Qubrix free trial: tester terms

Version 1.16 (free trial) · Last updated: [date]

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 ("we"). Contact: hello@qubrix.co.uk, or by post to our registered office.

1. What this is. A free test of Qubrix, by invitation, for about 3 to 4 weeks. No card, no payment, nothing to cancel. Prices aren't fixed yet, but expect from £20 a month (point 9).
2. It's a test. Features may change, break or disappear. Please tell us about anything that goes wrong.
3. You decide. Qubrix helps you work out what to charge. Every price is a guide for you to check, including any AI guess, which stays marked "AI guess: agree or change" until you agree it or type your own. You decide every price and every quote you send, and you're responsible for them. Where work needs a registered or qualified person or an approval (such as gas, electrical, structural or Building Regulations work), you must use the right people and get the approvals. Our warnings are prompts, never a check.
4. Real quotes to real customers. You can send real quotes to real customers during the test, and invoices and variations for them. Each one is between you and your customer; we're not part of it. The app adds standard wording and, for homeowners, a 14-day cancellation notice. Check them before you send. You're responsible for your own contract and for giving your customers what the law requires. We email you a PDF copy of every quote you send from the app.
5. Your feedback. You can use the feedback button at any time. We can use your feedback and ideas to improve Qubrix without owing you anything. The app also records how much you change each draft before you send it, when a search finds nothing, and which parts of the app you use. We look at each tester's use to see how the test is going and to help anyone who gets stuck, and we use these records in anonymised, combined form to improve guide prices and the app, as the Privacy Policy explains.
6. Your data. Our Privacy Policy explains how we use your information. When you add your customers' details, we handle them for you under Schedule A (our data processing terms, below), which is part of these terms. You can edit and delete your jobs in the app and export My prices. For a copy of anything else, or to delete a quote you've sent or your whole account, email us and we'll do it within 5 working days.
7. The test can change or stop. We can change or end the test at any time, giving 7 days' notice where we can. You can stop at any time.
8. When the test ends. You can still sign in and save copies of your quotes, invoices and prices for 30 days. After that we delete your account, unless you've tapped "Count me in" (point 9): then we keep it until paid sign-ups open, so you can carry on where you left off, and delete it if you haven't signed up 3 months after we tell you they're open. You can ask us to delete it sooner.
9. "Count me in." Near the end of the test we'll ask whether you'd like us to tell you when paid sign-ups open. If you tap "Count me in" at the price shown (£20 a month) and confirm your email address, we'll email you when they open. No card, no payment, no obligation. Prices aren't fixed yet, but expect from £20 a month. We're testing them, and they may change before paid sign-ups open, perhaps to plans by how much you use Qubrix. You'll see the final prices before you pay anything, and you choose whether to sign up. Paid subscriptions will have their own terms, a 14-day free trial, which you can start with no card, and the money-back guarantee (once per customer). Taking part in this test doesn't use up that free trial. As a thank-you for testing, if you tapped "Count me in" and sign up while we're still keeping your account (point 8), your first two months are free, in place of the 14-day free trial.
10. No insurance yet, and our liability. This is a free test, and we don't yet have insurance in place. Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or for anything else the law doesn't allow us to limit. Otherwise, if you're using Qubrix for your business, we aren't liable for loss of profit (including profit lost on any job priced, under-priced or not won), loss of business or contracts, or indirect loss, and our total liability to you is limited to £100. If you're a consumer, your legal rights aren't affected.
11. Talking jobs in, and recordings. Before you talk a job in at someone's home, tell them you're recording, and type it instead if they'd rather you didn't. The talk screen reminds you. Ask before you take photos there too, and try not to film, photograph or record other people, or their paperwork. When you talk a job in, your phone's or computer's own speech recognition turns what you say into words, and we keep the words, not the sound. Video you take stays on your phone; we don't receive it. The only sound we keep is voice messages sent with the Feedback button: they're deleted 30 days after they're made, and their words stay with the feedback (Privacy Policy, section 10).
12. Refer a friend. You can invite people you know in the trade to join the test, with your own link under Refer a friend. You send it yourself: the app opens your own WhatsApp or texts with a message you can change, and we never see your friends' numbers. Please don't send it as spam. Your friend opens your link and asks to join, with their name, trade, email address and phone number. Testers join a group at a time, and we send each friend their own invitation when their group starts. We tell them you'll see their first name and that they've joined, nothing else, and that you may get a free month. Nothing is earned during the test. When paid sign-ups open, if you both sign up while we're still keeping your accounts (point 8), you get a free month off your bill once your friend has stayed a month: a month after their first payment, if they're still subscribed and haven't had that payment back. With a tester's two free months (point 9), that's about three months after they sign up. Up to 12 free months a year, with no cash value, and only for friends who were new to Qubrix when they used your link. The paid terms will set out the rest. We can change or end Refer a friend (point 7), but friends who've already joined with your link still count.
13. Law. English law applies, and disputes go to the courts of England and Wales. If you're a consumer in Scotland or Northern Ireland, you can also use your local courts.

Schedule A: data processing terms

This schedule is part of the tester terms. It sets out how we handle your customers' personal information on your behalf, as Article 28 of the UK GDPR requires.

A1. Meanings and when this schedule applies

1.1 In this schedule, "data protection law" means the UK GDPR, the Data Protection Act 2018 and the Privacy and Electronic Communications Regulations 2003, as amended, including by the Data (Use and Access) Act 2025. "Customer personal data" means personal data about your customers and other people that you put into Qubrix, or that your customers give through it (such as the name typed when accepting a quote), which we process for you. Words such as "controller", "processor", "personal data breach" and "data subject" have the meanings given in data protection law.

1.2 This schedule applies whenever we process customer personal data for you.

A2. Roles

2.1 For customer personal data, you are the controller and we are your processor.

2.2 For your own account, security records and the record of what you agreed to, we are a controller, as the Privacy Policy explains. This schedule doesn't cover that.

A3. Details of the processing

Annex 1 sets out the subject matter, duration, nature and purpose of the processing, the types of personal data, and the people the data is about.

A4. Following your instructions

4.1 We process customer personal data only on your documented instructions. You give those instructions through these terms and by how you use Qubrix's features: for example, adding a customer, uploading photos, sending a quote or deleting a job.

4.2 If UK law requires us to process customer personal data in some other way, we'll tell you before we do, unless the law forbids it.

4.3 We'll tell you straight away if we think an instruction breaks data protection law.

A5. Your responsibilities

5.1 You make sure you have a lawful basis for putting customer personal data into Qubrix, and that your customers have the privacy information the law requires.

5.2 You add only what the job needs. Don't add special category data, such as health information, unless it's needed (for example, a note that a customer needs step-free access), and then keep it to the minimum.

5.3 You keep customer personal data accurate, and delete what you no longer need.

5.4 Before you talk a job in at a customer's home, you tell them you're recording, and type it instead if they'd rather you didn't (tester terms, point 11). You also ask before you take photos there.

A6. Confidentiality

6.1 Only people who need access to run, support or fix Qubrix can access customer personal data, and they are bound to keep it confidential. Today that means a director of the company. We keep a record of who has access.

6.2 AI tools we use to help run the service are provided by the sub-processors in Annex 3, under their contracts with us.

A7. Security

We take appropriate technical and organisational measures to protect customer personal data, including those in Annex 2, and keep them under review.

A8. Sub-processors

8.1 You give us general permission to use the sub-processors listed in Annex 3.

8.2 We'll tell you by email at least 30 days before we add or replace a sub-processor.

8.3 You can object on reasonable data protection grounds within that time. If we can't resolve your objection, you can stop using Qubrix and ask us to delete your account before the change takes effect.

8.4 We put data protection obligations in a written contract with each sub-processor that protect customer personal data at least as well as this schedule, and we remain responsible to you for what our sub-processors do.

A9. Transfers outside the UK

We transfer customer personal data outside the UK only with a lawful safeguard (Privacy Policy, section 7), or as data protection law otherwise allows.

A10. Helping with your customers' rights

10.1 You can correct or delete your customers' details in the jobs you keep in the app. For a copy of a customer's details, to delete a quote you've sent, or for any other help, email us and we'll do it within 5 working days.

10.2 If one of your customers contacts us directly, we'll pass the request to you within 5 working days. We won't respond to it ourselves unless you ask us to or the law requires it.

10.3 We'll give you any other reasonable help you need to answer requests, taking into account what the service does and the information available to us.

A11. Personal data breaches

11.1 If we become aware of a personal data breach affecting customer personal data, we'll tell you without undue delay, aiming for within 48 hours.

11.2 We'll tell you what we know at the time: what happened, the kinds of data and roughly how many people are affected, the likely consequences, and what we've done or plan to do. We'll update you as we learn more.

11.3 We'll help you meet your own duties, such as reporting to the ICO within 72 hours where required and telling affected customers. We won't contact your customers about a breach without your agreement, unless the law requires us to.

11.4 We keep a record of every breach.

A12. Other help

We'll give you reasonable help with data protection impact assessments and any consultation with the ICO, taking into account what the service does and the information available to us.

A13. Our own use: anonymised data and feedback

13.1 You authorise us to create anonymised, combined data from your content, as point 5 of the tester terms and the Privacy Policy describe. We never include your customers' names, contact details, addresses or photos in it. Once data is anonymised, it isn't personal data, and this schedule no longer applies to it.

13.2 If a feedback screenshot you send shows customer personal data, we use it only to deal with your feedback, and delete it with the feedback (Privacy Policy, section 10).

A14. At the end

14.1 When the test ends, you can save copies of your content, including customer personal data, for 30 days (tester terms, point 8).

14.2 We then delete customer personal data within a further 30 days, unless you've tapped "Count me in" and we're keeping your account until paid sign-ups open (tester terms, point 8), or UK law requires us to keep it. Deleted data rolls out of our backups within 7 days.

14.3 If you ask, we'll confirm the deletion in writing.

A15. Information and audits

15.1 We'll make available the information you reasonably need to show that we meet Article 28: this schedule, our security summary (Annex 2), our sub-processor list (Annex 3), and answers to a reasonable written questionnaire, once a year or after a breach.

15.2 If that isn't enough to show compliance, you, or an independent auditor bound by confidentiality, may audit us, including an inspection, with at least 30 days' notice, at your cost, during normal working hours, and in a way that doesn't expose other users' data or our security.

A16. Liability

16.1 The limits in point 10 of the tester terms apply to this schedule.

16.2 Nothing in this schedule limits either party's responsibilities to individuals or to the ICO under data protection law.

A17. Priority and changes

17.1 If this schedule conflicts with the rest of the tester terms on customer personal data, this schedule wins.

17.2 We may update this schedule to reflect changes in the law or ICO guidance, telling you by email first.

Annex 1: Details of the processing

Annex 2: Security measures, in plain words

• Every connection to Qubrix is encrypted (HTTPS).
• Stored data is encrypted by our database provider.
• Each user can see only their own data. The database itself enforces this (row-level security), not just the app.
• Photos are kept in private storage and shown through short-lived links.
• Quote links use long, unguessable codes. Anyone with the link can see that quote, so share it only with your customer.
• Secret keys stay on our servers, never in the app on your phone or computer.
• Two-step sign-in on every admin account we use to run Qubrix.
• Access to live customer data only for a director of the company, to run and fix the service.
• Backups by our database provider, daily, kept for up to 7 days.
• Voice recordings are deleted from our voice-to-text provider straight after they've been turned into text.
• Talking a job in keeps the words, not the sound. Voice messages sent with Feedback are deleted 30 days after they're made.
• The software we depend on is kept up to date.
• A record of security incidents, and a written plan for what to do if one happens.

Annex 3: Approved sub-processors

See also our Privacy Policy.