GroundQuote

This is a draft privacy notice for the GroundQuote demonstration. It must be reviewed and completed (including the operator's legal name, address and ICO registration) before the service is offered to paying customers.

Privacy notice

Who we are

GroundQuote is quoting and invoicing software for landscaping businesses. When a business uses GroundQuote, that business is the controller of its customers' personal data, and GroundQuote processes it on the business's behalf.

What we hold

  • Account details: your name, email and a scrambled (hashed) version of your password.
  • Business details you enter, such as address, VAT number and bank details printed on invoices.
  • Your customers' details: names, contact details, site addresses, site photos, quotes, invoices and payments you record.
  • Records of emails sent from the app, and when a customer views or accepts a quote.

We don't store card numbers or bank logins. If card billing is enabled, payments are handled by Stripe.

How it's used

Only to provide the service: preparing quotes and invoices, sending the emails you approve, and showing customers the documents you share with them. Site photos may be sent to an AI provider to suggest work items; they are not used to train models where the provider offers that choice, and are not shared for any other purpose.

Who can see it

Each business's data is isolated so that no other business can access it. Photos are stored privately and are never published at public addresses. Quotes are visible to customers only through an unguessable link that the business chooses to share.

Service providers

Depending on how the service is configured: database and file hosting (for example Supabase), application hosting (for example Vercel), email delivery (for example Resend), AI photo analysis (for example Anthropic) and payments (Stripe).

Your rights

You can access, correct, export or delete your data. Businesses can export or erase an individual customer's personal details from that customer's record, and delete their whole account from Settings. Financial records may need to be kept for tax purposes.

Retention

Data is kept while your account is open. When you delete your account, your business data and photos are deleted.

Contact and complaints

For questions about your data, or to ask for a copy or deletion of it, email info@ground-quote.com. You can also complain to the Information Commissioner's Office (ico.org.uk).