1. About these terms
These Terms of Service are the agreement between you and Quote Gaffer Ltd for use of Quote Gaffer. Quote Gaffer is intended for trade, professional and business use, including use by sole traders. You must be at least 18 and have authority to enter into the agreement for the business you represent.
Quote Gaffer Ltd is registered in England and Wales, company number 17396202. Our registered office is C/O Forbes Young Accountancy, Rotterdam House, 116 Quayside, Newcastle Upon Tyne, United Kingdom, NE1 3DY. Contact us at contact@quotegaffer.com.
The subscription details you confirm at checkout form part of this agreement. Any offer-specific terms displayed before purchase also apply. The data-processing schedule below governs personal information we process for your business. Our Privacy Notice explains our own handling of personal information.
These terms do not remove rights or remedies that the law does not allow us to exclude. If you are using the service mainly outside a trade or business, contact us before subscribing so that we can explain whether the service is suitable and which terms apply.
2. Your account
Provide accurate account, business and billing information and keep it up to date. You are responsible for activity you authorise through your account, for protecting your email account and devices, and for managing access to connected services.
Do not share sign-in codes, bypass access controls or allow someone to use another business's records without permission. Tell us promptly if you suspect unauthorised access. We may take proportionate steps to verify account ownership before restoring access or acting on a sensitive request.
A remembered login is tied to the browser and device you use. Sign out on shared devices. You remain responsible for the people you authorise to act for your business.
3. What Quote Gaffer provides
Quote Gaffer helps you create and manage quotes and invoices, use voice and AI-assisted features, keep customer records, generate documents, send transactional emails and use supported payment or accounting connections. Features available to you depend on your plan and the integrations enabled for your account.
We provide the service with reasonable care and skill. We may update it to fix errors, improve security or maintain compatibility. We do not promise uninterrupted availability or that every feature will meet every business's needs.
Quote Gaffer does not supply the work described in your quotes or invoices, act as your accountant or adviser, or guarantee a customer's acceptance or payment. A connection to accounting software is not, by itself, a promise of tax filing or Making Tax Digital compliance.
4. Your free trial
The free trial lasts for up to 30 days or five customer-sent quotes, whichever limit you reach first. No payment card is required to start and the trial does not automatically become a paid subscription.
The trial includes the features described on the pricing page. The app shows your remaining trial allowance. Trial use is measured by confirmed customer sends rather than simply creating a draft.
When the trial ends, further use of paid features requires an active paid plan. Do not create duplicate accounts to avoid trial limits. We may apply proportionate usage limits to protect the service against abuse.
5. Prices and payment
Pro is currently £19 per month or £190 per year, billed in advance in pounds sterling. The price, billing interval and any introductory discount are shown before you confirm the subscription.
We are not currently charging VAT. If tax becomes legally payable, the applicable tax treatment and total will be shown or notified before it applies to your subscription.
Stripe processes subscription payments. You authorise recurring payments for the plan you choose until cancellation takes effect. Keep your payment details up to date. If payment fails, we may restrict paid features after giving notice where reasonably practicable.
Any change between monthly and annual billing must be confirmed through the supported billing journey. The confirmation must explain its effective date and any immediate charge or credit. Do not assume that changing a plan cancels an earlier payment.
6. Renewal and cancellation
Paid subscriptions renew automatically for the same billing interval unless you cancel before the next renewal. Your account shows the next renewal date and cancellation status.
You can request cancellation through the subscription controls in your account. Cancellation takes effect at the end of the current paid period, and paid access continues until that date. Cancelling stops the next renewal; it does not itself delete your account or business records.
If you reverse a scheduled cancellation before it takes effect, recurring billing continues as shown in your account. If you cannot use the cancellation control, contact us promptly at contact@quotegaffer.com so we can help.
Normal cancellation does not entitle you to an automatic refund for unused days in the current billing period. This does not affect a refund required by law, a remedy for our breach, correction of an erroneous charge or a refund we expressly agree.
7. Offers and credits
Offers apply only where you satisfy the eligibility conditions shown with the offer and the discount is confirmed at checkout. An introductory discount applies to the stated initial period, not automatically to every renewal.
The QG102026 launch offer gives eligible first-time subscribers 10% off the first subscription payment: £17.10 for the first monthly period or £171 for the first annual period. Standard renewal prices are currently £19 monthly or £190 annually. The advertised 25% first-year saving compares £171 with twelve £19 monthly payments, totalling £228.
Referral or other credits are available only where an active scheme's eligibility and redemption rules are provided and the credit is awarded. Credits have no cash value unless the scheme expressly says otherwise. We may refuse an offer obtained through duplicate accounts, self-referral, fraud or abuse.
Changes to an offer will not remove a discount already confirmed for an existing paid period. Separate offer terms control whether offers can be combined.
8. Quotes invoices and AI output
You are responsible for checking every quote, invoice, message and AI-generated result before using or sending it. Check customer details, work descriptions, quantities, prices, deposits, taxes, payment terms and any contractual wording. Voice transcription and AI suggestions can contain errors.
You decide what work to offer, the price to charge and the terms of your relationship with your customer. Any agreement between you and your customer is separate from your agreement with Quote Gaffer.
A secure-link response or delivery record is evidence of an action recorded by the service, not a guarantee of the person's identity, their authority or the enforceability of your customer agreement.
Updating a reusable customer record does not rewrite details recorded on an earlier quote or invoice. You must use the supported revision or correction process where an issued document needs changing.
9. Acceptable use
Use the service lawfully and only with information you are entitled to use. You must not:
- send spam, fraudulent documents, unlawful marketing or communications that infringe another person's rights;
- upload malicious software, attack the service, evade usage limits or attempt to access another business's data;
- copy or redistribute the service, reverse engineer it except where the law permits, or resell access without our written agreement;
- use it to store unnecessary sensitive information or submit information to voice or AI features without an appropriate lawful basis.
We may remove or restrict unlawful content and take proportionate action to protect users, service security and legal compliance. Where practicable, we will explain the reason and give you a chance to resolve the issue.
10. Your content and our software
You retain your rights in the content you provide. You give us permission to host, process, reproduce and transmit it only as needed to provide the service, follow your instructions, secure the service and meet applicable legal obligations.
We own or license the Quote Gaffer software, branding and service materials. Your plan gives you a limited right to use the service for your business while the agreement remains in force.
You are responsible for having the rights and permissions needed for uploaded logos, customer information, recordings and other content. We do not promise that AI-generated content is unique or that it can be used without checking third-party rights.
11. Connected services
You choose whether to connect supported accounting or other services. You must have authority to connect the relevant account and send information to it. Review the information and permissions requested before authorising a connection.
Connected services have their own terms, privacy practices, availability and charges. You are responsible for your agreements with them. A provider may change or withdraw an integration, and we may need to update or suspend the affected feature.
Check the results of an export or synchronisation in the receiving system. Disconnecting an integration stops future authorised use through that connection but does not automatically remove records already sent to the provider.
12. Privacy and customer information
Our Privacy Notice describes information we handle about account holders, website visitors and business contacts. For customer information your business enters into the service, your business generally decides why and how it is used, and we process it on your behalf under the schedule below.
You must have a lawful basis, provide required privacy information to your customers and give us lawful instructions. A customer being in your directory does not constitute consent to marketing.
Deleting or anonymising a reusable customer record does not automatically delete historical documents that must lawfully remain. Retention and erasure requests must be assessed against the record type and any applicable hold. Where we act as processor, the schedule's return and deletion provisions apply.
13. Service changes and ending access
We may restrict or suspend access where reasonably necessary because of a security risk, unlawful use, serious breach or unpaid fees. We will give notice and a reasonable chance to remedy an issue where practical, unless urgency, law or the risk requires immediate action.
For a material breach that can be corrected, we may end the agreement if it is not corrected within 14 days after written notice. We may act sooner for fraud, serious unlawful activity or an immediate security threat.
If we discontinue the service or end a paid subscription for our convenience, we will normally give at least 30 days' notice and refund the prepaid fees for the period we will not provide. We will provide a reasonable opportunity to obtain your records, subject to legal and security restrictions.
Cancellation, account closure and deletion are different actions. Before closing your account, obtain the business records you need. If an export is unavailable, contact us for assistance. The data-processing schedule governs the return or deletion of personal information held for your business.
14. Responsibility and limits
Nothing in these terms excludes or limits liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any other liability that cannot lawfully be excluded or limited. Your rights and our duties under data-protection law are not removed by this agreement.
Subject to those protections and to the extent the law permits, we are not liable for indirect or consequential losses. You remain responsible for business decisions, customer contracts, tax obligations and errors you approve in documents; this does not excuse a failure by us to provide the service with reasonable care and skill.
To the extent lawful and reasonable, our total aggregate liability arising from the agreement in any rolling 12-month period is limited to the greater of £100 and the subscription fees you paid or were payable for that period. This limit does not apply to the liabilities excluded from limitation in the first paragraph of this section.
We are not responsible for delay caused by events outside our reasonable control, but we will take reasonable steps to reduce disruption. This does not remove the refund obligation if we stop providing a prepaid service under section 13.
15. Changes to terms or prices
We may update these terms or subscription prices for a valid business, legal, security or service reason. We will notify you of a material change at least 30 days before it takes effect, unless a shorter period is necessary to comply with law or address an urgent security issue.
A price increase will apply from a renewal after the notice period, not retrospectively to a paid period already confirmed. You can cancel before that renewal if you do not agree. We will not make a material reduction to a prepaid subscription without offering an appropriate remedy.
We will make the updated terms available and identify the applicable date. Where express agreement is required, we will obtain it. Changes do not retrospectively rewrite a completed transaction.
16. Contact complaints and disputes
Contact contact@quotegaffer.com for account, billing or service concerns. Include enough information to identify your account and explain the issue, but do not email passwords or sign-in codes. We will investigate and try to resolve concerns promptly.
These business terms and non-contractual obligations arising from them are governed by the law of England and Wales. Subject to any rights that cannot lawfully be removed, the courts of England and Wales have jurisdiction.
If a provision cannot be enforced, the remaining provisions continue to apply. A delay in enforcing a right does not waive it. Neither party may transfer the agreement if doing so materially reduces the other party's rights; a transfer connected with a business sale requires the successor to honour the agreement.
Schedule A1. Processing details
This schedule applies where you are the controller and Quote Gaffer Ltd is your processor under UK data-protection law. It prevails over conflicting commercial terms for those processing obligations. Terms such as personal data, controller, processor and personal-data breach have their statutory meanings.
- Subject matter: personal information your business provides or collects through customer records, quotes, invoices and associated workflows.
- Duration: while we provide the service and during the return or secure deletion process afterwards, including protected backup expiry where applicable.
- Nature and purpose: collection, recording, organisation, storage, retrieval, use, correction, authorised disclosure, export, restriction, anonymisation and deletion to provide your chosen features, support and security.
- Individuals: your customers, prospective customers, customer representatives and other people whose information you lawfully include in business documents or communications.
- Information: names, contact details, addresses, job descriptions, recordings and transcripts, quote/invoice contents, line items, prices, dates, customer responses, correspondence and relevant technical or audit information. Unnecessary sensitive data must not be supplied.
Your rights include giving lawful documented instructions, requesting assistance and obtaining compliance information. Your obligations include deciding the processing purposes, establishing a lawful basis, providing privacy information and ensuring your instructions and content comply with law.
Schedule A2. Instructions and confidentiality
We will process your customer personal data only on your documented instructions, including the lawful instructions inherent in the features you select and use. This includes instructions for authorised transfers. You can send further instructions to contact@quotegaffer.com.
If UK law requires different processing, we will tell you before acting unless the law prohibits us from doing so. We will tell you immediately if, in our opinion, an instruction infringes applicable data-protection law and may pause the affected processing while it is resolved.
People we authorise to access customer personal data must be subject to confidentiality obligations. Access must be limited to what they need for their authorised work.
Schedule A3. Security and assistance
We will implement appropriate technical and organisational measures under Article 32, taking account of the processing and risks. These include access controls, separation of businesses' records, protection of data in transit, supplier-provided encryption, controlled administrative access and procedures for incident response and recovery.
Taking account of the nature of processing and information available, we will assist you with individual-rights requests, security obligations, breach notifications, data-protection impact assessments and required consultation with the regulator. We will not respond on your behalf to a customer-data request without your instructions unless law requires it.
We will notify you without undue delay after becoming aware of a personal-data breach affecting the data we process for you. We will provide available information about its nature, likely consequences and measures taken, and provide further information as it becomes available. You remain responsible for notifications required of you as controller.
Schedule A4. Service providers and transfers
You give general written authorisation for the service providers used to process customer data on our behalf. Depending on the feature, these include Supabase for database and authentication, Netlify for hosting, Postmark for transactional email, Sentry for diagnostics and OpenAI for voice and AI-assisted quoting. Address lookup uses Ideal Postcodes. Their role depends on the information and service involved.
Stripe and an accounting provider you connect may process information under their own terms and responsibilities as well as any processing they undertake on our behalf. They are not automatically classified as our subprocessors for every activity.
We will maintain provider information and make it available on request. Before adding or replacing a subprocessor, we will normally give at least 30 days' notice and an opportunity to object on reasonable data-protection grounds. We will discuss the objection and seek a reasonable solution. If no solution is possible, you may end the affected service and receive a refund of unused prepaid fees for it.
We will impose equivalent applicable data-protection obligations on subprocessors and remain responsible to you for their compliance with those obligations. Required transfers outside the UK must use a legally permitted safeguard. Contact us for the relevant provider information and copies of applicable transfer safeguards.
Schedule A5. Return deletion and records
At the end of our processing services, you may choose return or secure deletion of the customer personal data we process for you. After return, we will delete remaining copies unless UK law requires storage. We will agree the practical export or deletion steps with you; any legal retention must be identified and restricted to its lawful purpose.
Copies in protected backups that cannot practicably be removed immediately must be put beyond ordinary use and expire through the controlled backup cycle. If restored for recovery, the applicable erasure controls must be re-applied before normal use resumes. Our policy sets a 90-day rolling limit for production backups that we control.
Your own record-keeping obligations do not entitle us to retain processor data indefinitely after the service ends. Data we hold as controller for our own billing, security or legal purposes remains subject to the separate Privacy Notice and its lawful retention rules.
Schedule A6. Compliance information and audits
We will make available the information necessary to demonstrate compliance with Article 28 and allow and contribute to audits and inspections by you or an independent auditor you appoint.
The parties will agree reasonable arrangements for notice, confidentiality, scope and timing to protect other customers' information and avoid unnecessary disruption. These arrangements must not prevent an audit required by law or the regulator, or urgent investigation of a credible incident. Available documents may be used first where they adequately answer the request.