Quote Studio privacy notice

1. Who is responsible

RS Renewable Specialists Ltd, trading as Renewable Specialists, is the controller responsible for personal information used in Quote Studio.

This notice supplements our website privacy policy. The application is for authorised internal use; its licence terms are available separately.

2. Information we use

Quote Studio helps us manage enquiries, surveys, quotations, designs, contracts, variations, installation jobs and invoicing. Records may include:

• Customer and business-contact names, email addresses, telephone numbers and installation addresses.
• Questionnaire answers, site surveys, energy usage and tariff information, electricity bills, uploaded photographs and design files.
• Equipment selections, selling prices, internal costs, job notes, document references, variations, signature status and invoice records.
• Authorised-user account identifiers, connection tokens and technical information needed to operate and protect the service.

Information comes from customers, authorised staff, our website forms, uploaded surveys and designs, and services connected for the relevant project. Please supply only information relevant to the work. If necessary contact, site or contractual information is not provided, we may be unable to prepare a suitable quote, fulfil the installation or issue the required documents.

3. Why we use it

• Enquiries, quotations and agreed services: taking steps at your request before entering a contract, or performing our contract with you.
• Accounting and other legally required records: complying with a legal obligation where a specific duty applies.
• Business administration, security and resolving queries or disputes: our legitimate interests in running and protecting our business, balanced against your rights.
• Optional uses requiring consent: for example, separately agreed promotional use of identifiable project photographs. Consent can be withdrawn without affecting earlier lawful use.

Quote Studio does not make solely automated decisions with legal or similarly significant effects about you.

4. QuickBooks Online

When an authorised operator connects our QuickBooks company, Quote Studio stores the connection tokens server-side in encrypted form to maintain the connection. It reads company details and sales-item and VAT-code options.

When an invoice transfer is requested, the integration can match or create a customer and create an invoice in QuickBooks from the saved job and signed variations. This includes the customer name, installation address, job and variation references, descriptions, selling prices and VAT information. The supplied customer email is included in an internal invoice note. Internal equipment costs are not used as invoice lines. Quote Studio retains invoice identifiers and processing status to track transfers and help prevent duplicates.

Invoices are created for review, not automatically emailed. An operator reviews them in QuickBooks and enters the delivery email before sending. An authorised account administrator can revoke the app’s access through Intuit. Revocation stops future authorised API access but does not itself erase records already held in either service. Contact us about information or deletion requests.

5. Recipients and connected services

Relevant information may be processed by OpenAI Sites and Cloudflare hosting/storage infrastructure, Intuit QuickBooks for accounting, DocuSign for document preparation and signatures, and other configured services needed for the project. Instool receives the customer and project details selected for transfer. Website enquiry and email providers, including Google and FormSubmit where used, handle the relevant submissions and messages. OpenSolar proposal files may be imported for design information.

Professional advisers, subcontractors, certification or warranty providers and authorities may receive information where necessary and lawful. Each provider has its own privacy terms. We do not sell or rent personal information.

6. Storage, security and international transfers

Quote Studio uses private cloud storage and local browser storage for drafts, settings and device backups. Access to the application is restricted through its configured account permissions. Essential cookies and storage support sign-in, security and reliable operation. Shared devices should not be left signed in.

We use reasonable organisational and technical measures to reduce the risk of loss, misuse and unauthorised access. No internet service can guarantee absolute security.

Some technology providers may process information outside the UK. Where UK data-protection law requires it, we rely on an applicable adequacy regulation or approved contractual safeguards. Contact us for information about the arrangements applicable to your data and how to obtain a copy of relevant safeguards.

7. Retention and deletion

Our general retention policy is normally up to 24 months for enquiries. Quotations, completed-work records, contracts, invoices, certification, warranty and related records may usually be kept for up to seven years after the relevant transaction, or longer where an applicable warranty, legal duty or legal claim requires it.

Retention depends on the purpose and applicable obligations, not simply whether a job remains visible in the job list. Hiding or soft-deleting a job does not permanently erase its historical records. Device backups, cloud versions and connected-service records must also be considered when handling a deletion request. Contact us if you want us to review records relating to you.

8. Your rights and complaints

Depending on the circumstances, you can request access, correction, erasure, restriction or portability of your information and object to processing based on legitimate interests. You can object to direct marketing and withdraw consent where consent is the basis used. These rights are subject to applicable legal conditions and record-keeping duties.

Email info@renewablespecialists.co.uk. We may need to verify your identity. You can also complain to the Information Commissioner’s Office.

9. Changes

We will update this notice and its date when relevant practices change, and bring material new uses of personal information to affected individuals’ attention where required.