Qubrix Privacy Policy (free trial)
Version 1.13 (free trial) · Last updated: [date]
This is Qubrix's Privacy Policy for the free trial. The trial takes no payments. Before paid subscriptions open, we'll update this policy to cover them and tell you first.
1. Who we are
Qubrix is a trading name of Future Proofing Solutions Ltd, a company registered in England and Wales, company number 10599995, registered office Roman Spring Farm, Caveridge Lane, South Chailey, Lewes, BN8 4BA. Future Proofing Solutions Ltd ("we") decides how your personal information is used to run Qubrix, so we are its "controller". We're registered with the Information Commissioner's Office (ICO), registration number [ICO registration number]. We keep Qubrix's information separate from our building business and don't use it for that business. Contact: privacy@qubrix.co.uk, or by post to our registered office.
This policy covers people who use Qubrix during the free trial (testers), people waiting for their tester link, people on the "Count me in" list, and visitors to our website. Section 16 is a short notice for homeowners and others who receive a quote made with Qubrix.
2. The short version
- We use your information to run Qubrix: your account, your quotes and our emails.
- When you add your customers' details, we handle them for you, on your instructions (section 8).
- Some of our providers are in the USA, including our AI provider. We use recognised safeguards (section 7).
- We don't sell your information or use it for advertising.
- If a tester invited you with Refer a friend, they see your first name once you've joined, nothing else (section 6).
- We note which parts of the app you use, and when, to see how the test is going. It stays in our own database, with no outside analytics tool (section 12).
- The free trial takes no payments, so we hold no card or payment details.
- When you talk a job in, we keep the words, not the sound. The only sound we keep, voice messages sent with Feedback, is deleted 30 days after it's made (section 10).
- You can ask for a copy of your information, or ask us to delete it, at any time (section 13).
- Questions or complaints: email privacy@qubrix.co.uk first. You can also go to the ICO.
3. What we collect
| Information | Examples | Where it comes from |
|---|---|---|
| Account details | Name, business name, email, phone, trade, region, business address, logo, VAT status, payment terms and deposit settings, and the legal details printed on your quotes (business type, legal and trading names, owners' or partners' names, company number, registered office and an address for documents) | You |
| Sign-in | Your email address and sign-in links. If you choose Google or Apple sign-in, the name and email address they share with us | You, Google or Apple |
| Your invitation and agreement | The invitation you joined with, and the version of the tester terms you accepted and when | The app |
| Waiting for your tester link | If you ask to join the test before your group starts: your name, trade, email address and phone number, the link you asked with (such as a tester's Refer a friend link), and when | You |
| Refer a friend | Your Refer a friend link, which includes your first name (such as TOM-7Q2) and shows it on the page your friends open, and the friends who've joined the test with it, by first name, and when. If a tester invited you: who it was | You and the app |
| Jobs and quotes | Job descriptions (typed, or spoken and turned into words), walk-rounds (what you say as you go round a job, section by section, often in your customer's home), measurements, photos, the words of voice recordings (we keep the words, not the sound: section 10), job sheets, estimator entries, quotes and their status (draft, sent, viewed, accepted, change asked, declined), and the invoices and variations you make from them, with whether each is paid or confirmed | You |
| My prices and your own items | Items, units and prices you add or upload | You |
| Your customers' details | Names, addresses, email addresses and other contact details, photos of their property and notes you add; when a quote, invoice or variation is emailed, and when a quote is viewed or accepted or a variation confirmed; if they ask for a change to a quote or decline it, when, and what they write; and, when they accept a quote or confirm a variation, the name they type and, for a quote, their choices (such as asking for work to start within the cancellation period, and agreeing to get documents by email) | You and your customers (we handle this for you: section 8) |
| How you use your drafts | How much you change each draft before you send it (the lines you change, add or take off, and how far the price moves), and searches that found nothing | The app |
| AI second opinion | The job details sent for a second opinion, and the list of things to check that comes back | You and our AI provider |
| Rates and costs | True Rate answers (such as van, insurance and the wage you want) and your labour rates | You |
| Feedback | Your message (text, or voice and its transcript), the screen you were on, and any screenshot you add, which may show your customers' details | You |
| Usage, device and security | Which parts of the app you open, each day, how many times and when, and whether on a phone or a computer; how many jobs you price, and how many quotes, invoices and variations you send; errors, browser and device type, which phone and which computer you're signed in on, IP address, and how many AI requests you've made | Automatically |
| "Count me in" list | Your email address and the date you asked to be told when paid sign-ups open | You |
| Your bank and bookkeeping app | Which bank and which bookkeeping app you use (just their names, never account details), if you answer the optional question in the quick start | You |
| Where you heard about us | Your answer to the optional question "Where did you hear about us?" (such as Instagram, Google or a friend), any words you type under "Other", or that you skipped it, and when | You |
4. Why we use it, and our legal basis
| Purpose | Legal basis |
|---|---|
| Running your account, building drafts and job sheets, sending quotes, invoices and variations, storing your work | Contract: the tester terms |
| Reading descriptions, the words of voice notes and walk-rounds, and photos with AI to build draft lines and the second opinion, to tidy the words of tasks you talk in, and to guess the time and materials for work that isn't on the price list | Contract: the tester terms |
| Keeping a record of what you agreed to, and when | Contract; legitimate interests: being able to show what we agreed |
| Measuring how the test is going and helping testers who get stuck, for example how many testers price a real job, which parts of the app each tester uses and how often, and how often a search finds nothing. We see each tester's own use | Legitimate interests: deciding whether and how to launch Qubrix, and helping testers |
| Improving guide prices and the app from anonymised, combined figures on how drafts are changed (tester terms, point 5) | Legitimate interests: better guide prices and a better app for everyone |
| Reviewing feedback, with help from AI | Legitimate interests: fixing and improving the service |
| Keeping the service secure and preventing misuse | Legitimate interests |
| Service emails, such as sign-in links, notices about the test and notice of changes | Contract: the tester terms |
| Telling you when paid sign-ups open ("Count me in") | Consent |
| Keeping you on the list to join the test, and sending your invitation when your group starts | Contract: steps you've asked us to take before you accept the tester terms |
| Running Refer a friend in the test (tester terms, point 12): your link and its page, checking that a friend who asks to join is new to Qubrix, showing you their first name once they've joined, and keeping who invited whom, so a free month can be given once paid sign-ups open | For the tester: contract, the tester terms. For the friend: legitimate interests, running the offer they're told about when they ask to join |
| Asking which bank and bookkeeping app you use, so we know which bookkeeping app to link Qubrix to first. The trial summary shows only totals across all testers | Legitimate interests: planning what to build next. The question is optional |
| Asking where you heard about us, so we know which ways of finding testers and customers work. Our summary shows only totals, and any words typed under "Other", never who gave them | Legitimate interests: knowing where to spend on finding new customers. The question is optional, and you can skip it |
| Playing a how-to video from YouTube, only when you tap it (section 12.6) | Consent: you choose to play it, after the Videos page says it plays from YouTube |
| Keeping records to deal with complaints and legal claims | Legitimate interests |
| Moving the business to a new owner or company (section 17) | Legitimate interests |
5. AI and how we use it
5.1 Qubrix uses AI from Anthropic (Claude) to read what you type, say or photograph and to suggest the items, quantities and times for a draft. When you talk a task in, the AI can also tidy its words into clear English, keeping your meaning and every figure. Prices come from our guide prices or your own, except that for work that isn't on the price list, the AI can guess the hours and materials it takes, which the app prices at your labour rate. That line stays marked "AI guess: agree or change" until you agree it or type your own price, and your customer never sees that it was a guess. You can turn AI guesses off in Settings. For a tidy or a guess, the AI is sent the task's words, the name of its section (such as "Bathroom") and your region. The AI never decides a price: you do.
5.2 The AI second opinion sends your job's details to the AI and shows you a list of things to check. Only you see it.
5.3 We use AI to help us read and sort feedback. A person decides what changes.
5.4 Our agreements with our AI and voice-to-text providers say they don't use your information to train their models.
5.5 We don't use AI, or any other automated process, to make decisions about you that have legal or similarly significant effects.
6. Who we share it with
We use providers to run Qubrix. Providers acting as our processors may use your information only to provide their service to us, under contract.
| Provider | What for | Their role | Where | Safeguard for transfers |
|---|---|---|---|---|
| Supabase | Database, sign-in, and storage of photos and of voice messages sent with Feedback | Processor | Stored in London, UK. Supabase is a US company, and its staff may be able to reach data for support | The UK-US data bridge where the provider is certified; otherwise the IDTA or UK Addendum (section 7) |
| Vercel | Hosts and runs the app | Processor | Global network; the app's server code runs in London. Vercel is a US company | As above |
| Anthropic | AI that reads job descriptions, transcripts and photos to build drafts and second opinions, tidies the words of tasks talked in, and guesses the time and materials for work that isn't on the price list; helps us sort feedback | Processor | USA | As above |
| AssemblyAI | Turns voice recordings into text when your phone's own speech recognition isn't used, such as a voice message sent with Feedback, then deletes them | Processor | USA | As above |
| Resend | Sends our emails, including sign-in links, the quotes, invoices and variations you email to your customers, your copy of each quote you send, and notices about quotes and variations | Processor | USA | As above |
| Namecheap | Holds our domain names, and forwards emails sent to our hello@, privacy@ and quotes@ addresses to our inbox | Processor | USA | As above |
| [Our email provider] | Holds the emails you send us, in our inbox | Processor | [Where] | [Safeguard] |
| Your browser's speech recognition | If you speak to the app, your browser's built-in speech recognition may send your voice to the browser's maker (for example Google in Chrome, Apple in Safari) | The browser maker, under its own terms; not our processor | Varies | The browser maker's terms |
| Google or Apple | Sign-in, only if you choose it | Separate controllers | Varies | Their own terms |
| YouTube (part of Google) | Plays the how-to videos on the Videos page, only when you tap one (section 12.6) | A separate controller, under Google's privacy policy; not our processor | Varies | Google's own terms |
We may also share information with professional advisers (such as a solicitor, accountant or insurer), with authorities where the law requires it, and with a buyer of the business (section 17). We don't sell your information or share it for advertising.
If you joined the test with a tester's Refer a friend link, we show that tester your first name and that you've joined, nothing else.
7. Transfers outside the UK
7.1 Our database and files are stored in London. Some providers are in the USA (section 6), so some information is transferred there.
7.2 When we transfer personal information outside the UK, we use either the UK-US data bridge (the UK extension to the EU-US Data Privacy Framework), where the US provider is certified for it, or the UK's International Data Transfer Agreement (IDTA) or the UK Addendum to the EU's standard contractual clauses, with an assessment of the risks. You can ask us for a copy of the safeguards.
8. Your customers' details: we act for you
8.1 When you add your customers' details, you decide how they're used: you're the controller and we're your processor. We use them only to run Qubrix for you, as Schedule A to the tester terms explains.
8.2 If one of your customers contacts us about their information, we'll pass the request to you within 5 working days and help you answer it.
8.3 We show your customers a short notice about our role on the quote page (section 16).
9. Automated decisions
We don't make decisions about you by automated means alone.
10. How long we keep it
| Information | How long |
|---|---|
| Account details, jobs, quotes, invoices, variations, job sheets, My prices, your items and your customers' details | Until your account is deleted: 30 days after the test ends, or later if you tapped "Count me in" (tester terms, point 8), or sooner if you ask |
| Photos | With your account; email us to delete any sooner |
| Sound recordings (voice messages sent with Feedback) | 30 days after they're made, or sooner if you close your account. Their words stay with the feedback. Recordings sent to our voice-to-text provider are deleted there straight after they've been turned into text |
| Your bank and bookkeeping app answer | With your account, and deleted with it. Totals across testers, which don't identify anyone, are kept |
| Your "Where did you hear about us?" answer | With your account, and deleted with it. Totals, which don't identify anyone, are kept |
| How you use your drafts and the app (draft changes, searches that found nothing, and which parts of the app you open, how often, and on a phone or a computer) | With your account, and deleted with it. Anonymised, combined figures made from them are kept |
| Your invitation and the record of what you agreed to | 6 years after your account is deleted, the usual time limit for legal claims |
| Feedback, including screenshots and the words of a voice message | 2 years from when you send it (the voice message itself, 30 days) |
| Complaint records | 6 years after your account is deleted or, if you don't have an account, 6 years after we close the complaint: the usual time limit for legal claims |
| "Count me in" list | Until we've told you paid sign-ups are open, then 3 months, unless you sign up |
| Waiting for your tester link | Until your group starts, then with your account. We delete it if you haven't joined within 60 days of your invitation (it stops working then), if the test ends before your group starts, or if you ask us to |
| Refer a friend (who invited whom) | With both accounts, and deleted when either is. Once paid sign-ups open, the paid Privacy Policy covers it |
| Security logs | Up to 90 days |
| Backups | Rolling backups, kept by our database provider for up to 7 days |
| Anonymised, combined data | Kept, as it no longer identifies anyone |
11. Emails
11.1 Service emails, such as sign-in links, your invitation if you're waiting to join, notices about the test and notice of changes, aren't marketing. Every tester gets them.
11.2 We don't send marketing emails during the free trial. Near the end of the test, we'll ask whether you'd like us to tell you when paid sign-ups open ("Count me in"). We'll email you about that only if you say yes, and you can ask us to take you off the list at any time.
11.3 We don't buy or rent email lists.
11.4 We never contact your friends unless they ask to join. If you use Refer a friend, you send your link yourself, and we never see their numbers.
12. Cookies and similar technologies
12.1 Needed to work. We use cookies to keep you signed in and the app secure. These are strictly necessary, so we don't ask for consent.
12.2 Free demo counter. Before you sign up, a cookie called hmq_demo_quotes counts how many free demo quotes you've made. It lasts up to a year.
12.3 Your browser's storage. The app keeps some things in your browser's storage, on your device: a copy of your work as you go (such as job sheets and your business details), so nothing is lost if the page reloads or the signal drops; demo quotes made before you sign up; and small choices, such as messages you've closed, which videos you've watched (for their green ticks), and your answer to "Where did you hear about us?" (or that you skipped it), so it isn't asked again. They're needed for the app to work as you'd expect, so we don't ask for consent. Clearing your browser's data removes them from that device.
12.4 Analytics. We don't use any outside analytics tool or analytics cookies. The app notes which parts of it you open in our own database (section 3), and works out whether you're on a phone or a computer from your browser's details, without a cookie. If we ever add an analytics tool, we'll use a privacy-friendly one and update this policy. We'll either ask your consent or, where the law allows analytics without consent, tell you and give you an easy way to opt out.
12.5 No advertising tracking. We don't use advertising or tracking pixels, such as Meta or Google ads. If we ever do, we'll ask your consent first, with a cookie banner.
12.6 Videos from YouTube. The how-to videos on the Videos page play from YouTube, part of Google. Nothing goes to YouTube until you tap a video. When you do, YouTube gets your IP address, your device and browser details, which video it is and our website's address, and may save cookies or similar on your device. YouTube handles this itself, under Google's privacy policy, and may do so outside the UK. It shows us only totals for our videos, never who watched them. You don't have to watch them to use Qubrix. To remove YouTube's cookies, clear your browser's data.
13. Your rights
You have the right to see your information, correct it, delete it, restrict how we use it, take it with you, and object to how we use it, including an absolute right to object to marketing. You can withdraw consent at any time, for example to the "Count me in" emails.
In the app you can edit your details, jobs and My prices, delete jobs, and export My prices. For anything else, including a copy of your information or deleting your account, email privacy@qubrix.co.uk. We aim to do it within 5 working days, and we always reply within one month, or tell you within that month if a complex request needs up to two more months. We may ask you to confirm who you are.
14. Complaints about how we use your information
14.1 Please tell us first: email privacy@qubrix.co.uk with "Data complaint" in the subject line. We'll acknowledge it within 30 days, look into it, and tell you the outcome without undue delay.
14.2 You can also complain to the Information Commissioner's Office: ico.org.uk, or 0303 123 1113.
15. Security
We protect your information with sensible measures, explained in plain words in Schedule A to the tester terms (Annex 2): encrypted connections, encrypted storage, each user seeing only their own data, private photo storage, unguessable quote links, two-step sign-in on our admin accounts, and backups. No system is perfectly secure. If something goes wrong that affects you, we'll tell you as the law requires.
16. For homeowners and others who receive a quote
This short notice is linked from every quote, variation and invoice, and from the emails that send them.
About this quote and your information
This quote comes from [trader's business name], who uses Qubrix to prepare and send quotes. [Trader's business name] is responsible for the quote and for your information, and decides how it's used. Please contact them first with any questions.
Qubrix, a trading name of Future Proofing Solutions Ltd, hosts the quote for them. To do that, we store the quote, and any variation or invoice the trader sends you through Qubrix, with the details the trader entered (such as your name, email address, address and photos and, if the trader talked the job through in your home, the words they said: we keep the words, not the sound), email them to you if the trader asks us to, record when the quote is viewed and accepted or a variation confirmed, and the name you type and the choices you make when you do, send the trader what you write if you ask for a change or decline, and keep technical records, including IP addresses, to keep the service secure. Our providers, some of them in the USA, help us do this under contract. We don't use your details for our own marketing, and we don't sell them.
Anyone with the link can see this quote, so please only share it with people you're happy to see it.
Questions about how we host the quote: privacy@qubrix.co.uk. You can also complain to the Information Commissioner's Office (ico.org.uk).
17. If the business is sold or moved
If the Qubrix business is sold, or moved into its own company (such as a future Qubrix Ltd), your information will move with it and stay protected under this policy. We'll tell you before it happens.
18. Children
Qubrix is for people aged 18 or over.
19. Changes to this policy
We'll post any changes here with a new date, and email you about anything important before it takes effect.
Using Qubrix in the free trial? See the tester terms.