Quote Forge privacy notice

Last updated: 27 September 2026

Quote Forge Ltd (“Quote Forge”, “we”, “us” or “our”) is registered in England and Wales under company number 17350772. Our registered office is C/O Limebase Products, Unit 7, Walronds Park, Isle Brewers, Taunton, Somerset, England, TA3 6QP.

You can contact us about this privacy notice or how we use personal information by emailing info@quoteforge.co.uk.

Our role when handling personal information

Quote Forge is the controller of personal information we collect for our own purposes. This includes information used to create and manage Quote Forge accounts, provide subscriptions, operate and secure our website and services, process payments, provide customer support and comply with our legal obligations.

Businesses using Quote Forge may enter and store personal information about their customers, prospective customers and quote recipients. For this information, the business using Quote Forge normally decides why and how the information is used and is the controller. Quote Forge processes that information on the business’s behalf and acts as its processor, except where we are required to process it for our own legal, security or compliance purposes.

If you have received a quote created using Quote Forge and want to exercise your data protection rights in relation to the information contained in that quote, you should normally contact the business that issued the quote. We will assist that business with responding to your request where required.

For more information about controllers and their responsibilities, see the ICO’s guidance on data protection principles, definitions and key terms.

What information we collect, use and why

We collect or use the following personal information to provide, maintain and improve Quote Forge:

Names, email addresses, telephone numbers and business or postal addresses.
Business profile information, including business names, contact details, addresses, uploaded logos, VAT settings, quote-numbering preferences and default quote content.
Quotation information, including customer or quote-recipient names, contact details, addresses, quote descriptions, line items, prices, costs, mark-ups, VAT, payment terms, validity periods and other information entered into a quote.
Information associated with generated quotes, including quote identifiers and the information used to generate downloadable PDF documents.
Usage information, including how people interact with our website and which products, pages and features they use.
Masked session-replay information for sessions where the visitor has consented, showing interactions such as navigation, clicks, scrolling and page changes. Text content and form input values are masked, and images and other media are blocked before the replay is sent. We use this information to investigate errors, diagnose service problems and improve the reliability of Quote Forge.
Technical and diagnostic information, including IP addresses, browser and operating-system information, device information, dates and times of activity, server logs, error reports and performance information.
Website information collected through cookies and similar technologies, as explained in our Cookie Policy.
Feedback and problem reports, including any optional contact email, the report message, limited diagnostic context attached to the report, and other information voluntarily included by the person submitting it. We warn users not to include customer, quotation or other sensitive information, but information entered into a free-text report may still contain personal information.

When a business using Quote Forge enters personal information about its customers or quote recipients, that business normally acts as the controller and Quote Forge processes the information on its behalf.

We collect or use the following personal information for the operation and security of client or customer accounts:

Names, email addresses, telephone numbers and business or postal addresses.
Account identifiers and registration information.
Authentication, login and session information.
Information used to verify account access and protect accounts and the service from unauthorised or abusive use.
Subscription and service history, including the subscription plan selected, subscription status and relevant billing dates.
Payment-provider customer, subscription, price and transaction identifiers.
Payment and subscription event information received from our payment provider, where required to create, update or verify a subscription.
Free-trial eligibility information, including a protected one-way representation, known as a cryptographic hash, of an email address, an associated account identifier and the date a free trial was used.
Technical information, including IP addresses, device information, browser and operating-system information and relevant security or activity logs.

Payment-card and bank-account details entered during checkout are collected and processed by our payment provider. Quote Forge does not receive or store complete payment-card or bank-account numbers.

We collect or use the following personal information to comply with legal requirements:

Names and contact information.
Account and subscription information.
Payment, invoice and transaction records.
Records relating to the exercise of data protection rights.
Correspondence with individuals, professional advisers, regulators, law-enforcement bodies or other public authorities.
Any other personal information that we are legally required to retain, use or disclose.

We collect or use the following personal information for dealing with queries, complaints or claims:

Names and contact details.
Account and subscription information.
Purchase, payment or service history.
Correspondence and information provided as part of a query, complaint or claim.
Relevant quotes, customer records, transaction records, technical logs or error reports.
Information from previous investigations and records of the steps taken and decisions made.
Any other information reasonably necessary to investigate, respond to or defend a query, complaint or legal claim.

Lawful bases and data protection rights

Under UK data protection law, we must have a lawful basis for collecting and using personal information. The lawful basis we rely on depends on why we use the information and may affect which data protection rights are available.

You can find more information about lawful bases on the ICO’s website.

Depending on the circumstances, you may have the following rights:

Your right of access – You have the right to ask us for copies of your personal information and for information about how it is being used. Certain exemptions may apply. Read more about the right of access.
Your right to rectification – You have the right to ask us to correct personal information you believe is inaccurate or to complete information you believe is incomplete. Read more about the right to rectification.
Your right to erasure – You have the right to ask us to delete your personal information in certain circumstances. Read more about the right to erasure.
Your right to restriction of processing – You have the right to ask us to restrict how we use your personal information in certain circumstances. Read more about the right to restriction of processing.
Your right to data portability – In certain circumstances, you have the right to ask us to provide personal information you supplied to us in a structured, commonly used and machine-readable format, or to transfer it to another organisation. Read more about the right to data portability.

Your right to object

Where we rely on legitimate interests to use your personal information, you have the right to object to that processing. If you object, we will stop processing the information unless we can demonstrate compelling legitimate grounds for continuing, or the processing is required for the establishment, exercise or defence of legal claims.

Our lawful bases for collecting and using personal information

The lawful bases below apply where Quote Forge acts as the controller of personal information.

When a business using Quote Forge enters personal information about its customers or quote recipients into the service, that business normally acts as the controller and is responsible for identifying its lawful basis. Quote Forge processes that information on the business’s behalf and in accordance with its instructions.

Providing, maintaining and improving Quote Forge

We rely on the following lawful bases:

Contract – Where you enter into a contract with Quote Forge as an individual or sole trader, we use personal information where necessary to take steps at your request before entering into that contract or to provide the contracted service. The right to object does not generally apply to processing based on contract.
Legitimate interests – Where someone uses Quote Forge on behalf of a company or other organisation, we have a legitimate interest in processing their contact, account and usage information so that we can provide the service to that organisation and communicate with its representatives. We also have a legitimate interest in understanding how Quote Forge is used, maintaining and improving its functionality, diagnosing errors and ensuring the service remains reliable and secure. Using limited account, usage, technical, diagnostic and privacy-masked session-replay information is necessary to identify problems, evaluate whether features work as intended and make proportionate improvements. These activities benefit users by helping us provide a functional, reliable and secure service. We limit processing to information relevant to these purposes, restrict access and do not use quote contents or customer information for advertising, profiling, artificial-intelligence training or other unrelated purposes. We consider this processing to be within the reasonable expectations of people using an online software service and unlikely to cause unjustified harm. The right to object applies to processing based on legitimate interests, but the right to data portability does not generally apply.

Operating and protecting accounts

We rely on the following lawful bases:

Contract – Where you enter into a contract with Quote Forge as an individual or sole trader, we use the account, subscription and service information necessary to create and administer your account, provide the service and manage your subscription.
Legitimate interests – We have a legitimate interest in administering and protecting Quote Forge accounts, maintaining accurate subscription and service records, preventing unauthorised access or misuse, investigating technical or security incidents and ensuring that the service operates correctly. This includes processing limited account, authentication, subscription, security and technical information. It also includes retaining a protected cryptographic representation of an email address and a record of previous trial use to enforce our free-trial rules and prevent repeated or abusive use. This processing benefits Quote Forge and its users by protecting accounts, maintaining accurate access and subscription information and applying our service rules consistently. We restrict access, use appropriate security measures and do not use this information for unrelated purposes. The free-trial email representation is protected using a keyed cryptographic process and is not stored as a readable email address. We consider that these safeguards and benefits outweigh the limited privacy impact.

Complying with legal requirements

We rely on:

Legal obligation – We use personal information where necessary to comply with laws that apply to Quote Forge, including applicable tax, accounting, company, data protection and regulatory requirements, and lawful requests or orders from courts, regulators and public authorities.

The rights to erasure, objection and data portability do not generally apply where processing is necessary to comply with a legal obligation.

Dealing with queries, complaints or claims

We rely on the following lawful bases:

Contract – Where you have personally entered into a contract with Quote Forge, we may use information where necessary to respond to matters directly connected with performing that contract.
Legal obligation – We use information where necessary to meet our legal responsibilities, including responding to data protection rights requests and complaints and complying with lawful regulatory or court requirements.
Legitimate interests – We have a legitimate interest in responding to enquiries, investigating and resolving complaints, maintaining appropriate records and establishing, exercising or defending legal claims. Processing relevant contact, account, subscription, correspondence, transaction and technical information is necessary to understand the matter, verify the facts, provide an effective response and protect the rights and interests of Quote Forge, its users and other affected people. We only use information relevant to the particular matter, restrict access and retain records only for an appropriate period. This benefits individuals by enabling concerns to be handled fairly and consistently. We consider that these safeguards and benefits outweigh the limited potential privacy impact.

For more information about our reliance on legitimate interests, or to object to processing based on legitimate interests, contact us at info@quoteforge.co.uk.

Information you need to provide

Certain information, including an email address, authentication information and the information needed to create and administer an account, is required for us to provide Quote Forge.

If you purchase a subscription, the information needed to establish and manage that subscription must also be provided to us or to our payment provider. If this information is not provided, we may be unable to create an account, provide the service or process a subscription.

Where we get personal information from

We obtain personal information from the following sources:

Directly from you, including when you register for an account, complete your business profile, create or manage a quote, purchase a subscription, contact us or submit a query, complaint or rights request.
Businesses and individuals using Quote Forge, when they enter information about their customers, prospective customers or quote recipients to create, manage or share quotations. This may include names, contact details, addresses and other information relevant to a quotation. The Quote Forge user determines what information is entered, and Quote Forge normally processes that information on their behalf.
Payment and subscription providers, which provide subscription, customer, invoice and payment-status information required to establish, administer and verify subscriptions. They do not provide us with complete payment-card or bank-account numbers.
Authentication and cloud-service providers, which provide account, session and security information used to create and protect Quote Forge accounts.
Our website, application, hosting and monitoring systems, which automatically generate technical and usage information through cookies, authentication records, server logs, application logs and similar technologies.
Transactional email providers, which provide information about whether service-related emails were delivered, delayed, bounced or could not be delivered.
Business communication providers, when you communicate with us by email.
Information we generate or derive, including internal account and quote identifiers, subscription records, usage records and a protected cryptographic representation of an email address used to determine whether a free trial has previously been claimed.

How long we keep information

We keep personal information only for as long as it is reasonably necessary for the purposes described in this privacy notice. The period depends on the type of information, why we use it and whether we are required to retain it for legal, accounting, security or dispute-resolution purposes.

Our normal retention periods and criteria are as follows:

Account, authentication and business profile information is retained while the Quote Forge account remains open. It is deleted when the account is deleted, except where limited information must be retained for one of the reasons described below.
Quotes, customer and quote-recipient information, saved line items and uploaded logos are retained until the Quote Forge user deletes them or deletes their account. PDF documents are generated on request and are not retained separately by Quote Forge.
Subscription information stored by Quote Forge is retained while the account remains open and is deleted when the account is deleted, except where information must be retained for accounting, legal or dispute-resolution purposes.
Payment webhook-event records that have been processed successfully, or have failed terminally and will not be retried, are normally deleted after they become more than 90 days old. Pending, processing and retryable failed events may be kept beyond 90 days until processing is completed or the failure has been investigated. Webhook-event records linked to an account are deleted earlier if the account is deleted.
Free-trial eligibility information, consisting of a protected cryptographic representation of an email address, an associated account identifier while the account exists, and the date of previous trial use, is retained for as long as reasonably necessary to operate and enforce our one-free-trial restriction. If the account is deleted, its identifier is removed from this record while the protected email representation and trial-use date remain. We will delete this information if the restriction is discontinued or the information is no longer needed for that purpose.
Payment, invoice, tax and accounting records are normally retained for six years from the end of the financial year to which they relate, or for longer where required by law, a regulatory enquiry, an ongoing dispute or another applicable legal requirement. Our payment provider may retain information for its own payment, fraud-prevention, regulatory and legal purposes under its own privacy notice.
Routine enquiries, support correspondence and feedback are retained for as long as reasonably necessary to respond and maintain an appropriate record of the matter. We periodically review this information and delete it when it is no longer required.
Complaints, data protection rights requests and legal claims are retained while the matter is being investigated or handled and afterwards for as long as reasonably necessary to demonstrate how it was resolved, comply with legal obligations or establish, exercise or defend legal claims. This will normally be no longer than six years after the matter is closed, unless a longer period is required because proceedings or regulatory action remain ongoing.
Technical, authentication, security, diagnostic and error information is retained for the shortest period reasonably necessary to operate, monitor and protect Quote Forge, investigate incidents and diagnose errors. Information held by a service provider is retained according to the configured retention period and contractual deletion arrangements applicable to the service we use.
Transactional email and email-delivery information is retained only for as long as reasonably necessary to send emails, diagnose delivery problems, prevent abuse and maintain an appropriate record of important communications. Information held by an email or communication provider is also subject to the retention and deletion arrangements applicable to that service.

When information is deleted from our live systems, a service provider may retain limited copies temporarily where its backup arrangements apply, until those copies are deleted or overwritten under the provider's normal backup cycle. Database backups and file-storage systems are separate, and we do not promise that a database backup can restore an uploaded file or that either system can restore information deleted from the other.

Deleting an Account removes its live user-owned application data and files and deletes the associated payment-provider customer. Our payment provider may retain payment, invoice, fraud-prevention, regulatory or legal records for its own purposes under its own privacy notice. As explained above, the protected free-trial eligibility record remains without the deleted Account's identifier while our one-free-trial restriction continues.

We may delete or anonymise information earlier where it is no longer needed. We may retain particular information for longer where required by law, where a dispute or investigation is ongoing, or where necessary to establish, exercise or defend legal claims.

Who we share personal information with

We do not sell personal information.

We use trusted service providers to help us operate Quote Forge. They process personal information on our behalf when providing their services, subject to appropriate contractual and legal protections. These providers include:

Cloud infrastructure, application-hosting, database, private file-storage and authentication providers, which host and secure Quote Forge and process account, business-profile, quotation, customer, subscription, file and related technical information.
Payment and subscription-processing providers, which handle checkout, payments, subscriptions and billing. Quote Forge does not receive or store complete payment-card or bank-account numbers.
Transactional email and business-communication providers, which send necessary account, service, contractual or legal messages and process contact details, correspondence, attachments and related delivery information.
Application-monitoring and diagnostic providers, which process technical information needed to monitor and maintain the service, user-submitted problem reports, and Session Replay where the visitor has consented. Depending on the feature used, this may include IP addresses, account identifiers, browser or device information, request metadata, error messages, limited diagnostic context, an optional feedback email and the contents of a problem report.

These providers may operate from the UK, the European Economic Area, the United States or other locations described in the international-transfers section below. A payment or other service provider may also act as an independent controller when it processes information for its own fraud-prevention, risk-management, regulatory or legal purposes. Where that happens, its own privacy notice applies.

Other organisations

Where relevant and necessary, we may also share personal information with:

Professional advisers, including accountants, solicitors and other advisers who provide services to Quote Forge.
Regulators, courts, law-enforcement bodies, tax authorities and other public authorities where disclosure is required or permitted by law.
Other organisations where disclosure is necessary to establish, exercise or defend legal claims or protect the rights, property or safety of Quote Forge, its users or other people.

Businesses using Quote Forge can download quotations and generated PDF documents and may choose to share them outside Quote Forge. The business using Quote Forge, rather than Quote Forge itself, decides whether, how and with whom those documents are shared and is responsible for ensuring that any sharing is lawful.

Sharing personal information outside the UK

Personal information may be stored in or accessed from Singapore and the United States. Our service providers may also use infrastructure, personnel or subprocessors in the UK, the European Economic Area or other countries described in their applicable terms and subprocessor information where required to provide the relevant service.

Where information is transferred to a country covered by UK adequacy regulations, we rely on those regulations. For transfers to an appropriately certified organisation in the United States, we may rely on the UK Extension to the EU–US Data Privacy Framework, also known as the UK–US data bridge. Where neither applies, we use an appropriate contractual safeguard, such as the UK Addendum to the EU Standard Contractual Clauses, together with any supplementary protections required by law.

We require our providers to protect personal information in accordance with their contractual and legal obligations. If an existing transfer mechanism stops being valid or applicable, another valid safeguard must be put in place before the restricted transfer continues.

For further information about an international transfer or to request information about the relevant safeguards, contact us at info@quoteforge.co.uk.

Changes to this privacy notice

We may update this privacy notice from time to time to reflect changes to our processing activities, the Services, or applicable legal and regulatory requirements. We will update the "Last updated" date when we make changes.

Where a change is significant or involves using personal information for a new purpose, we will bring it to the attention of affected individuals before the relevant processing begins where required by law.

How to complain

If you have concerns about how Quote Forge collects or uses personal information, or you want to make a data protection complaint, please email us at info@quoteforge.co.uk.

We will:

acknowledge your complaint within 30 days of receiving it;
take appropriate steps to investigate and respond without undue delay;
keep you informed about the progress of our investigation; and
tell you the outcome of your complaint without undue delay.

If your complaint concerns personal information contained in a quotation created by a business using Quote Forge, that business will normally be the controller responsible for investigating the complaint. You should contact the business that created the quotation. If you contact Quote Forge instead, we may forward your complaint to the relevant business and will assist it where required.

You also have the right to complain to the Information Commissioner’s Office. You can contact the ICO using the following details:

Address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.
Telephone: 0303 123 1113.
Website: Make a data protection complaint.

Quote Forge privacy notice

Last updated: 27 September 2026

You can contact us about this privacy notice or how we use personal information by emailing info@quoteforge.co.uk.

Our role when handling personal information

For more information about controllers and their responsibilities, see the ICO’s guidance on data protection principles, definitions and key terms.

What information we collect, use and why

We collect or use the following personal information to provide, maintain and improve Quote Forge:

Names, email addresses, telephone numbers and business or postal addresses.
Business profile information, including business names, contact details, addresses, uploaded logos, VAT settings, quote-numbering preferences and default quote content.
Quotation information, including customer or quote-recipient names, contact details, addresses, quote descriptions, line items, prices, costs, mark-ups, VAT, payment terms, validity periods and other information entered into a quote.
Information associated with generated quotes, including quote identifiers and the information used to generate downloadable PDF documents.
Usage information, including how people interact with our website and which products, pages and features they use.
Masked session-replay information for sessions where the visitor has consented, showing interactions such as navigation, clicks, scrolling and page changes. Text content and form input values are masked, and images and other media are blocked before the replay is sent. We use this information to investigate errors, diagnose service problems and improve the reliability of Quote Forge.
Technical and diagnostic information, including IP addresses, browser and operating-system information, device information, dates and times of activity, server logs, error reports and performance information.
Website information collected through cookies and similar technologies, as explained in our Cookie Policy.
Feedback and problem reports, including any optional contact email, the report message, limited diagnostic context attached to the report, and other information voluntarily included by the person submitting it. We warn users not to include customer, quotation or other sensitive information, but information entered into a free-text report may still contain personal information.

We collect or use the following personal information for the operation and security of client or customer accounts:

Names, email addresses, telephone numbers and business or postal addresses.
Account identifiers and registration information.
Authentication, login and session information.
Information used to verify account access and protect accounts and the service from unauthorised or abusive use.
Subscription and service history, including the subscription plan selected, subscription status and relevant billing dates.
Payment-provider customer, subscription, price and transaction identifiers.
Payment and subscription event information received from our payment provider, where required to create, update or verify a subscription.
Free-trial eligibility information, including a protected one-way representation, known as a cryptographic hash, of an email address, an associated account identifier and the date a free trial was used.
Technical information, including IP addresses, device information, browser and operating-system information and relevant security or activity logs.

Payment-card and bank-account details entered during checkout are collected and processed by our payment provider. Quote Forge does not receive or store complete payment-card or bank-account numbers.

We collect or use the following personal information to comply with legal requirements:

Names and contact information.
Account and subscription information.
Payment, invoice and transaction records.
Records relating to the exercise of data protection rights.
Correspondence with individuals, professional advisers, regulators, law-enforcement bodies or other public authorities.
Any other personal information that we are legally required to retain, use or disclose.

We collect or use the following personal information for dealing with queries, complaints or claims:

Names and contact details.
Account and subscription information.
Purchase, payment or service history.
Correspondence and information provided as part of a query, complaint or claim.
Relevant quotes, customer records, transaction records, technical logs or error reports.
Information from previous investigations and records of the steps taken and decisions made.
Any other information reasonably necessary to investigate, respond to or defend a query, complaint or legal claim.

Lawful bases and data protection rights

You can find more information about lawful bases on the ICO’s website.

Depending on the circumstances, you may have the following rights:

Your right of access – You have the right to ask us for copies of your personal information and for information about how it is being used. Certain exemptions may apply. Read more about the right of access.
Your right to rectification – You have the right to ask us to correct personal information you believe is inaccurate or to complete information you believe is incomplete. Read more about the right to rectification.
Your right to erasure – You have the right to ask us to delete your personal information in certain circumstances. Read more about the right to erasure.
Your right to restriction of processing – You have the right to ask us to restrict how we use your personal information in certain circumstances. Read more about the right to restriction of processing.
Your right to data portability – In certain circumstances, you have the right to ask us to provide personal information you supplied to us in a structured, commonly used and machine-readable format, or to transfer it to another organisation. Read more about the right to data portability.

Your right to object

Our lawful bases for collecting and using personal information

The lawful bases below apply where Quote Forge acts as the controller of personal information.

Providing, maintaining and improving Quote Forge

We rely on the following lawful bases:

Contract – Where you enter into a contract with Quote Forge as an individual or sole trader, we use personal information where necessary to take steps at your request before entering into that contract or to provide the contracted service. The right to object does not generally apply to processing based on contract.
Legitimate interests – Where someone uses Quote Forge on behalf of a company or other organisation, we have a legitimate interest in processing their contact, account and usage information so that we can provide the service to that organisation and communicate with its representatives. We also have a legitimate interest in understanding how Quote Forge is used, maintaining and improving its functionality, diagnosing errors and ensuring the service remains reliable and secure. Using limited account, usage, technical, diagnostic and privacy-masked session-replay information is necessary to identify problems, evaluate whether features work as intended and make proportionate improvements. These activities benefit users by helping us provide a functional, reliable and secure service. We limit processing to information relevant to these purposes, restrict access and do not use quote contents or customer information for advertising, profiling, artificial-intelligence training or other unrelated purposes. We consider this processing to be within the reasonable expectations of people using an online software service and unlikely to cause unjustified harm. The right to object applies to processing based on legitimate interests, but the right to data portability does not generally apply.

Operating and protecting accounts

We rely on the following lawful bases:

Contract – Where you enter into a contract with Quote Forge as an individual or sole trader, we use the account, subscription and service information necessary to create and administer your account, provide the service and manage your subscription.
Legitimate interests – We have a legitimate interest in administering and protecting Quote Forge accounts, maintaining accurate subscription and service records, preventing unauthorised access or misuse, investigating technical or security incidents and ensuring that the service operates correctly. This includes processing limited account, authentication, subscription, security and technical information. It also includes retaining a protected cryptographic representation of an email address and a record of previous trial use to enforce our free-trial rules and prevent repeated or abusive use. This processing benefits Quote Forge and its users by protecting accounts, maintaining accurate access and subscription information and applying our service rules consistently. We restrict access, use appropriate security measures and do not use this information for unrelated purposes. The free-trial email representation is protected using a keyed cryptographic process and is not stored as a readable email address. We consider that these safeguards and benefits outweigh the limited privacy impact.

Complying with legal requirements

We rely on:

Legal obligation – We use personal information where necessary to comply with laws that apply to Quote Forge, including applicable tax, accounting, company, data protection and regulatory requirements, and lawful requests or orders from courts, regulators and public authorities.

The rights to erasure, objection and data portability do not generally apply where processing is necessary to comply with a legal obligation.

Dealing with queries, complaints or claims

We rely on the following lawful bases:

Contract – Where you have personally entered into a contract with Quote Forge, we may use information where necessary to respond to matters directly connected with performing that contract.
Legal obligation – We use information where necessary to meet our legal responsibilities, including responding to data protection rights requests and complaints and complying with lawful regulatory or court requirements.
Legitimate interests – We have a legitimate interest in responding to enquiries, investigating and resolving complaints, maintaining appropriate records and establishing, exercising or defending legal claims. Processing relevant contact, account, subscription, correspondence, transaction and technical information is necessary to understand the matter, verify the facts, provide an effective response and protect the rights and interests of Quote Forge, its users and other affected people. We only use information relevant to the particular matter, restrict access and retain records only for an appropriate period. This benefits individuals by enabling concerns to be handled fairly and consistently. We consider that these safeguards and benefits outweigh the limited potential privacy impact.

For more information about our reliance on legitimate interests, or to object to processing based on legitimate interests, contact us at info@quoteforge.co.uk.

Information you need to provide

Certain information, including an email address, authentication information and the information needed to create and administer an account, is required for us to provide Quote Forge.

Where we get personal information from

We obtain personal information from the following sources:

Directly from you, including when you register for an account, complete your business profile, create or manage a quote, purchase a subscription, contact us or submit a query, complaint or rights request.
Businesses and individuals using Quote Forge, when they enter information about their customers, prospective customers or quote recipients to create, manage or share quotations. This may include names, contact details, addresses and other information relevant to a quotation. The Quote Forge user determines what information is entered, and Quote Forge normally processes that information on their behalf.
Payment and subscription providers, which provide subscription, customer, invoice and payment-status information required to establish, administer and verify subscriptions. They do not provide us with complete payment-card or bank-account numbers.
Authentication and cloud-service providers, which provide account, session and security information used to create and protect Quote Forge accounts.
Our website, application, hosting and monitoring systems, which automatically generate technical and usage information through cookies, authentication records, server logs, application logs and similar technologies.
Transactional email providers, which provide information about whether service-related emails were delivered, delayed, bounced or could not be delivered.
Business communication providers, when you communicate with us by email.
Information we generate or derive, including internal account and quote identifiers, subscription records, usage records and a protected cryptographic representation of an email address used to determine whether a free trial has previously been claimed.

How long we keep information

Our normal retention periods and criteria are as follows:

Account, authentication and business profile information is retained while the Quote Forge account remains open. It is deleted when the account is deleted, except where limited information must be retained for one of the reasons described below.
Quotes, customer and quote-recipient information, saved line items and uploaded logos are retained until the Quote Forge user deletes them or deletes their account. PDF documents are generated on request and are not retained separately by Quote Forge.
Subscription information stored by Quote Forge is retained while the account remains open and is deleted when the account is deleted, except where information must be retained for accounting, legal or dispute-resolution purposes.
Payment webhook-event records that have been processed successfully, or have failed terminally and will not be retried, are normally deleted after they become more than 90 days old. Pending, processing and retryable failed events may be kept beyond 90 days until processing is completed or the failure has been investigated. Webhook-event records linked to an account are deleted earlier if the account is deleted.
Free-trial eligibility information, consisting of a protected cryptographic representation of an email address, an associated account identifier while the account exists, and the date of previous trial use, is retained for as long as reasonably necessary to operate and enforce our one-free-trial restriction. If the account is deleted, its identifier is removed from this record while the protected email representation and trial-use date remain. We will delete this information if the restriction is discontinued or the information is no longer needed for that purpose.
Payment, invoice, tax and accounting records are normally retained for six years from the end of the financial year to which they relate, or for longer where required by law, a regulatory enquiry, an ongoing dispute or another applicable legal requirement. Our payment provider may retain information for its own payment, fraud-prevention, regulatory and legal purposes under its own privacy notice.
Routine enquiries, support correspondence and feedback are retained for as long as reasonably necessary to respond and maintain an appropriate record of the matter. We periodically review this information and delete it when it is no longer required.
Complaints, data protection rights requests and legal claims are retained while the matter is being investigated or handled and afterwards for as long as reasonably necessary to demonstrate how it was resolved, comply with legal obligations or establish, exercise or defend legal claims. This will normally be no longer than six years after the matter is closed, unless a longer period is required because proceedings or regulatory action remain ongoing.
Technical, authentication, security, diagnostic and error information is retained for the shortest period reasonably necessary to operate, monitor and protect Quote Forge, investigate incidents and diagnose errors. Information held by a service provider is retained according to the configured retention period and contractual deletion arrangements applicable to the service we use.
Transactional email and email-delivery information is retained only for as long as reasonably necessary to send emails, diagnose delivery problems, prevent abuse and maintain an appropriate record of important communications. Information held by an email or communication provider is also subject to the retention and deletion arrangements applicable to that service.

Who we share personal information with

We do not sell personal information.

Cloud infrastructure, application-hosting, database, private file-storage and authentication providers, which host and secure Quote Forge and process account, business-profile, quotation, customer, subscription, file and related technical information.
Payment and subscription-processing providers, which handle checkout, payments, subscriptions and billing. Quote Forge does not receive or store complete payment-card or bank-account numbers.
Transactional email and business-communication providers, which send necessary account, service, contractual or legal messages and process contact details, correspondence, attachments and related delivery information.
Application-monitoring and diagnostic providers, which process technical information needed to monitor and maintain the service, user-submitted problem reports, and Session Replay where the visitor has consented. Depending on the feature used, this may include IP addresses, account identifiers, browser or device information, request metadata, error messages, limited diagnostic context, an optional feedback email and the contents of a problem report.

Other organisations

Where relevant and necessary, we may also share personal information with:

Professional advisers, including accountants, solicitors and other advisers who provide services to Quote Forge.
Regulators, courts, law-enforcement bodies, tax authorities and other public authorities where disclosure is required or permitted by law.
Other organisations where disclosure is necessary to establish, exercise or defend legal claims or protect the rights, property or safety of Quote Forge, its users or other people.

Sharing personal information outside the UK

For further information about an international transfer or to request information about the relevant safeguards, contact us at info@quoteforge.co.uk.

Changes to this privacy notice

How to complain

If you have concerns about how Quote Forge collects or uses personal information, or you want to make a data protection complaint, please email us at info@quoteforge.co.uk.

We will:

acknowledge your complaint within 30 days of receiving it;
take appropriate steps to investigate and respond without undue delay;
keep you informed about the progress of our investigation; and
tell you the outcome of your complaint without undue delay.

You also have the right to complain to the Information Commissioner’s Office. You can contact the ICO using the following details:

Address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.
Telephone: 0303 123 1113.
Website: Make a data protection complaint.