Terms of Use

Last updated 9 November 2026

These terms are an agreement between you and KARAY DIGITAL LTD, a company registered in England and Wales, company number 16931082, registered office Suite 10330, 5 Brayford Square, London E1 0SG, United Kingdom, trading as Quotebird (“Quotebird”, “we”, “us”). They cover the Quotebird app, the pages your customers open and our website. By creating an account or using Quotebird you agree to them, including the Data Processing Addendum for the information you keep about your customers. Our Privacy Policy explains how we handle personal information.

1. Who can use Quotebird

Quotebird is for businesses: tradespeople, contractors and other service businesses, including sole traders. You must be at least 18 and use it for your business, not as a consumer. If you use it for a company or partnership, you confirm you may bind it to these terms.

You’re responsible for your account and everything done with it. Keep your sign-in secure and tell us at once if you think someone else is using it.

2. What Quotebird does

Quotebird helps you write quotes, invoices, receipts and change orders, send them to your customers, let customers accept, sign and pay from a page, and keep your records. Some features need a connection; you can make documents without one, and the app syncs when you’re back online.

We keep improving Quotebird, so features may change. If we remove a feature that’s central to your plan, we’ll tell you in advance.

3. Your documents are your responsibility

• AI drafts are suggestions. AI drafting suggests lines, quantities and assumptions from your photos and notes. It can get things wrong. Check every draft before you send it. Prices always come from your own price book.
• You decide what you charge and what you send. You’re responsible for your prices, the tax you charge, the details on your documents and the work you agree to do.
• Templates and notices aren’t legal advice. Quotebird adds tax details, consumer notices, cancellation forms, deposit limits and similar content based on your country and the place of the job. We build them from official sources and keep them up to date, but they’re there for convenience. They’re not legal, tax or accounting advice, and they may not cover your situation. You remain responsible for meeting the laws that apply to your business, including licensing, consumer, tax and data protection law. Ask a professional if you’re unsure.
• Issued invoices stay. To keep your records reliable, an invoice that has been issued can’t be deleted or edited; you can void it or issue a credit note. We keep an unchanged copy of every document you send.

4. Subscriptions

• Plans and trial. Quotebird has Standard and Pro plans, monthly or yearly. New subscribers may get a free trial; the store shows whether you can.
• Billing through the stores. Subscriptions are sold and billed by Apple (App Store) or Google (Google Play) under their terms. The price is shown in the app and the store before you buy. Subscriptions renew automatically until you cancel them in the store, at least 24 hours before the end of the current period. Deleting your Quotebird account doesn’t cancel a subscription.
• Refunds are handled by Apple or Google under their policies; we can’t issue them ourselves.
• Price changes. If we change a price, the store tells you in advance and, where its rules require, asks for your agreement.
• When a subscription ends, you can still sign in, see your records and export them, but you can’t create or send new documents until you subscribe again.

5. Card payments and the platform fee

• Your own Stripe account. Card payments from your customers go to your own Stripe account, under Stripe’s terms between you and Stripe, including the Stripe Connected Account Agreement. Quotebird never holds your money. You’re the seller of your work: refunds, disputes and chargebacks with your customers are yours to handle, and Stripe charges its own fees to you.
• Platform fee. For each card payment a customer makes through Quotebird, we take a platform fee of 1% of the payment on the Standard plan, or 0.5% on Pro. Stripe deducts it from the payment and passes it to us. The current rate is always shown in the app before you take payments.
• Refunds. When you refund a payment, we refund our platform fee on the refunded amount too: in full for a full refund, in proportion for a partial one. We don’t take a fee on money you refund.
• No fee on other payments. Cash, cheque, bank transfer and other payments you record yourself carry no fee.
• We may change the platform fee with at least 30 days’ notice in the app and by email. The new rate applies only to payments made after it takes effect.

6. Your content

You own the content you put into Quotebird: your business details, customers, price book, photos, notes and documents (“your content”). You give us a licence to host, copy, process and display it only as needed to run Quotebird for you, as described in these terms and the Data Processing Addendum. We don’t claim any other rights to it.

You confirm you have the right to give us your content, including your customers’ information, and that you’ve told your customers what they need to know about how you use it. The part of our Privacy Policy for your customers explains what we do with their information.

You can export your content at any time from the app (Settings → Export your data).

7. Using Quotebird fairly

Don’t use Quotebird to:

• break the law, or mislead or defraud anyone, including sending fake or misleading documents;
• send documents or emails to people who didn’t ask for them, or spam;
• upload content you have no right to, or that’s harmful, abusive or illegal;
• try to get into accounts or systems that aren’t yours, or interfere with Quotebird, its security or other users;
• copy, resell or reverse engineer the app, except where the law allows it.

We may limit how many documents, emails or AI drafts an account can send in a period, to keep the service reliable. We may suspend or close an account that breaks these rules. Unless the problem is serious or urgent, we’ll tell you first and give you a chance to put it right.

8. Our app

Quotebird, its design, code, name and logo belong to us. We give you a personal, non-transferable licence to use the app on devices you own or control for as long as you have an account, under these terms. If you send us feedback or ideas, we may use them without owing you anything.

9. Ending your account

You can delete your account at any time in the app (Settings → Delete account). Export your data first: once your account is deleted, we can’t bring it back. If we close our service or your account for a reason that’s not your fault, we’ll give you at least 30 days’ notice to export your data.

10. Our responsibility to you

We work hard to keep Quotebird running and your data safe, but we provide it “as is”. We don’t promise it will always be available or free of errors, or that AI drafts, templates or notices will be accurate or complete for your situation.

As far as the law allows:

• we aren’t liable for indirect or consequential losses, or for lost profits, business, contracts or goodwill;
• our total liability to you in any 12 months is limited to the greater of the amount you paid for your subscription in those 12 months and £100.

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. If you’re in a country whose laws give you rights that can’t be excluded by contract, such as the Australian Consumer Law, those rights still apply.

11. Changes to these terms

We may update these terms. If a change matters, we’ll tell you in the app and by email at least 30 days before it takes effect, and ask you to agree to it in the app. If you don’t agree, you can stop using Quotebird and delete your account before the change takes effect.

12. The law that applies

These terms are governed by the law of England and Wales, and disputes go to the courts of England and Wales. If you’re in another country, you keep any protection its mandatory laws give you and may also bring a claim in your local courts.

If any part of these terms can’t be enforced, the rest still applies. These terms, with the Data Processing Addendum and the Privacy Policy, are the whole agreement between you and us about Quotebird.

13. Your customers

Your customers don’t need an account. When they accept, sign or pay on a document’s page, their agreement is with you, not with us. Quotebird isn’t a party to the work, the contract or the payment between you and your customer.

14. If you got the app from Apple’s App Store

Apple’s Licensed Application End User License Agreement also applies to your licence of the app on Apple devices. In addition, you and we agree that:

• these terms are between you and us only, not with Apple, and we, not Apple, are solely responsible for Quotebird and its content;
• your licence lets you use the app on Apple-branded products you own or control, as the Usage Rules in Apple’s Media Services Terms and Conditions allow;
• we alone are responsible for maintaining and supporting the app, and Apple has no obligation to provide any maintenance or support for it;
• if the app fails to meet a warranty that applies to it, you may tell Apple, and Apple will refund the price you paid for the app (if any); to the extent the law allows, Apple has no other warranty obligation for the app, and any other claims, losses or costs from a failure to meet a warranty are our responsibility, within the limits of these terms;
• we, not Apple, are responsible for handling any claims you or anyone else has about the app or your use of it, including product liability claims, claims that it fails to meet a legal or regulatory requirement, and claims under consumer protection, privacy or similar laws;
• if anyone claims that the app or your use of it infringes their intellectual property rights, we, not Apple, are responsible for investigating, defending, settling and discharging that claim;
• you confirm that you aren’t in a country subject to a US Government embargo or designated by the US Government as a “terrorist supporting” country, and that you aren’t on any US Government list of prohibited or restricted parties;
• you must comply with any third-party terms that apply when you use the app, such as your mobile data agreement;
• Apple and its subsidiaries are third-party beneficiaries of these terms, and once you accept them, Apple may enforce them against you as a third party beneficiary.

Questions, complaints or claims about the app go to us, using the details in Contact.

Data Processing Addendum

This addendum (“DPA”) is part of these terms. It applies when Quotebird processes personal information about your customers and other people for you (“Customer Data”). It’s written for the UK GDPR and the Data Protection Act 2018 and for the EU GDPR (together, “data protection law”), and gives comparable protection under the privacy laws of Canada, Australia, New Zealand and the United States.

1. Roles

You’re the controller of Customer Data and we’re your processor. We’re the controller only of the information we use for our own purposes, and only for these: your account and billing; security and abuse prevention; email delivery (the list of addresses that bounced or complained); and statistics about how the app is used that contain no Customer Data. Our Privacy Policy covers those.

2. Details of the processing

• Subject matter: providing Quotebird to you.
• Duration: while you have an account, and until the data is deleted as described in section 10.
• Nature and purpose: storing and syncing your records; making, numbering, keeping and sending documents; showing documents to your customers and recording their acceptances, signatures, cancellations and payments; sending reminders; AI drafting when you use it; exports.
• Types of personal data: names, contact details and addresses; job details, photos, voice notes and notes; documents and their contents; signatures; IP address and device of people who sign or open a document; payment status; and, where you record it, whether a customer is 65 or over, or vehicle details for repair work.
• Data subjects: your customers and their contacts, and anyone who appears in job photos or documents.

3. Instructions

We process Customer Data only on your documented instructions. Your use of the app’s features and settings, including turning AI drafting on, sending documents and taking payments, are those instructions, as are your written requests to us. We’ll tell you if we believe an instruction breaks data protection law. If the law requires us to process Customer Data otherwise, we’ll tell you first unless the law forbids it.

4. No use for our own purposes

We don’t use Customer Data for our own purposes. We don’t sell it, use it for marketing or profiling, or use it to train, test or tune AI, and our AI providers are bound not to train on it.

5. Confidentiality

Everyone who works for us and can reach Customer Data is bound to keep it confidential. We look at Customer Data only when we need to: to support you at your request, to keep the service secure or to meet a legal duty. Our admin tools hide your customers’ information and documents by default.

6. Security

We protect Customer Data with technical and organisational measures suited to the risk, including: encryption in transit (TLS); servers in Germany with access limited to those who need it; access control in our own systems, with each business’s data kept apart; regular backups and tested restores; logging and error monitoring that removes personal information; and unchanged, fingerprinted copies of documents sent.

7. Sub-processors

You give us general authorisation to use sub-processors. The current ones are listed below. We bind each sub-processor by contract to data protection obligations equivalent to this DPA and remain responsible to you for its work.

Before we add or replace a sub-processor, we’ll tell you in the app and by email at least 30 days in advance, unless an urgent security reason makes that impossible. You may object within that time. If you object on reasonable data protection grounds and we can’t find a solution with you, you may stop using Quotebird and delete your account; your subscription is refunded through Apple or Google under their policies.

8. Your customers’ rights

The app lets you find, correct, export and delete a customer’s information, which is how you answer most requests. If we receive a request from one of your customers about Customer Data, we’ll pass it to you and not answer it ourselves, unless you ask us to. We’ll help you with any other request you can’t answer with the app.

9. Breaches and other help

We’ll tell you without undue delay, and aim to within 48 hours, after we become aware of a personal data breach affecting Customer Data. We’ll give you what we know about it and keep you updated, so you can meet your own duties. We’ll also give you reasonable help with data protection impact assessments and consultations with regulators about Quotebird.

10. Deletion and return

You can export Customer Data at any time, including every document as sent. When you delete your account, or delete a customer or a draft, we delete the related Customer Data from our systems within an hour; copies in backups are overwritten within 30 days. Documents you’ve issued are deleted with your account, so export them first if the law asks you to keep them.

11. Information and audits

We’ll give you the information you reasonably need to show that this DPA is met, including a summary of our security measures. If that isn’t enough, or a regulator asks for it, you may audit us, at your cost, once a year, on 30 days’ written notice, in a way that protects other customers’ data and our confidentiality.

12. Transfers outside the UK and the EU

Customer Data is kept on our servers in Germany, and its files (photos, voice notes, documents, logos and backups) in Cloudflare’s Eastern Europe storage region. Where a sub-processor processes it outside the UK or the European Economic Area, we make the transfer under the UK and EU adequacy decisions, the UK Extension to the EU–US Data Privacy Framework where the recipient is certified, or the European Commission’s standard contractual clauses (module three for processor-to-processor transfers) with the UK International Data Transfer Addendum, and we assess those transfers as the law requires.

13. Other countries

If you’re in Canada, Australia, New Zealand or the United States, we process Customer Data only to provide Quotebird to you, keep it under your control, give it protection comparable to this DPA, and don’t use, sell or share it for any other purpose.

14. Agreement and changes

You accept this DPA in the app when you agree to these terms, and we keep a record of who agreed, when and to which version. We’ll tell you about changes in the app and by email and won’t apply a change that reduces your protection without your agreement. If this DPA conflicts with the rest of these terms, this DPA wins for Customer Data.

Sub-processors

These companies handle Customer Data for us:

We also use RevenueCat, Inc. (USA) to keep the records of your subscription from Apple and Google. It doesn’t handle Customer Data. Its transfers are made under standard contractual clauses with the UK Addendum.

Contact

Email [email protected] or write to KARAY DIGITAL LTD, Suite 10330, 5 Brayford Square, London E1 0SG, United Kingdom.