's Office (ICO) under registration [ICO Registration Number].
For questions about this policy or your personal data, contact us at support@quotechase.co.uk.
2. Our two roles: controller and processor
QuoteChase has two distinct data protection roles, and it matters which one applies to a given piece of data:
- We are the data controller for the personal data of our account holders (the tradespeople and trade businesses who subscribe), including the account, business, billing and usage data described below. This policy governs that data.
- We are a data processor for the personal data of your Customers that you, as an account holder, put into QuoteChase. There, you are the controller and you decide why and how that data is used. We only process it on your instructions, under our Data Processing Agreement. Customers who want to exercise their rights should contact the relevant business, not us; we will direct them accordingly.
3. What we collect about account holders
| Category | Examples |
|---|---|
| Identity and contact | Your name, business name, email, phone, business address |
| Account and profile | Login credentials (held by our auth provider), logo, branding and settings |
| Financial display details | The bank account name, sort code and account number you choose to show on your invoices |
| Billing | Subscription plan, payment status and Stripe customer and connected-account identifiers (card details are held by Stripe, not by us) |
| Usage and content | Quotes, invoices, customer records and activity you create, plus logs of how you use the Service |
| Technical | IP address, device and browser information, and cookies needed to run the app |
| Support and marketing | Messages you send us, contact-form and free-tool submissions, and marketing preferences |
4. How we use your data and our lawful bases
| Purpose | Lawful basis |
|---|---|
| Providing the Service, your account and support | Performance of our contract with you |
| Taking payment and managing your subscription | Performance of our contract with you |
| Securing the Service, preventing fraud and abuse, and improving the product | Our legitimate interests in running a safe, reliable service |
| Sending service and administrative messages (for example billing and security notices) | Performance of our contract, and legitimate interests |
| Sending marketing about QuoteChase to prospects and, where allowed, existing customers | Consent, or our legitimate interests in promoting our business, with an opt-out in every marketing message |
| Meeting legal, tax and accounting obligations and resolving disputes | Compliance with a legal obligation, and our legitimate interests |
Where we rely on legitimate interests, we have considered the impact on you and you can object at any time (see your rights below).
5. Enquiries, free tools and the lead inbox
If you use our contact form or a free tool (such as the Letter Before Action template), we receive the details you submit at our internal lead inbox so we can respond and, where you have agreed, send you relevant information about QuoteChase. You can ask us to stop and to delete these details at any time.
7. International transfers
Some providers process data outside the UK. Where they do, we rely on an appropriate safeguard recognised under UK data protection law, such as UK adequacy regulations, the UK International Data Transfer Agreement, or the UK Addendum to the EU Standard Contractual Clauses, so your data receives an equivalent level of protection.
8. How long we keep data
We keep account data for as long as your account is active. After cancellation or lapse, your account is read-only for a 30 day retention window and then deleted, except for limited records we must keep to meet legal, tax or accounting obligations or to resolve disputes. Billing records are typically retained for at least six years to meet UK tax requirements. Marketing and enquiry data is kept until you opt out or ask us to delete it.
9. Security
We take appropriate technical and organisational measures to protect personal data, including encryption in transit and at rest, access controls, row-level security so each account can only see its own data, unguessable tokens for public links, and rate limiting. No system is completely secure, so we cannot guarantee absolute security, but we work to protect your data and to respond quickly to any incident.
10. Your rights
Where we are the controller of your data, you have the right to: access a copy of your data; have inaccurate data corrected; have data erased in certain circumstances; restrict or object to processing; data portability; and withdraw consent where we rely on it. To exercise these rights, contact support@quotechase.co.uk. You can also export your data as CSV from settings at any time.
If you are unhappy with how we handle your data, you can complain to the Information Commissioner's Office at ico.org.uk, although we would welcome the chance to put things right first.
12. Children
QuoteChase is a business tool and is not intended for children. We do not knowingly collect data about children through the Service.
13. Changes to this policy
We may update this policy. We will post the new version with an updated effective date and, for significant changes, take reasonable steps to tell you.
This document is provided for transparency and does not constitute legal advice. If you need advice on your own circumstances, consult a qualified solicitor.