Last updated: 28 September 2026
KeenQuote is a software service that helps UK tradespeople generate and send professional quotes to their customers. The service is operated by Kasp digital MB. Contact: support@keenquote.com
We collect: • Account data: your email address, business name, trade type, and logo (provided on registration and in settings) • Quote data: job descriptions, customer names, customer email addresses, quote amounts, and status (sent, accepted) • Usage data: when you log in, how many quotes you've created, and how you use the site (pages visited and clicks) • Payment data: Stripe manages all payment processing. We store a Stripe customer ID and subscription ID but never card details. • Technical data: IP address (used for rate limiting and analytics), standard server logs
• To provide the KeenQuote service: generating quotes, sending emails to your customers, tracking acceptance • To send you transactional emails (quote viewed, quote accepted, 72h follow-up to your customer) • To manage your subscription via Stripe • To contact you about your account if necessary
Under UK GDPR, we rely on: • Contract: providing the KeenQuote service itself (generating quotes, sending them to your customers, and managing your account and subscription) • Legitimate interests: privacy-friendly product analytics, and security measures such as rate limiting and error monitoring • Consent: optional analytics cookies, only if you accept them in the cookie banner
• AI providers (Anthropic's Claude, with Google's Gemini as a fallback if Anthropic is unavailable): your job description is sent to draft quote content, and for the automated follow-up message your business name, trade, the customer's name, the job description, and the quote price are sent to draft it. Anything you type into a job description may itself include personal data, so enter only what the quote needs. If you send a voice note on WhatsApp, the audio is sent to Google to be turned into text. • Resend: used to deliver transactional emails. Your email and your customer's email are passed to Resend to deliver messages. • Stripe: handles all payment processing. Subject to Stripe's own privacy policy. • PostHog (EU): we use PostHog to understand how KeenQuote is used so we can improve it, hosted in the EU. By default this runs in a privacy-friendly, cookieless mode (anonymous, no cookies stored, no cross-site tracking) under our legitimate interest, and includes anonymous session replay with all text and form inputs masked in your browser before anything is sent (so we see how the app is used, never what you or your customers type, and never any names, addresses or prices). Replay never runs on the public quote pages your customers see. If you accept analytics cookies we additionally set cookies to recognise return visits across sessions; if you decline, analytics and replay are switched off entirely. • Sentry: used for error monitoring so we can detect and fix faults. Technical error reports are sent to Sentry and may include limited request context (such as a URL or user ID), but not your customers' quote content. • Backblaze B2: encrypted off-site backups of our database are stored with Backblaze B2 so your data can be recovered after a failure. • Meta: if you use WhatsApp quoting, your messages reach us through the WhatsApp Business platform, run by Meta Platforms Ireland. If you ask us to send a quote to your customer on WhatsApp, Meta also receives your customer's mobile number and the message (their name, your business name and the price). See "WhatsApp quoting" below. • We do not sell your data to any third party.
This section applies if you use KeenQuote over WhatsApp: you text or send a voice note describing a job, and we reply with a draft quote. It is optional, and everything here is in addition to the rest of this policy. What we receive: when you message our WhatsApp business number, Meta passes us your WhatsApp number, your WhatsApp profile name, the text of your message or the voice note, the message ID, and the time you sent it. We only ever reply inside a conversation you started. We never message you first. Meta's role: WhatsApp is run by Meta Platforms Ireland. Your message goes through Meta, under Meta's own terms and privacy policy, before it reaches us. We cannot see any of your other WhatsApp chats, only the messages you send to our business number. Linking your number: you start this in Settings on the web. We create a one-time code, you send that code to our number from your phone, and the number it came from becomes your linked number. The code works once and expires after 10 minutes. Once linked we store your WhatsApp number and the date it was verified against your account, and nothing else about your WhatsApp. You can unlink in Settings at any time, which deletes both, and deleting your account removes them along with everything else. Voice notes: we download the audio from Meta, hold it in memory, and send it to Google (Gemini) to turn it into text. The audio is never written to our database, our disk, or our backups, and it is discarded as soon as the transcript comes back. We keep the transcript and treat it exactly like a typed message. Voice notes larger than about 6MB are declined rather than processed. Sending the quote to your customer: if your message includes your customer's name, mobile number or email address (typed, or shared as a WhatsApp contact), we show you where the quote will go before you confirm. When you confirm, we send it to them on your behalf: by email, by a WhatsApp message from our business number, or both. By giving us a customer's details you confirm that you have their permission for KeenQuote to send them the quote and related updates about it by email and WhatsApp on your behalf. We don't ask again on every quote. We use their details only for that quote and never to market to them. What we store about your customer: their name, email address and mobile number go on the quote, exactly as if you had typed them on the web, and are kept for as long as the quote is (see "How long we keep your data" below). For a WhatsApp send we also keep a record linking their WhatsApp number to the quote for 30 days, so that if they reply we can pass the reply to you by email instead of treating them as a new user. Their replies are stored with the quote. If they reply STOP we keep their number on a do-not-message list so we never WhatsApp them again (email is not affected).
If a UK number we do not recognise texts us a job, we draft a preview quote and send it back, so you can see what KeenQuote does before signing up. Up to 3 previews in total. A preview only counts once it has actually reached you. • A preview is only a WhatsApp reply. We do not create an account for you, we do not create a quote, and no public quote page or link exists, so there is nothing your customer could see. • The only thing we store is one row holding your WhatsApp number, how many previews you have used, and when you first and last messaged us. Your message itself is not saved to our database. It is sent to our AI provider to draft the reply, and is held briefly in the conversation state described below. • If you want to carry on, create a free account at keenquote.com and link the number in Settings. From then on the rules above apply. • If the number is never linked to an account, we delete that row 90 days after your last message. You can ask us to delete it sooner at any time: email support@keenquote.com and tell us the number. • Numbers outside the UK get one reply saying we cannot help there yet. We keep a marker for 24 hours so we do not repeat that reply, and nothing else.
Our WhatsApp replies are written by AI, and the first message of every conversation says so. Your message, or the transcript of your voice note, is sent to our AI providers to draft the quote content, exactly as it would be on the web: Anthropic (Claude) for the quote, and Google (Gemini) for voice-note transcription and as a fallback. We use these providers under business terms that do not allow your content to be used to train their models, and we never opt this traffic into any feedback or training programme. Reply HELP at any time to reach a person. We email ourselves your WhatsApp number, your account email if you have one, and the first 500 characters of the message you sent, and a person gets in touch with you by email or phone. The automated replies carry on meanwhile, so you can keep sending jobs. If you send HELP several times in a row, we email ourselves at most once every 30 minutes.
• The live conversation (your message, and the draft quote waiting for you to confirm it) is held in our cache for up to 6 hours, and is deleted as soon as you confirm or cancel. • A record that we have already replied to a given message is kept for 7 days, so a message WhatsApp redelivers is never answered twice. That record is the message ID only, with no content in it. • Small counters, such as previews used and replies sent, are kept so we can enforce the limits above. • Once you confirm a quote, it is stored like any quote you create on the web, and follows "How long we keep your data" below. That includes your customer's name, email and mobile if you gave them. • The link between a customer's WhatsApp number and the quote we sent them is deleted after 30 days. • A customer's number on the do-not-message list (they replied STOP) is kept so we can keep honouring it. It holds the number and the date only. • Your linked WhatsApp number is kept until you unlink it or delete your account. The rights listed under "Your rights under UK GDPR and EU GDPR" apply to WhatsApp data too. Unlink in Settings, delete your account in Settings, or email support@keenquote.com and we will deal with any access or deletion request.
This section is for you if a tradesperson sent you a quote through KeenQuote (you are viewing it on a keenquote.com/q link). • The tradesperson who sent the quote decides how your details are used, so they are the data controller. Kasp digital MB (KeenQuote) hosts the quote and processes your data on their behalf as their processor. • When you open a quote we record that it was viewed, and the time, so the tradesperson knows it reached you. If you accept, decline, or ask a question, we record that action. • If you use the "ask a question" form, the name, email, and phone number you enter are passed only to that tradesperson so they can reply. We do not use your details to market to you, and we never sell them. • If the quote reached you on WhatsApp, the tradesperson gave us your number and confirmed you were happy to hear from them this way. If you reply, we pass your message to the tradesperson by email, keep it with the quote, and send you one short automatic reply at most once a day. Reply STOP and we will never WhatsApp you again. • To access, correct, or delete the personal data held about you, contact the tradesperson who sent the quote, as they control it. You can also email us at support@keenquote.com and we will help route your request, or complain to the ICO at ico.org.uk.
Your account and quote data is stored in our database on a server in the EU. Some of the providers above are US companies (including Anthropic, Google, Resend, Stripe, and Sentry) and may process data in the US. Where data leaves the UK or EU, we rely on appropriate safeguards with each provider, including standard contractual clauses.
We keep your data for as long as your account is active. If you delete your account, all your data (account details, quotes, and associated customer information) is removed from our live systems immediately. Encrypted backups age out within 30 days and are never used to restore deleted accounts.
These rights apply under the UK GDPR and, for residents of the EU/EEA, under the EU GDPR. You have the right to: • Access the personal data we hold about you • Correct inaccurate data • Delete your data ("right to be forgotten"): available directly in Settings → Delete account • Object to processing • Data portability (export your quotes as CSV, available in Settings) • Complain to the UK Information Commissioner's Office (ICO) at ico.org.uk if you are unhappy with how we handle your data To exercise any right not available self-service, email support@keenquote.com
KeenQuote uses an httpOnly authentication cookie to keep you logged in securely; it cannot be accessed by JavaScript. Analytics run in a cookieless, anonymous mode by default (no cookies stored, no cross-site tracking), including session replay with all text and inputs masked in your browser before anything is sent, so we can see how the product is used without capturing what you or your customers type. If you accept in the cookie banner, we also set analytics cookies (PostHog) to recognise return visits across sessions; if you decline, analytics and replay are turned off entirely. If you arrive through one of our own marketing links, we store its campaign tag (the UTM parameters) and the referring website in your browser's local storage so that, if you sign up, we know which campaign brought you; this is our own first-party campaign labels only, holds no personal information, and is removed if you decline analytics. We use no advertising cookies and never track you across other websites.
Your data is stored on a secured VPS in the EU. Passwords are hashed using bcrypt. All data in transit is encrypted via HTTPS. We do not store payment card details.
If we make material changes to this policy, we will notify you by email at least 14 days before the change takes effect.
For any privacy-related questions or requests: support@keenquote.com