Version 2026-10-01
QuoteNod Sub-processors (v2026-10-01)
Under the data-processing terms in our Terms of Service, QuoteNod uses these
sub-processors to deliver the service. Each processes personal data only as needed for
the purpose listed. We give traders at least 14 days' notice by email before adding or
replacing one, and a trader may object on reasonable data-protection grounds.
Hosting & database — Railway Corp. (app servers and managed database, EU/UK region
selected at deployment). All quote, customer and signature data.
File storage, edge and analytics — Cloudflare Inc. (R2 object storage and CDN, and
the edge in front of the site). Signature images, logos, generated PDFs, photographs,
files and certificates put on jobs, team members' photographs, encrypted at rest. Every
request to the site passes through Cloudflare's edge, and its Web Analytics counter on
our pages gives us page totals only — it sets no cookie and holds no identifier.
Postcode look-up — postcodes.io (Ideal Postcodes Ltd, UK). Receives a postcode and
returns its position, so that travel between two bookings can be estimated. Nothing
else about the job or the customer is sent.
Driving times — OpenRouteService (Heidelberg Institute for Geoinformation
Technology, Germany), only where a routing key is configured. Receives two map
positions as coordinates — no name, house number, reference or job — and returns a
driving time, which is kept for 90 days so the same pair is not asked again.
Subscription billing — Stripe Payments Europe Ltd. Trader subscription billing only
(name, email, card details entered on Stripe's own pages). No customer data from quotes.
Transactional email — Resend (Plus Five Five, Inc.). Email addresses and the contents
of quote/approval/completion/invoice emails and attachments.
In-app helper (Nod) — Google LLC (Gemini API). Used only when a signed-in trader, or a
member of their team, opens Nod and asks a question. Receives what they type, the rest of that
conversation, the QuoteNod help articles, the trader's first name and trade, and a short briefing
of the account: live jobs with their references, titles, status and amounts, today's diary, open
tasks, and the team and their roles. **Before it leaves, every customer's and colleague's name is
replaced with a token and email addresses and phone numbers are removed**; the real names are put
back on our side. It never receives signatures, documents, photographs, site addresses, bank
details or customers' contact details. The owner's own Nod, which reads QuoteNod's business
figures, goes out behind the same veil. QuoteNod uses Google's no-cost tier, and **Google's terms
for that tier permit Google to use the prompts sent and the answers returned to provide, improve
and develop Google products and services, including their machine-learning models** — so anything
typed into Nod should be treated as leaving QuoteNod's control. Their terms are at
ai.google.dev/gemini-api/terms.
Not sub-processors: software you connect yourself
These are named here rather than left off, because a list that only mentions what suits
us is not worth reading.
QuickBooks and FreeAgent. QuoteNod can write your invoices out in the
layout each of these imports from, and offers a direct connection to each.
Neither makes them our sub-processors. A sub-processor handles data *on QuoteNod's
behalf*, under our instructions, to deliver our service to you. These handle it on
your behalf, in an account you hold, under your agreement with them — we are
carrying out your instruction to send it, and once it arrives it is out of our hands and
outside our agreement with you. Which also means an erasure in QuoteNod does not reach
it; deleting a copy that has left is yours to do.
Nothing is sent until you connect one, and nothing at all is sent to the one you have not
connected. When you do connect, what crosses is your invoices and the customers they are
raised against: the customer's name, and their email address and phone number where you
hold them; the invoice number, its dates, the line descriptions, quantities, amounts and
VAT; a note naming the QuoteNod job it came from; and, where you switch that part on, a
record of payments received against those invoices.
What is not sent: your customers' postal addresses, their signatures, the quote
itself, any photographs or files attached to a job, and anything belonging to a job you
have not invoiced.
A connection does nothing on its own. Posting payments is off until you turn it on, the
automatic sync is off until you choose a schedule, and both are yours to change or stop.
Disconnecting is one button in the accounting settings and destroys the stored access
immediately.
The access token is encrypted before it is stored, is never written into a page, a log or
an error message, and goes nowhere except the provider it belongs to.
Stripe and GoCardless, for taking payment. A trader who takes payment online connects
an account of their own with Stripe or GoCardless. Like the accounting packages, these are
not our sub-processors: the account is the trader's, under the trader's agreement with the
provider, and the provider acts for them. When a customer presses Pay, QuoteNod sends the
provider the amount, a description naming the trader's business and the quote reference,
and a reference of ours to match the payment — no customer name, email address, postal
address or signature. The customer's bank or card details are entered on the provider's own
page and never reach QuoteNod. QuoteNod's own subscription billing through Stripe, listed
above, is separate and does involve Stripe as our sub-processor.
Your accountant. Same answer, for the same reason. A spreadsheet you email to them is
a disclosure you made, to somebody you chose, under whatever arrangement you have with
them — and so is the accountant's inbox on the Connections page, which copies every
invoice and receipt to an address you entered.
The live spreadsheet, Zapier and Make. On the Firm package (and for founding
members) you can hand out three web addresses that answer with your jobs, payments and
invoices — customers' names, references, amounts, dates and status — to any spreadsheet
that asks, and you can have QuoteNod post events (a quote signed, an invoice issued, a
payment received, a job signed off, each with the job reference, the customer's name,
the amount and the dates) to an address Zapier or Make gave you. Google, Microsoft,
Zapier and Make are not our sub-processors for this: each is a place you chose to send
your data, under your own account and agreement with them. The spreadsheet addresses
open without a sign-in, so they are shown only to you and can be replaced in one click,
after which the old ones stop.
This list is kept current; material changes are notified to account holders in advance
via the policy re-acceptance flow. Last reviewed 28 September 2026.