QuoteNod Terms of Service (v2026-10-10)

0. Who you are contracting with. QuoteNod is a service of QuoteNod Ltd, a company registered in England and Wales, company number 17446525, registered office 124 City Road, London, EC1V 2NX. "We" and "us" in these Terms mean QuoteNod Ltd.

1. The service. QuoteNod lets trade businesses create quotes, send them to their customers for electronic approval with a drawn or typed signature, record completion sign-off, and produce invoices — and, around that, run the working day: a diary of booked jobs, a team with its own sign-ins, rotas, time off and pay records, projects, tasks, stock, photos, certificates, messages with customers, and an assistant we call Nod. The service is available through the website at quotenod.co.uk and as an installable web app added to your device's home screen; both are the same service under these terms. By using either, you agree to these Terms, the Privacy Notice and the Cookie Policy.

2. Your account. You are responsible for keeping your login secure and for the accuracy of quotes you send. You must be entitled to run the business you register.

2a. Your team. On the Crew and Firm packages (and for founding members) you can give people who work for you their own sign-in to your account, with a role that limits what they see: full access, the office (quotes and customers), or the tools (the diary and the jobs they are booked on). You can name a full-access member as a manager, who can then look after the others' sign-ins and confirm the team's quotes. Everything a team member does is done on your account and under your responsibility: you choose who has access, what role they have, and when it ends, and you must take a sign-in away from anybody who leaves. A team member's own password, two-factor setting and sign-in alerts are theirs; adding, removing and making managers is yours alone. You remain legally and financially responsible for every quote issued, contract approved and action taken under a team member's sign-in, as if you had done it yourself. We publish a template privacy notice you can adapt and give to your team, covering what QuoteNod holds about them.

Quotes your team write. A team member can write a quote. It is saved waiting for confirmation and cannot be sent — by anybody — until you or a manager confirm it. You can trust a person, under HR, to send their own quotes; that trust counts only on a day when you and every manager are off (the business closed or marked away, a manager on a rota day off, approved leave or suspended), and a quote written on any other day waits as usual. A quote sent under that trust is your quote in every respect.

Your team's records. The details you enter about the people on your team — names, contact details, photographs, roles, rotas, holidays, sickness, hours, rates and what you paid them — are employment records. You are the controller of them and QuoteNod is your processor, on the same terms as your customers' data in section 8. The HR and Pay pages keep those records and add up a month's pay from the rates and hours you enter; they are not payroll. They do not work out PAYE, National Insurance or pension contributions, do not file anything with HMRC, and are not a substitute for a payroll service or an accountant. What you owe your people, and what you must report and pay to HMRC, remains yours to get right.

What your customers are told about your team. When a booked job is on its way, the "on my way" email to the customer carries the name, position, work number and photograph of whoever is coming, in the layout and words you choose. Put a person on a job and you are telling the customer that person is coming; keep those details accurate, and make sure your people know they are shown.

2b. Your legal details. You are responsible for the legal details you give us for your documents: your legal name, your company number and registered office, your address for service, your VAT number, your insurance and the bodies you say you are registered with. QuoteNod prints them as you give them and does not check them. Keep them true and up to date.

3. Your customers' data. For personal data you enter about your customers (names, contact details, addresses, signatures), you are the data controller and QuoteNod is your processor. The Data Processing terms in section 8 form part of this agreement.

4. Signatures and records. QuoteNod records electronic signatures with a timestamp and a cryptographic hash binding the signature to the quote content. You are responsible for ensuring an electronic signature is appropriate for your use.

5. Fees. A 14-day free trial with every feature open, then one of three packages, priced per business and sold on the website only. Prices exclude VAT.

- Solo — £12 a month or £115 a year. One person: you.
- Crew — £29 a month or £290 a year. Five people, and up to five more at £4 a person a month. Adds the team, HR and pay, projects, managers, and priority support.
- Firm — £59 a month or £590 a year. Fifteen people, and more at £4 a person a month. Adds every add-on below at no extra charge, and the plug-and-play connections in section 20.

If your subscription lapses your data remains readable; sending new quotes requires an active subscription. A package that includes the team is the only way a team member can sign in: on Solo, team sign-ins are refused until the package is changed.

5(i). Add-ons. On Solo and Crew you can add, for £5 a month each, your name only (the "Created with QuoteNod" line taken off your documents and customer emails) and the signature block (a drawn signature with your name, position, business and logo on every quote and invoice), and for £10 a month social posting (finished jobs posted to your own Facebook Page and Instagram, 20 posts a month, then 95p a post on your next bill). With social posting on, you can also buy top-ups of 20 posts for £10, paid by card straight away or on your next bill; top-up posts are used after the month's 20, carry over from month to month, can be used whenever social posting is on, and are not refundable. All three add-ons are included on Firm; top-ups are paid for on every package. Each is billed monthly, starts when you turn it on, and stops at the end of the month you turn it off. If you move to Firm, add-ons you were paying for come off your bill; if you move down from Firm, they stop at the renewal and you can add any back at its price.

5(ii). Changing package. You change package under Account. Moving up within the seven days before your renewal date charges only the difference between the two packages, today, and keeps your renewal date. Moving up earlier than that charges the full price of the new package today, and today becomes your new renewal date; nothing more is ever charged for the package you left. Moving down charges nothing: the smaller package starts on your renewal date, and until then you keep what you paid for. A move to Solo needs your team members taken off first, because Solo has no team. Extra people are charged by the month for as long as they are on the account; take a person off and the charge stops at the end of that month.

Founding members. The first 500 people to register their interest before launch are founding members, and founding membership gives two things.

Your first three months of access are free, in place of the 14-day trial. A founding account has no trial period. Instead you pay no subscription for your first three months from the day you sign up, with everything included and no card needed to start. Choose a billing period at any point during those months — there is no code to enter — and your card is held but not charged until the free months end; from then on you are charged as normal, £12 a month or £115 for the year. Nothing is taken off a year: three months free is three months free, and the year is charged in full once they have run. If you have not chosen by the time the months end, your account stays readable and sending new quotes waits until you do. The free months cannot be combined with a discount code, and we do not offer discount codes to founding members until their free months have ended.

Everything, for £12, for as long as you stay. A founding member pays the Solo price and gets every feature of Firm — the team with fifteen people, HR and pay, projects, managers, the connections in section 20, and every add-on in section 5(i) at no charge — for as long as the subscription remains active. Extra people past fifteen are £4 a person a month as on Firm. If we raise the price for new customers, yours does not move while you keep the subscription running. The hold is on the monthly price: if you move to the yearly plan you pay the yearly Solo price current at the time, and if you later move back to monthly without the subscription having lapsed in between, the held £12 applies again. Let the subscription lapse and the held price goes with it, along with the founding features and any free months you had not yet used.

What the free months do not cover. The free months are free access: three months of subscription. QuoteNod's fees still apply as normal during them, to founding members as to everybody — the fee in section 5b on every payment your customers make through QuoteNod or that you record as taken on your own card reader, and the contract fee in section 5b(i) on a signed contract whose job is not paid through QuoteNod. Nothing else you may owe us is waived either. A free subscription is not free collection, and we would rather say so here than have it come as a surprise.

5a. Taking payment online. QuoteNod never holds, receives or moves your money. If you want your customers to be able to pay you online, you connect an account of your own with the payment providers we support — Stripe, GoCardless, or both, each authorised by the Financial Conduct Authority. If you connect both, you choose which one your customers use by default, and you can change that at any time. You open that account with the provider directly, under their own terms, which you agree with them: they check who you are, they take your customer's payment, and they pay it out to your bank. QuoteNod does not open the account for you, cannot see its balance, and is not a party to your agreement with them.

How your customer pays. Your payment link opens a page on QuoteNod showing what is due. When your customer presses Pay they are taken to your provider's own secure page. With Stripe they can pay from their bank account, approving it in their own banking app, or by card; with GoCardless they pay from their bank account. The payment is made to your account with the provider, never to QuoteNod. Your own bank details stay on every payment page and invoice as the other way to pay, Each provider has a largest single payment it takes — at present £10,000 with Stripe and £25,000 with GoCardless. If you have connected both, a payment above Stripe's limit is taken through GoCardless automatically, whichever is your default. A payment larger than your connected providers take in one go is paid by ordinary bank transfer.

Your bank details. You also give us the name, sort code and account number you want to be paid into by transfer, and you confirm them before they are shown to anybody. They remain your responsibility: a transfer made to details you have confirmed has gone where you told us to send it, and once a bank has made a payment it cannot generally be reversed. Please check them carefully.

Payments are in pounds sterling to UK accounts only. QuoteNod does not currently support payments in other currencies, cross-border payments, or currency conversion.

Disconnecting. You can disconnect either provider account at any time under Settings → Getting paid, or from the provider's side. Payments already made are not affected. If you still have the other provider connected, your customers pay through that one from then on; if not, they see your bank details instead.

5b. QuoteNod's fee on a payment. Each payment your customer completes through your connected Stripe or GoCardless account carries QuoteNod's fee: £1.25 on a payment over £50, or £0.65 on a payment of £50 or under. Your provider takes it out of that payment at the moment the payment is made — Stripe calls it an application fee and GoCardless an app fee — and passes it to us. What reaches your account is the payment less your provider's own charges and QuoteNod's fee. Because the fee is taken as the payment is made, nothing for it is invoiced to you afterwards and there is nothing to pay separately. The same fee, £1.25 or £0.65 by the same £50 line, is charged on each payment you record as taken on your own card reader (SumUp, Zettle and the like): nothing is taken from that payment, because QuoteNod never touched it, so the fee is added to your QuoteNod fees and collected from the card you pay your subscription with every 48 hours, or on your next subscription bill if you have chosen that under Settings.

- Every payment is charged once. A payment plan is several payments and each carries the fee for its own size as it completes, whether the payments are monthly, weekly or daily: a plan of three monthly payments of £100 costs £3.75 in QuoteNod fees, as three amounts of £1.25; a plan of four payments of £100 costs £5 in QuoteNod fees, as four amounts of £1.25, and a plan of four payments of £40 costs £2.60, as four amounts of £0.65. If your customer clears the rest of a plan early in one payment, that payment carries one fee and the payments that no longer happen carry none.
- Your provider's own charges are theirs. They are agreed between you and your provider and are separate from QuoteNod's fee. We show what they publish when you choose between them, but their terms decide what they charge.
- No payment fee is charged for a quote that is not paid, for a payment that fails or is abandoned, or for a payment you record as cash, cheque or bank transfer. No fee is taken from a single payment through Stripe or GoCardless of £1.30 or less. (A job paid outside QuoteNod's payment links carries the contract fee in section 5b(i) instead.)
- The fee is not refundable. If you refund a customer, that refund is between you, your customer and your provider, and QuoteNod's fee on the original payment is not given back.
- VAT. QuoteNod is not currently registered for VAT. If that changes we will tell you, with at least 30 days' notice, whether the fee includes VAT or has it added.
- Changes. We will not introduce a new charge or increase the fee without at least 30 days' notice by email, and a change never applies to a payment already completed. Section 5c says exactly when a change takes effect.

5b(i). QuoteNod's fee on a signed contract. Each quote your customer signs through QuoteNod carries a contract fee of £1 — for the signed contract, the tamper-evident record of it and the signed PDFs — unless the job's first payment goes through QuoteNod, that is, through a payment link to your connected Stripe or GoCardless account, in which case that payment carries the fee in section 5b and there is no contract fee. A job paid any other way — cash, cheque, bank transfer, or your own card reader — carries the contract fee; a card-reader payment carries the fee in section 5b as well.

- How it is paid. Contract fees that are due are added to your next subscription bill, on the card you pay your subscription with, as a line that says what they are. Nothing is taken from your customers' payments for it.
- How it is decided. By the first payment recorded on the job. If it is paid through a payment link, there is no contract fee. If it is paid any other way — cash, a bank transfer, a cheque, your own card reader — the contract fee is charged. If nothing has been paid within 30 days of your customer signing, the contract fee is charged then.
- Where to see it. Every contract fee — charged, waiting, or not charged — is listed under Finance, with the job, the customer, the date and time the contract was signed, and a link to the signed contract. A contract fee not yet charged is shown as waiting, with what will decide it.
- Deleting a quote after your customer has signed it does not remove the contract fee, because the contract was still made and recorded.
- Not charged for a quote your customer declines or never signs, or for your own quotes that are never sent.
- The fee is not refundable once charged, and section 5b's notice of changes applies to it in the same way.

The private beta. If you opened your account in the private beta, QuoteNod charges none of its own fees — neither the fee in section 5b nor the contract fee in section 5b(i) — on a job that had a payment set up or taken by the end of your 7 days in it: your customer had signed the quote, or a payment had been asked for or received. Any other job is charged as normal, free months included.

Your customer pays what they owe, and no more. Nothing in these terms allows us or you to add a fee to your customer's payment for the way they choose to pay, and you must not surcharge a customer for paying online. Your customer pays the amount on their quote; your provider's charges and QuoteNod's fee come out of what you receive.

5b(ii). What we send your customer. So that a plan collects itself, QuoteNod emails your customer directly about the payments on their job: the payment link when they approve the quote, a reminder the day before each payment is due and on the day, and up to three reminders after a date has passed. Then it stops — anything further is a conversation you have with them. These emails carry your business name, your payment link and nothing we are selling. You can send another copy of any payment link yourself at any time. Your customer agrees to receive them when they approve the quote, under the contract terms in section 7, and we tell you when a payment has gone past its date so that you can chase it yourself if you would rather.

5c. Emails we send you. Two kinds. Service emails are part of the product — your quote and invoice records, payment confirmations, security and billing notices — and continue for as long as you have an account, because without them the service does not work.

Updates about QuoteNod are separate. If you registered your interest before launch, you were asked whether you wanted our emails. Yes, email me means you agree to get all our emails, marketing included: news and offers, progress towards launch and the beta, tips, summaries and requests for feedback. No thanks means you get only the essential ones, such as the email confirming your registration. Two emails are part of the place you registered for and go whichever you answered: the invitation to the private beta, if your place carries one, and the one email telling you that QuoteNod has opened. Beyond that we email you about QuoteNod only where we are entitled to, and every such email carries a one-click unsubscribe that needs no login and takes effect immediately. Unsubscribing from updates never affects your service emails. We do not sell, rent or share your address with anyone for their own marketing.

5d. Nod, the in-app helper. Nod is an AI assistant. It answers questions about using QuoteNod from our help centre, and it knows your own account well enough to help with it: your live jobs, your diary, your tasks and your team. It can also do a few things for you — book a signed job into the diary, put a photo on a job, hand a booked job to a colleague, add a task, show you what a job holds — and every one of those is put to you as a card you confirm first; nothing changes on your account until you press it. It is a convenience, not advice: its answers can be wrong or incomplete, they are not legal, tax or accounting advice, and nothing it says varies these terms, the price, or what QuoteNod does.

What you ask, the rest of that conversation, our help articles, your first name and trade, and a short briefing of your account are sent to Google LLC to generate the answer. Before that briefing leaves, every customer's and colleague's name in it is replaced with a token — CUSTOMER_2, PERSON_1 — and email addresses and phone numbers are removed, in the briefing and in what you type; the real names are put back into the answer on our side. Google therefore sees job titles, references, amounts, dates and tokens, not the people. We use Google's no-cost tier, whose terms allow Google to use what is sent and returned to improve their own products and models — so still do not type passwords, card numbers or bank credentials into it, and treat what you type as leaving our control. The Privacy Notice sets this out in full. Conversations are stored on your account and deleted with it. Where Nod cannot answer, it will offer to pass the question to a person, and that route is open to you at any time whatever Nod says.

5e. Referrals. Every subscriber has a personal referral link. A referral is successful when a person who signed up through your link has held a paid subscription for three months; a free trial does not count, and a referral that lapses before three months does not count. Four successful referrals earn one free month of QuoteNod: your next billing month is not charged. The reward is service only — it is never cash, has no monetary value, cannot be transferred, exchanged or refunded, and is not redeemable against anything other than a QuoteNod subscription. Free months are applied one at a time to consecutive billing periods and do not expire. Twelve successful referrals — three free months — is the maximum: your link then stops accepting sign-ups and becomes active again six months later, and we will email you at both points. Referrals made through your link before it closed still count once they reach three months, and carry into the next period. You may not refer yourself, and an email address that has previously held a QuoteNod account is not a new referral. We may withdraw a referral link, and decline referrals, where the scheme is being used dishonestly or the link is being distributed as spam. We may change or end the scheme for future referrals on reasonable notice; free months you have already earned will still be honoured. If you run more than one business you may open a QuoteNod account for each, but one of your own businesses cannot refer another: we may refuse a referral, and withdraw a free month it earned, where the new account appears to belong to the same person or business as the one that referred it — for example the same director, business address or payment card.

5f. If a subscription payment fails. Your account carries on as normal for 14 days after a subscription payment first fails, while the card is tried again, and we email you on the first, third, seventh and fourteenth day. Paying at any point in those 14 days puts everything back as it was. If it is still unpaid after 14 days, the subscription ends: your past quotes and records stay readable and can be exported, sending new quotes needs a subscription, and paid add-ons stop. For a founding member the end of the subscription also ends the founding price and features, as the founding members paragraph explains.

5c. Changing our prices. QuoteNod Ltd reserves the right to change the price of any package, extra person or add-on, the payment fee in section 5b and the contract fee in section 5b(i). We will give you at least 30 days' notice by email before any increase takes effect, and the email will say the new price and the date it starts. A change never applies to money already paid or to a payment already completed.

- Your subscription. A new price applies from the first renewal that falls after the 30 days' notice has run. If your renewal date falls inside those 30 days, that renewal is charged at the old price and the increase applies from the renewal after it. So on the monthly plan you always get at least one full month at the old price after we tell you, and on the yearly plan the year you have already paid for is never repriced: the new price applies from your next yearly renewal after the notice has run.
- Payment and contract fees. A new fee applies to payments completed, and contracts signed, on or after the date the notice names, and never to anything before it.
- Founding members. Nothing here shortens your free months. A price change reaches you only when a renewal falls after the notice has run, the same as everybody.
- If you would rather not pay the new price, cancel before it takes effect — on your Subscriptions page, at least 7 days before your renewal date (section 6-1) — and you will not be charged it. Continuing to use QuoteNod after the date in the notice means you have accepted the new price.
- Decreases take effect from your next renewal, with no notice needed.

6. Fair use and termination. We may suspend accounts used unlawfully. You may export your data and close your account at any time from your Account page. Closing your account also stops your subscription, under the 7-day rule in section 6-1: closed 7 days or more before your renewal date, you are not charged again; closed within the last 7 days, that renewal is taken and the subscription then ends. If you reopen the account within the three months, your subscription carries on as before.

What the account is for. QuoteNod is for quoting, invoicing and collecting payment for work your business actually does. Do not use it to invoice for work that was never offered, to obtain a signature from somebody who has not agreed to the thing they are signing, to send quotes to people who have not asked to hear from you, or to move money for anybody other than yourself. Do not share a login: an account is one business, and the signature records QuoteNod produces are only worth anything if the person who sent a quote can be identified. Do not attempt to reach another trader's data, probe the service for weaknesses without asking us first, or put it through automated load it was not offered to you for. Where we suspend or close an account under this clause we will tell you why, you keep every right in clause 6a to your data, and money your customers already owe you is still collected under clause 6c.

6-1. Cancelling before renewal. Cancel at least 7 days before your renewal date and you are not charged again. Cancel inside those last 7 days and the renewal that follows may still be taken, because it is already in hand with our payment provider by then; you keep the service for the month or year you have paid for, and it does not renew after that. Your renewal date is shown on your Subscriptions page. This does not affect a refund you are entitled to by law, and it does not apply to the free trial, which you can stop at any point before it ends without being charged at all.

6-2. Moving your data to another QuoteNod account. You can ask for everything in your account — quotes, customers, signed contracts and documents, invoices, payments and payment plans, costs, saved items, terms and your invoice settings — to be moved to another QuoteNod account, from Account → Move to another QuoteNod account, by asking Nod, or through the contact form.

- The receiving account must already exist on QuoteNod under the email address you give, be open, and hold no quotes, customers or invoices of its own, so that every number stays as it is. We check this before you can go any further, and again when the transfer runs. It must accept the transfer.
- Before it is raised you confirm that the transfer account details are correct, agree to each of the terms in this section, and give your password.
- You can recall it for 48 hours after you confirm it, and not after. Once 48 hours have passed and the receiving account has accepted, it runs automatically. It can take up to 72 hours; if it has not been accepted within 72 hours it lapses and nothing moves.
- Once it has run, the data is removed from your account and is no longer visible to you there. It is not copied: only the receiving account holds it. Your login, subscription, payment-provider connections, mailbox and accounting connections do not move.
- Both accounts are told at each step by email, and on the dashboard and in Activity, with a countdown to the end of the 48 hours.
- Your customers' data. You confirm you are entitled to move your customers' details to the receiving account, which becomes responsible for them from then on (section 9).

6-3. Closing your account after a transfer. You can choose to have your account closed once the transfer has run. The 7-day rule in section 6-1 applies: if it closes 7 days or more before your renewal date, you are not charged again; if it closes within the last 7 days, the next month or year is charged and your subscription ends after it. Closing works as it does from your Account page.

6a. Closing your account, and the three months after. Closing your account locks it at once — unless your customers still owe you money, in which case clause 6c applies first and this clause begins on the day the last of those payments clears. Once it locks, nothing can be sent from it and nobody can sign in to it. Nothing is deleted. For three months (90 days) from the day you close it, everything — every quote, customer record, signature, invoice and PDF — is kept exactly as it was, and logging in with your password reopens the account with all of it in place. Your customers' records are held for you through those three months and are there when you come back. At the end of the three months, if the account is still closed, it is purged: every row and every file, signatures included, permanently and with no copy from which we could restore it. If you would rather not wait, tell us and we will purge it sooner; the request raised when you close carries the code that lets us do that.

6b. What we keep after a purge. Our own record of what we charged you — the invoices we issued for your subscription and the fees taken on your payments, carrying your business name, the amounts and the dates — is kept for six years because we are required to keep it. It holds nothing about your customers.

6c. Closing while your customers still owe you money. If you ask to close your account while payments are still outstanding — a payment plan part-way through, an instalment not yet due, an invoice unpaid — we do not lock the account and cut that off. Before anything happens we show you what is still owed, how many payments it is, and the date the last one falls due, and you have to agree to that before the closure starts. What then happens is this.

For 30 days your account works exactly as it does now. Nothing is restricted, nothing is deleted, and you can call the closure off from your Account page at any point in those 30 days and carry on as though you had never asked.

After 30 days the account stops being a quoting tool and becomes a way of collecting what you are owed. You cannot create or send new quotes. What remains available is your finances and accounting, the list of what is still outstanding and when each payment is due, and your bank details, so the account the money is paid into can still be corrected. Everything else is no longer shown. Your customers are unaffected throughout: their payment links keep working and their plans run to the end as agreed.

When the last outstanding payment clears, the account closes on its own, and the three months in clause 6a begin from that day rather than from the day you asked, subject to the outer limit in clause 6d. You can end it earlier at any time: your Account page offers to write off what is still outstanding and close the account that day. Writing off is your decision and not ours — the money is owed to you, not to us, and writing it off in QuoteNod only stops QuoteNod chasing it. Your customers' payment links stop working at that point, and money they have not paid you by then is money QuoteNod can no longer help you collect, though you remain free to pursue it however you otherwise would.

Two things to know. QuoteNod's fee under clause 5b is still taken on payments collected online during a wind-down, because they are payments collected through QuoteNod like any other, and your subscription continues while the account is open. And a wind-down is not a way to keep a dormant account alive: it ends when the payments end.

6d. The longest we hold an account open, and asking for longer. A wind-down under clause 6c runs for a maximum of six months from the day you asked to close — the 30 days of notice are part of those six months, not added to them. On that date the account closes whether or not your customers have paid. Anything still outstanding at that point is written off in QuoteNod: the payment links stop working, we stop chasing, and QuoteNod can no longer help you collect it. The debt itself is between you and your customer and is not ours to forgive; what is lost is our ability to collect it for you, not your right to pursue it.

If your payments genuinely run beyond six months, write to us and ask. The request must reach us at least 14 days before your six months are up — there is an option for it on the contact form, and quoting your QuoteNod number lets us find the account at once. We may extend the collecting period once, by three months, at our discretion; we will tell you either way. At the end of an extended period the account closes permanently and anything still unpaid is written off as above. There is no second extension, and an extension does not change the three months in clause 6a, which still begin on the day the account finally closes.

We hold this line because an account kept open is customer data kept alive: the records behind an unpaid instalment belong to people who are not our customers and did not choose how long we keep them. Six months, or nine where we have agreed to it, is the outside edge of what a wind-down was for.

7. Liability. QuoteNod provides the record-keeping tool; it is not a party to the contract between you and your customer, does not carry out the work, and does not hold or move payments. You are responsible for what your quotes say and for the work you do.

7a. Customers who do not pay. QuoteNod is quoting and invoicing software. Whether your customer pays you, pays late, pays part, or does not pay at all is a matter between you and your customer under the contract the two of you signed, and QuoteNod Ltd is not responsible for it. We are not a debt collector, a guarantor, an escrow or a party to that contract. The reminders QuoteNod sends and the payment links it issues are tools to help you collect; they are not a promise that money will arrive, and a payment that never comes is not a loss QuoteNod caused or will make good.

7b. No financial liability, either way. To the fullest extent the law allows, neither QuoteNod Ltd nor its affiliates — our directors, employees, contractors, sub-processors and payment providers — are liable to you, or to your customer, for any loss of money, revenue, profit, business or assets, for money unpaid, delayed or refunded, for a chargeback or a provider's charge, or for any indirect or consequential loss, arising from a quote, contract, invoice or payment made through QuoteNod. All financial liability on a job sits between you and your customer. Where we are liable to you for something else, our liability in any twelve-month period is limited to the subscription fees you paid us in that period. Nothing in these Terms limits liability for death or personal injury caused by negligence, for fraud, or for anything else that cannot lawfully be limited. Your customer agrees to the same allocation of responsibility when they sign the quote, under sections 1 and 15 of the Standard Contract Terms.

7c. Proof of a signed contract. QuoteNod reserves the right to provide either party to a signed quote — you, or your customer — with proof that it was signed and of what was signed: the signed PDF, the date and time, the name and contact details given at signing, the integrity check on the record, and the terms it carried. We provide that proof accurately and as the record holds it, without alteration, to whichever party asks for it, and to a court, ombudsman or regulator that lawfully requires it. We do not add to it, take from it or express a view on the dispute it may be wanted for.

Nothing in these terms limits our liability for death or personal injury caused by our negligence, for fraud or fraudulent misrepresentation, or for anything else that cannot lawfully be limited. Subject to that, we are not liable for loss of profit, loss of business, or loss of anticipated savings, and our total liability to you in any twelve-month period is limited to the subscription fees you paid us in that period.

We aim to keep the service available but do not guarantee uninterrupted access. If we are at fault for a significant outage, tell us and we will credit the affected part of your subscription.

8. Data processing (DPA). QuoteNod processes your customers' personal data only on your documented instructions, applies the security measures in clause 8b, assists with data-subject requests, notifies you of personal-data breaches without undue delay and in any event within 48 hours of confirming one, and deletes or returns personal data at contract end. Current sub-processors are listed at /legal/sub-processors. We give you at least 14 days' notice by email before adding or replacing a sub-processor; you may object on reasonable data-protection grounds, and if we cannot meet the objection you may end your subscription.

8a. Retention under this DPA. Personal data you have entered is kept for as long as your account is open. Records of what was quoted, signed, invoiced and paid are business records that you are required to keep for six years, and we keep them for you for at least that long: we do not remove them from an open account. You remain free to erase any customer at any time under clause 9, and to have everything returned to you as an export at any time. Contract end is the purge that follows account closure under clause 6a — three months after the account locks, or sooner at your request — and at that point personal data is deleted rather than returned, so export first if you want a copy. Where clause 6c applies, the account does not lock on the day you ask: it winds down while your customers' outstanding payments are collected, processing during that period continues to be limited to collecting those payments and keeping the records of them, and the three months run from the day the last payment clears, and in no case later than the outer limit in clause 6d — six months from the close request, or nine where an extension has been granted.

Where you tell QuoteNod to send data somewhere — downloading it as a spreadsheet, or connecting your own accounting software — that is us carrying out your instruction, not us appointing a sub-processor. The place it goes is yours, under your own agreement with whoever provides it, and it is outside this agreement once it arrives. Clause 14 sets out what that means in practice.

8b. Security measures. We protect your customers' personal data with these measures, and keep them in place for as long as we hold it:

- Every connection to QuoteNod is encrypted (HTTPS), and the data we hold is stored on disks that our hosting provider encrypts at rest.
- The access tokens for services you connect, and two-factor secrets, are encrypted by us before they are stored (AES-256-GCM).
- Passwords are stored only as scrypt hashes, and one-use recovery codes, API keys and the sign-ins Zapier and Make hold are stored only as hashes: none of them can be read back.
- Each account's data is kept apart from every other account's. Every request is checked against the account signed in, and our automated tests check that it is.
- You can turn on two-factor sign-in, and repeated wrong passwords stop sign-in for 15 minutes.
- Only named QuoteNod administrators can reach our admin tools, and the tools our support staff use to help you do not show your customers' details.
- Sign-ins and security events are logged, and personal details are removed from our error logs before they are written.
- A suspected breach is recorded, contained and assessed at once, and you are told as clause 8 says.

9. Your customers' data, and erasing it. You are the controller of the customer details you enter. QuoteNod gives you a customer record per person and an erasure that destroys their name, contact details, addresses, quote wording, signatures and every PDF held for them, permanently and with no way for us to recover it. Invoice rows survive erasure carrying a number, a date and an amount only, because you are required to keep business records for six years and the right to erasure does not override that obligation. You decide when to erase; we carry it out and record that you instructed it. A full account of how QuoteNod supports each right is at /gdpr.

10. The details you enter about your customers. You are the controller of your customers' personal data, which includes being responsible for the accuracy of the email addresses and telephone numbers you enter. An address entered incorrectly may deliver a quote, and the access code that opens it, to somebody who was not intended to receive it — which may be a personal data breach that you, as controller, have to assess and may have to report. QuoteNod gives you a way to correct the details and immediately revoke what was sent, and records that you did; the assessment is yours to make.

11. Quotes that go unanswered. A quote you have sent and nobody has answered closes 30 days later: its link stops working and its access code is destroyed, so a customer's details are not held indefinitely for a job that never happened. We email you seven days beforehand and you can keep it open for another 30 days at any time. The quote itself stays in your account, marked as closed, and you can still read it and duplicate it.

12. Sending a customer another copy. You can send a customer a further copy of a quote, an approval record, a completion certificate or an invoice, and you can download their whole paper trail as a single archive. What is sent is the sealed file exactly as it was signed or issued — QuoteNod does not regenerate it, re-date it or stamp anything onto it, because the hash held against that file is what makes it evidence. That it is a copy, and every date that matters, is stated in the covering message instead. Each copy you send is written to the job's history against the address it went to. You choose the address; the accuracy of it remains yours under clause 10.

13. Your notifications. The Activity list is a view of things that have already happened to your quotes. A notification you have read is put away after 30 days and deleted after 60; one you have not read is left alone however old it is. Deleting a notification removes your notification and nothing else — the event stays on the job, because that is the job's history and we will not rewrite it.

14. Your books, and what goes into them. There are two ways out. QuoteNod can write your invoices, payments, costs and customers out as spreadsheets, in a plain layout or in the layout QuickBooks or FreeAgent imports from — those files download to your own device, and what happens to them next is yours. Or you can connect QuickBooks or FreeAgent directly, in which case QuoteNod writes into the books held in your own account with that provider, on your instruction and to the settings you choose. A connection sends nothing until you set it up, and nothing you have not switched on. What a connection sends, and what it does not, is set out at /legal/sub-processors.

14a. Checking what arrives is yours. Your books are yours, and so is the obligation to keep them right. QuoteNod sends what you recorded in QuoteNod. It does not audit that, does not know your chart of accounts, and cannot tell whether the product, VAT code or bank account you picked in settings is the correct one for a given job — those choices are yours and QuoteNod applies them as given. You are responsible for checking that what arrives in your accounting software is correct and complete before you rely on it, whether for a VAT return, a tax filing, a set of accounts or anything else, and for putting it right there if it is not. QuoteNod does not give accounting or tax advice, and is not a substitute for your own records or your accountant's judgement.

14b. When it goes wrong. An invoice can fail to arrive, arrive twice, or arrive carrying figures you did not expect — because a connection dropped, because the provider changed or removed something, because a code you chose was deleted in your accounting software, or because of a fault in QuoteNod. QuoteNod records what it did in the accounting log on the Accounting page, and is built not to post the same money twice, but neither of those is a reason to skip reconciling your books. So far as the law allows, QuoteNod is not liable for a tax, filing, accounting or reporting consequence of data sent to your accounting software that you did not check. Nothing in this clause limits liability for death or personal injury caused by negligence, for fraud, or for anything else that cannot lawfully be limited.

14c. The same money twice. If your bank feeds transactions into your accounting software, or you upload bank statements to it, the money you are paid is already arriving in your books. If QuoteNod is also set to record that payment, your books will show it twice, and the result is income you never had, a VAT return that overstates your sales, or both. QuoteNod's settings say this plainly, in the words of each package, before the option can be chosen. Where the package will say which accounts are on a feed — FreeAgent does — QuoteNod removes the option to record payments for those accounts and checks again each time it runs. Where the package will not say — QuickBooks does not, to any app — QuoteNod cannot check for you and tells you so. No package tells QuoteNod about statements uploaded by hand. Whichever package you use, the setting to record payments is your choice, made with that warning in front of you, and QuoteNod Ltd is not liable for a duplicated payment, or for its tax, VAT, filing or accounting consequences, where the option was chosen for an account that was already receiving the same money by another route. This does not limit anything in clause 14b, and nothing in it limits liability that cannot lawfully be limited.

We are not your accountant. These files are a convenience, not advice and not a return. They carry what you recorded in QuoteNod, which is not necessarily everything your business did — cash jobs, costs you never entered, work invoiced elsewhere. QuoteNod flags the arithmetic it can check and shows you what it found before you download anything, but it does not and cannot check that the figures are complete or that they are the right ones for your return. You, or whoever does your accounts, are responsible for that. Nothing QuoteNod produces reduces your obligations to HMRC.

What leaves stays gone. A spreadsheet you have downloaded, emailed to your accountant, or imported into accounting software is out of QuoteNod's reach. If you later erase a customer under clause 9, that erasure destroys what QuoteNod holds — it cannot and does not reach a copy that has already left. Deleting those copies is yours to do, and that is worth knowing before you send one.

If you connect accounting software. Where QuoteNod offers a direct connection to an accounting package, connecting one is your instruction to send your data to an account you hold with that provider, under your agreement with them and not ours. We will tell you what will be sent before you connect, send nothing until you do, and stop the moment you disconnect. To make a connection work we hold an access token for your account with them: it is stored encrypted, it is limited to what the connection needs, and it is destroyed when you disconnect or delete your QuoteNod account. You can also revoke it from their side at any time, and we would rather you knew that than not.

15. When something breaks. When a page or a background job fails, QuoteNod records what went wrong so it can be fixed: the time, the kind of request, the error message and the first few lines of the technical trace. This happens for everyone using the service, not only for us, because a fault nobody records is a fault nobody fixes.

That record is stripped of anything that identifies a person before it is stored — names, email addresses, phone numbers, postcodes, card and bank details, and access tokens are removed and replaced with markers. It is kept for 90 days and then deleted, it is seen only by us, and it is never used to work out what any individual was doing. It is diagnostic, not analytics: nothing here tracks behaviour, builds a profile, or feeds advertising.

16. Announcements and comments. QuoteNod sometimes publishes an announcement — something we are thinking of doing, put to you before it is decided — and you can react to it and comment underneath. That space is for QuoteNod traders talking to us and to each other about the product. It is not public: only signed-in traders can see it.

You comment under a name you choose. It does not have to be your business name, and you can change it in Settings. Changing it does not rewrite what you have already said — a comment keeps the name it was written under, so the thread still reads as the conversation it was. You may not pick a name that suggests you work for QuoteNod.

What you write is yours, and you are responsible for it. A comment is the opinion of the trader who wrote it and not ours; publishing one does not mean we agree with it. By posting you confirm it is yours to post, and you give us permission to display it inside QuoteNod for as long as the announcement is up. Do not post anything unlawful, abusive, discriminatory, threatening or defamatory; anyone else's personal information; anyone's confidential or commercially sensitive material; or advertising.

Language. Comments are checked for abusive language before they are posted. A comment that is stopped is not posted at all, and you are told so — it is not quietly published in a cleaned-up form, and it is not published where only some people can see it.

Moderation. We may remove a comment, close the comments on an announcement, stop an account commenting for a period, or stop it permanently. Where a comment is removed, its place in the thread is left with a note saying it was removed, because a thread that silently loses a post reads as though something is being hidden. We do not have to give notice first, and these decisions are ours to make; if you think one is wrong, write to contact@quotenod.co.uk and say so, and a person will look at it. None of this affects your QuoteNod account itself — being stopped from commenting does not stop you quoting, invoicing or being paid, and we will not close a paying account over a comment.

Reactions. Whether you are for or against an announcement is recorded against your account so it can be counted once and changed if you change your mind. How you reacted is never shown to other traders, and the totals are seen only by us.

17. Extra work quoted against a job. Where you find work a customer has not agreed to, QuoteNod lets you quote it against the job it came out of rather than as an unrelated second job. The addition is numbered from the original — "Bathroom" gains "Bathroom - 001" — and it is a real quote: it is sent, read, signed and approved the same way, and it is not owed until the customer has agreed to it.

Where the money goes is your choice and theirs. An approved addition can be invoiced on its own, put on a payment plan of its own, or added to a plan already running. The last of those does not move any date by itself: a signed payment plan is not rewritten because more work was found, so QuoteNod produces a new schedule for the customer to sign and nothing changes until they have signed it and you have confirmed.

If they decline it, that is written down. The recommendation becomes a note on the job and on the invoice for the work they did agree to, saying what you recommended and that they chose not to have it. The wording is built from the two quotes rather than typed, so it cannot say something your records do not — and it is a record of what was quoted, not a statement that the work was necessary.

What this is not. QuoteNod records what you quoted and what your customer answered. It does not inspect anything, does not decide what work a job needs, and is not a survey, a report or professional advice from us to either of you. What you recommend, whether you are qualified to recommend it, what you say about the consequences of declining it, and whether the work should be done at all are yours — as are the obligations in clauses 14a and 14b about checking that what QuoteNod produces on your behalf is right before it goes out.

18. Data breaches. If you suspect or discover a data breach involving your QuoteNod account or anything in it — somebody else signing in, a lost or stolen device that is signed in, documents sent to the wrong person, a password or code given away — you must tell us immediately by email to contact@quotenod.co.uk with the subject DATA BREACH — [your QuoteNod User ID], contain it straight away (change your password, turn on two-factor authentication, sign out devices you no longer control), keep the evidence, and work with us while it is investigated. As the controller of your customers' data you remain responsible for deciding whether to report a breach to the Information Commissioner's Office within 72 hours and whether to tell your customers; we will help you. If a breach at QuoteNod affects your customers' data, we will tell you without undue delay. The full procedure is our Data Breach Policy.

19. Reports, strikes and bans. QuoteNod is used by your customers as well as by you, and a customer can report you to us from the website. This clause is how we deal with that.

19a. Every report is looked into on its own. A report is read by a person. We look at what the customer says against the record we hold — the quote, what was signed, what was sent and paid — and we may ask you for your side before deciding. A report that is not made out is dismissed and nothing goes on your account. We do not tell you who made a report; we tell you what it said where we act on it.

19b. Strikes. A report that is upheld is a strike on your account. You are emailed the strike, the reason in full, and how to appeal. A first strike changes nothing about what the account can do. A second strike that stands pauses two things for 30 days from the day it is given: posting to Facebook and Instagram through QuoteNod, and downloading your portfolio brochure. Quotes, jobs and payments carry on as normal, and if the strike is removed on appeal the pause ends at once. We may also give a strike without a report, for a breach of these terms we have seen ourselves, and it is emailed and appealable in the same way.

19c. Three strikes is a ban. On the third strike that stands, the account is banned. From that moment you cannot create or send quotes, and the account narrows at once to collecting only, as in clause 6c but without the thirty days' notice: your finances, what your customers still owe you and your bank details. Money your customers owe you is still yours and is still collected — a ban does not take it, and it is paid to you as it arrives, under the same six-month limit as clause 6d. When the last payment clears, or that limit passes, the account closes and is deleted after the three months in clause 6a, during which you can still download your data. A banned account cannot be reopened, and the email address on it cannot open another QuoteNod account. Your subscription is stopped: nothing further is taken after the period already paid for. Your customers' signed contracts with you are unaffected — they are between you and them, and clause 7c still applies.

19d. Appeals. Every strike, and the ban, can be appealed from your Account page within 14 days of the email, with your account of what happened and any evidence — messages, photographs, the signed quote. An appeal is read by a person who was not involved in the decision it appeals. Nothing about the account changes while it is being read. If the appeal is upheld the strike is removed as though it had never been given; a later strike is numbered without it.

19e. A ban lifted on appeal. If the ban is lifted, the account is restored as it was, the address is unblocked, your subscription is resumed, and every day the account was banned is given back to you as credit against your bill: the days lost at the daily rate of your plan, placed on your Stripe balance, where it is used before your card is charged again. If those days fell in a period you were not paying for — a trial, or a complimentary account — there is nothing to give back for them, and we say so. We do not pay compensation beyond that credit, and clause 7 applies.

19f. Serious cases. Where what is reported is unlawful, or is fraud on a customer, we may ban the account on the first report rather than the third, and we may pass what we hold to the police or a regulator that lawfully asks for it. The same applies, with or without a report, where a customer's job or review is posted after they have opted out of social media (clause 24), where the "Posted with QuoteNod" mark is removed or hidden from a post QuoteNod published, or where reviews are faked, bought or selectively taken down (clause 23). We will still tell you the reason and you can still appeal.

20. Connections (Firm and founding members). Three ways to get your numbers into tools you already use. Each is you instructing us to send your data somewhere of your choosing, in the sense of clause 8 — not us appointing a sub-processor — and once it arrives it is outside this agreement.

- The live spreadsheet. Three web addresses, one each for your jobs, payments and invoices, that answer with your latest figures whenever a spreadsheet asks. They carry your customers' names and what each was quoted, invoiced and paid. Anyone holding an address can read those figures without signing in, so treat the addresses as a password: they are shown only to you, signed in, and never emailed; make new ones from the Connections page the moment you think one has gone astray, and the old ones stop at once. A spreadsheet that has already pulled the figures keeps them, and an erasure in QuoteNod cannot reach it (clause 14).
- Zapier and Make. You connect them from the Connections page: you sign in to QuoteNod from their site and, on a screen that lists what they will be able to do, press Allow — or you paste an address they give you and tick which events to send. They are then sent an event when a quote is signed, an invoice goes out, a payment comes in or a job is signed off, with the job reference, the customer's name and contact details, the amounts and the dates, and a connected app can read your quotes, customers, invoices, payments and receipts to pass them on. They cannot change anything in QuoteNod, send anything to your customers or take any money. Every event is signed (HMAC-SHA256) so it can be checked as ours; the record of each delivery is kept for 30 days; the sample shown while you set a connection up is made up, never a real customer's; the keys we issue to a connected app last an hour and are stored only in a form we cannot read back; and while your account is not on Firm nothing is sent. Disconnect from Connections at any time and it stops at once. Those services, and whatever you connect them to, are yours under your own agreements with them.
- Your accountant's inbox. An address that receives a copy of every invoice and receipt, as a PDF, the moment it goes out. This includes the invoice marked as paid, sent once when a job is paid in full, with or without a PAID watermark as you choose in Settings. Nothing else is sent to it. The address is yours to choose and to check.

21. Photos, files, certificates, hazards and sketches. What you put on a job — photographs from the phone, files, drawings, certificates, hazard and incident records, private notes — is yours, is held for you, is shown to a customer only where the feature says so (a completed job's photos in their portal; a certificate you send them), and is destroyed with the job or with the customer's record when you erase it (clause 9). Certificate templates follow the published model forms for each trade, but the certificate is yours: what it says, whether you are qualified to issue it, and whether it is right are your responsibility, exactly as with a paper one. A hazard record is your record of what you found; it is not an inspection or a report by us.

22. The diary and driving times. Bookings in the diary carry the job's address so that travel time can be shown between jobs. To work that out we send the two postcodes to a UK postcode look-up service, and — where a routing service is configured — the two positions to it, as map coordinates with no name, no house number and no reference. Neither receives anything else about the job or the customer. Both are listed at /legal/sub-processors. A driving time is an estimate to plan by, not a promise to a customer.

23. Messages, the customer portal and reviews. A customer can write to you on a job from the link we sent them, and you can reply; the thread is part of the job's record. A customer with an access code can see their own quotes, invoices, receipts, photos and messages in a portal. After a job is signed off we may email the customer, on your behalf, once, asking for a review. What they write is theirs. It is shown publicly — in your portfolio, brochure and posts — only if the customer ticks that they agree when they leave it; otherwise only you see it. You may answer a review publicly. You may take a review down only for one of the reasons QuoteNod lists — the customer asked, it is abusive, threatening or offensive, it names someone, gives out personal details or breaks the law, or it is about a different job or business — and the reason is recorded: keeping the good reviews up while taking the poor ones down would mislead the people reading them, and is not allowed. You may not edit a review, write or buy one, offer anything in return for a review or for a good one, or present as a review anything a customer did not write.

24. Social posting. With the social add-on you can post a finished job to a Facebook Page and an Instagram account you hold, by signing in to Meta from QuoteNod. What is posted is what you chose — photos, words and, where the customer agreed to it being shown, their review — and you are responsible for having the right to post it. Meta is not our sub-processor: the Page is yours, under your agreement with Meta, and QuoteNod holds only the access Meta grants to post to it, encrypted, until you disconnect. Posts count towards the 20 a month in section 5(i).

24a. Your customer's choice. Your customer can say no to their job appearing on social media — with the box above where they sign, or from the link in their emails — and you can record it for them from their customer page. Once they have, QuoteNod will not draft or post that job, and their review is kept out of your portfolio and posts.

24b. The QuoteNod mark. Every post QuoteNod publishes for you ends with "Posted with QuoteNod". It is how a post can be traced and, if needed, reported. Removing or hiding it is a serious breach (clause 19f).

24c. People in photos. Before you post a photo you confirm that nobody in it can be recognised, or that you have their permission. The customer's property may be shown unless they have opted out; the customer, or anyone else, may be shown only with their permission.

24d. Posting outside QuoteNod. Your customer's choice binds you wherever you post: you must not post an opted-out customer's job, photos or review on any website or social media yourself.

24e. Takedowns. If a customer asks QuoteNod to take their review or their job's photos down, we do it within 24 hours of the request reaching us: the review comes down, the job leaves your portfolio and cannot be posted again, posts QuoteNod made on Facebook are deleted, and the customer is opted out. Instagram does not let us delete a post, so we ask you to, and you must remove it — and anything you posted about the job yourself — within 24 hours of our email. The job's photographs stay on the job as your record of the work.

25. Projects and stock. A project groups jobs, tasks, people and money; the quotes on it remain ordinary quotes for signing and paying. Stock levels and product costs are what you entered and are adjusted when a customer signs; a margin shown against a quote is an arithmetic estimate from those costs, seen only by you, and is not advice.