Privacy notice

1. Who we are and our two roles

The service provider is SafetyWhisper LLC, registered in Texas, USA. Texas file number: 806348953. Registered business address: 11 Barnstable Place, Spring, Texas 77381, USA. Privacy contact: george@safetywhisper.com.

Controller. We are the controller of contractor account data, contractor phone numbers and WhatsApp identifiers, business and bank-instruction details the contractor chooses to save, subscription and billing status, security and service logs, and support correspondence.

Processor. For homeowner and customer data a contractor enters or sends us (names, phone numbers, site addresses, job descriptions, voice-note transcripts, photos, quotes, approvals and payment records), the contractor is the controller and we act as its processor under the Data Processing Addendum in our Terms. A customer who wants to exercise rights over a job record should contact the contractor first; we will assist the contractor.

2. What we collect and why (lawful bases)

• Account, phone and subscription data: to provide the service and manage your subscription (contract), and to keep it secure (legitimate interests).
• Service logs, abuse prevention and support: legitimate interests in running a safe, reliable service.
• Financial and tax-related records: legal obligation where we are required to keep them.
• Customer job data we process for contractors: only on the contractor’s documented instructions. The contractor is responsible for its own lawful basis, including customer permission before WhatsApp contact.

3. Payments: software subscriptions only

Stripe is used only to take payment for SpeakMyQuote software subscriptions. We do not process, collect, hold or initiate payments between contractors and their customers. Where a contractor adds bank-transfer instructions, we display them to the customer; customers pay the contractor directly by their own bank. We never ask a homeowner to enter a bank account, and we do not offer card checkout or Stripe Connect for job payments.

4. Providers that process data for us

• Meta (WhatsApp): receives and delivers WhatsApp messages. Meta handles message content and metadata under its own terms and keeps its own copies.
• OpenAI, accessed through the Replit AI proxy: organises text or voice-note transcripts into draft quotes. By default API data is not used to train models, but that is not the same as zero retention: provider logs may be kept for up to 30 days and settings can vary by route.
• Replit: cloud hosting, Postgres database and file storage.
• Clerk: sign-in and authentication.
• Stripe: software subscription billing only.

These providers may process data outside the UK and EEA. Processing locations and applicable transfer arrangements depend on the provider and service configuration; contact us for information about the arrangements for your data. A restricted transfer requires the safeguards prescribed by applicable UK or EU data-protection law. We use TLS and access controls as risk-based safeguards, and rely on our hosting providers’ own security controls.

5. Drafts and recovery

An unfinished quote form is saved as a clear draft recovery copy so you can resume after an interruption. It is not an immutable contract record, and it is not a copy of your Meta chat. Sent quotes keep a snapshot of what the customer saw; drafts can be changed or deleted.

6. Retention

We keep data only as long as operationally needed. Accounts and job records are kept while the account is active and then deleted or returned in line with the DPA. Financial and tax records are kept for up to 6 years where law requires; this is not a blanket period for all data. A minimum suppression record (phone number and STOP status) is kept so that customers who reply STOP are not contacted. Delivery payloads are cleared when messages reach a final state.

7. Your rights

Subject to the law, you may ask for access, correction, erasure, restriction, portability, or object to processing, and may withdraw consent. For account data, email george@safetywhisper.com; for erasure we will also confirm what minimal data must remain (for example STOP suppression or legal records). For job data, ask the contractor. You may complain to the UK Information Commissioner (ico.org.uk) or the Irish Data Protection Commission (dataprotection.ie) or your local EU authority.

8. Customer messages and STOP

Contractors must have a customer’s permission before sharing job updates by WhatsApp. Customers can reply STOP at any time to end contact, and UNSTOP or YES to opt back in.

9. Changes

We will update this notice if our practices change and show the new version here. Questions: george@safetywhisper.com.