Legal · Terms
Say it Quote Terms and Conditions
These terms are the agreement between you and us for using Say it Quote. Please read them, especially clause 5 (checking your quotes) and clause 19 (our liability), which affect your rights. You can download and save a copy from our website, and we'll email you a copy when you sign up. Our Data Processing Addendum is set out at the end of these terms, and our Privacy Notice is published separately.
1. Who we are
Say it Quote is run by Cortex Guru Ltd, a company registered in England and Wales with company number 17478664. Our registered office is 71–75 Shelton Street, Covent Garden, London WC2H 9JQ. "We", "us" and "our" mean Cortex Guru Ltd.
You can contact us at [email protected]. We aim to reply within one working day.
"You" means the business that signs up, and anyone you authorise to use your account.
2. Who can use Say it Quote
Say it Quote is for businesses. By signing up you confirm that:
- (a)you are at least 18;
- (b)you are signing up for the business named at sign-up, and you are authorised to do so; and
- (c)you are using Say it Quote wholly or mainly for that business, to price work for your customers.
Say it Quote is not for personal use, such as pricing work on your own home. If you have signed up mainly for personal use, tell us at [email protected]. We will close your account and refund everything you have paid us. Nothing in these terms takes away any legal rights you have.
You must give us accurate business and contact details and keep them up to date.
3. Our agreement
Our agreement starts when you tick to accept these terms at sign-up. For a paid plan, the paid part starts when you complete checkout.
Before you pay, checkout shows your plan, the price, how often you pay and your next payment date. If you spot a mistake, you can go back and correct it before you pay. We'll email to confirm your subscription.
Our agreement is made up of:
- (a)these terms, including Schedule 1 (Plans and prices), Schedule 2 (Fair use) and Schedule 3 (Complaints procedure);
- (b)our Data Processing Addendum, which covers the information about your customers that we handle for you.
If there is a conflict, the Data Processing Addendum wins on anything about personal information, and these terms win on everything else.
Our Privacy Notice explains how we use information about you for our own purposes. It is not part of our agreement.
4. What Say it Quote does
You send a WhatsApp voice note describing a job from the WhatsApp number registered to your account. We turn your voice note into text, use AI tools to pick out the job details, and our pricing engine works out the price using your own rate card.
We then send you a summary on WhatsApp showing your customer's name and the email address you typed, the main job details and the total. When you reply "send it", we email a branded PDF quote to your customer in your business's name, using the email template you have chosen, and save it in your account. Replies from your customer go to your email address, not ours.
We will provide Say it Quote with reasonable care and skill.
Speech recognition and AI tools can mishear or misread things. We work to keep Say it Quote accurate and available, but we cannot promise it will be error-free or never interrupted. If something goes wrong, tell us and we will work to fix it.
We may improve and update Say it Quote over time. Clause 20 explains what happens if a change affects you badly.
5. Checking your quotes — important
Before you reply "send it", you must check the summary we show you, including your customer's name and email address, the measurements, quantities, materials, base and preparation, extras, VAT and the total. If anything is wrong, tell us what to change and we'll show you an updated summary.
When you reply "send it", you confirm that you have checked the summary and that it is right, and you instruct us to email the quote to your customer. We will not send a quote to your customer until you do.
Once sent, it is your quote to your customer. You are the business named on it and you are responsible for it. You confirm that your customer has asked you for a quote and has given you the email address you've given us.
You choose and can customise the email that goes with your quote, and you are responsible for what you write in it. Don't use it for marketing unless your customer has agreed to receive marketing from you. We add a short footer to every quote email, with a privacy line and a note that it was sent via Say it Quote, which you can't remove.
We are not part of any contract between you and your customer, and we do not carry out, supervise or guarantee any work. You decide whether your document is a quote or an estimate, how long it is valid for and what terms go with it.
Your check covers what we showed you. It does not make you responsible for a fault in our service that you couldn't see from the summary, such as our pricing engine calculating wrongly from the figures you confirmed. Clause 19 explains how responsibility is shared if something goes wrong.
6. Your rate card
Quotes are priced from your rate card. You are responsible for your rates and for keeping them up to date.
When you set up, we suggest typical UK rates to get you started. These are a starting point only. They are not advice on what you should charge, and your quotes will say "typical rate" in your rate card until you change them.
7. Your first five quotes are free
Your first five quotes are free. You don't need a card, and you will not be moved onto a paid plan unless you choose one and complete checkout.
A "quote" is a PDF we produce for a new job. A failed attempt does not count. Correcting a quote for the same job within 7 days does not count as a new quote.
There is one free start per business.
8. Plans and prices
Our plans and prices are set out in Schedule 1.
Our prices are the full amount you pay. There is nothing to add. If we become VAT-registered, the price you pay will not go up because of that, and your invoice will show the VAT included.
Any change to our prices follows clause 20.
9. Paying
Payments are taken by our payment provider, Stripe. By completing checkout, you authorise us to take the payment for your plan now and at each renewal until you cancel.
Your plan renews automatically — monthly plans each month on your billing date, Annual each year — until you cancel under clause 12.
If a payment fails, we will email you and try again. If it is still unpaid after 14 days, we may pause new quotes until it is paid. If it is still unpaid after 30 days, we may end your subscription. Your information is then handled under clause 13.
We will send you a receipt or invoice for every payment.
10. Hibernate (the winter plan)
Hibernate lets you keep your account through the quiet months for less. It is available to monthly Trade customers who have paid for at least one full month of Trade. It is not available on Annual.
You can ask to Hibernate from 1 October. Hibernate starts on your first billing date that falls between 1 November and the end of February.
On Hibernate:
- (a)you pay £12 a month;
- (b)you get 8 quotes each billing month. Unused quotes do not carry over. If you reach 8, we'll tell you and you can wake up your account (clause 10.5) to keep quoting;
- (c)we keep your account, rate card, branding and quote history.
On your first billing date on or after 1 March, your plan automatically returns to Trade at £49 a month. We show you that date when you switch, and we will email you at least 7 days before it. If you don't want to continue, cancel before that date under clause 12.
You can wake your account up and return to Trade at any time. Trade starts straight away: we charge £49 that day, less a credit for the unused part of your Hibernate month, and that day becomes your new billing date.
You can Hibernate again the following winter.
11. Changing plan
Trade to Annual: starts straight away. We charge £399, less a credit for the unused part of your Trade month.
Annual to Trade: takes effect at the end of your paid year.
Trade and Hibernate: see clause 10.
Checkout or your account page will show what you'll pay and when before you confirm any change.
12. Cancelling and refunds
You can cancel at any time, in your account at sayitquote.co.uk or by emailing [email protected]. You never need WhatsApp to cancel. We will email to confirm your cancellation and the date your paid access ends.
To stop the next payment, cancel before your next billing date. Your paid access carries on until the end of the period you have paid for, unless you ask us to close your account straight away.
We don't refund unused time just because you change your mind, except:
- (a)Annual: if you cancel within 14 days of an Annual payment and haven't made a quote since that payment, we refund it in full;
- (b)where clause 2.2 (personal use), 15 (interruptions), 18.4 (supplier objection) or 20 (changes) says we will;
- (c)if we have charged you by mistake or broken our agreement; or
- (d)if we end your subscription without it being your fault, in which case we refund any unused prepaid time.
We pay refunds to your original payment method within 14 days of agreeing them.
13. Your information when you leave
For 90 days after your paid access ends, you can log in or ask us to send you your quotes (as PDFs) and your rate card.
After that, we delete your quotes, transcripts and rate card from our live systems within 30 days, and from our backups within a further 35 days. You can ask us to delete them sooner.
We keep billing and account records for 6 years, because the law requires us to keep financial records.
If a free account is not used for 12 months, we will email you and, unless you log in within 30 days, delete it.
14. If we suspend or end your account
We may suspend or end your account if you seriously or repeatedly break these terms, including Schedule 2. Unless it is urgent, we will first tell you what the problem is and give you a reasonable chance to put it right.
We may act straight away if we need to protect people, information or Say it Quote, or to comply with the law or binding rules of our suppliers such as WhatsApp. We will tell you why as soon as we can.
We may end our agreement for any other reason by giving you at least 30 days' notice by email. If we do, we refund any unused prepaid time.
15. WhatsApp and interruptions
Say it Quote relies on WhatsApp and other suppliers. We don't control them, and they can change or interrupt their services.
If an interruption stops you creating quotes, tell us. We will tell you what is happening and whether there is another way to get your quotes while it lasts.
If you can't create quotes for more than 72 hours in a row, we'll give you a credit for every full day beyond the first 72 hours, applied to your next payment.
If the interruption lasts more than 14 days, or we can no longer offer Say it Quote through WhatsApp, you can end your subscription straight away and we refund any unused prepaid time. We will help you get your quotes out under clause 13.
This clause does not excuse us from our own mistakes or breaches.
16. Your customers' information
You decide what information about your customers goes into your quotes, and you must have a lawful reason to use it. You must give your customers the privacy information they need. We provide a template you can use, and our quote emails include a short privacy line naming your business.
We use your customers' email addresses only to send the quotes you tell us to send. We never use them for anything else: no marketing, no contact for our own purposes, and no sharing.
We handle your customers' information only on your behalf and on your instructions, as set out in our Data Processing Addendum. You accept the Data Processing Addendum when you accept these terms.
Please don't include information in your voice notes that you don't need for the quote, especially health details or other sensitive information about your customer.
17. AI suppliers, training and benchmarks
We use the suppliers listed in our Data Processing Addendum to transcribe your voice notes and pick out job details.
We set up those suppliers so they are not permitted to use your quote content to train their general AI models.
We do not sell your quote information, publish it, or use it to train shared AI models. We do not produce benchmark or market reports from it. If we ever want to, we will ask you first, and it will be your choice.
18. Ownership and permissions
You own your logo, branding, rate card, quotes and the information you put in. You give us permission to use them only to run Say it Quote for you.
We own Say it Quote, including our software, templates and pricing engine. You may use them for your own business while your subscription is active. You must not copy, resell or reverse-engineer them.
If you give us ideas or feedback, we may use them freely to improve Say it Quote.
We may change the suppliers we use to run Say it Quote. We'll give you at least 30 days' notice of a new supplier that handles your customers' information. If you have a reasonable data-protection objection that we can't resolve, you can end your subscription and we refund any unused prepaid time.
19. Our liability to you — important
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 legally be limited.
We are not responsible for:
- (a)loss caused by an error in the summary you confirmed by replying "send it", to the extent a reasonable check of that summary would have shown the error;
- (b)loss caused by the rates in your rate card, or by information you gave us or confirmed that was wrong, including a customer email address;
- (c)the work you carry out, or your contract or dealings with your customer, except to the extent our breach caused the loss;
- (d)indirect or consequential loss that neither of us could reasonably have foreseen when you signed up.
Subject to clause 19.1, our total liability to you for all claims arising in any 12-month period of our agreement, whether in contract, negligence or otherwise, is limited to the greater of £2,500 and the total you paid us in the 12 months before the event giving rise to the claim.
You are responsible for, and will cover our reasonable costs of, any claim made against us by a third party because of unlawful material you send through Say it Quote or because you used information without the right to do so. We will tell you promptly about any such claim, let you deal with it, and take reasonable steps to limit the cost.
We have set these limits because Say it Quote is a low-cost service, because you are best placed to check each quote before it goes to your customer, and because you can insure your own business against the risks of your work.
20. Changes to Say it Quote, these terms or our prices
We will email you at least 30 days before a change to our prices or any other change to these terms or Say it Quote that is to your disadvantage.
A price increase applies only from your next billing date after the notice period, and never to a period you have already paid for. If you're on Annual, it applies from your next annual renewal.
If you don't want to accept the change, you can cancel before it applies. If the change is to your disadvantage and takes effect during a period you have already paid for, you can end your subscription and we refund the unused prepaid time.
We may make urgent changes needed for security or to comply with the law straight away, and we'll tell you as soon as we can.
We may make changes that don't disadvantage you, such as improvements and new features, without notice.
21. Complaints and disputes
If you're unhappy, email [email protected]. We'll handle your complaint under our Complaints Procedure in Schedule 3.
These terms are governed by the law of England and Wales, and the courts of England and Wales will deal with any dispute. This does not stop you using any other legal remedy available to you.
22. General
Notices. We will contact you by email at the address on your account. You can contact us at [email protected].
Transfer. You may not transfer this agreement without our agreement. We may transfer it to another business that takes over Say it Quote, if your rights are not reduced; we will tell you if this happens.
Whole agreement. These terms, the Schedules and the Data Processing Addendum are our whole agreement about Say it Quote. This does not affect anything we said on our website pricing page or at checkout about your plan, and it does not limit liability for fraudulent misrepresentation.
If a clause is invalid, the rest still applies.
Delay. If we don't enforce a right straight away, we can still enforce it later.
Third parties. Only you and we have rights under this agreement.
Events outside our control. We are not responsible for delays caused by events we couldn't reasonably avoid or plan for. Clause 15 still applies.
Schedule 1 — Plans and prices
All prices are the full amount you pay. There is nothing to add.
| Plan | Price | Quotes | Key rules |
|---|---|---|---|
| Free start | £0 | First 5 quotes | No card. One per business. No automatic move to a paid plan. |
| Trade | £49 a month | No monthly limit for your own business's jobs (see Schedule 2) | Renews monthly until you cancel. |
| Annual | £399 a year, paid upfront | As Trade | Renews yearly until you cancel. Reminder at least 14 days before renewal. Full refund if cancelled within 14 days of payment with no quotes made. No Hibernate. |
| Hibernate | £12 a month | 8 per billing month, no carry-over | For monthly Trade customers after one full paid month. Starts on your first billing date between 1 November and end of February. Returns automatically to Trade at £49 on your first billing date on or after 1 March. Reminder at least 7 days before. |
Schedule 2 — Fair use and acceptable use
Trade and Annual have no monthly quote limit for your own business's jobs. Busy months are fine. High legitimate use is never misuse.
You must not:
- (a)resell or share access to Say it Quote outside your business;
- (b)use automated tools or scripts to send voice notes or create quotes in bulk;
- (c)let anyone outside your business use your registered WhatsApp number to create quotes;
- (d)send unlawful, abusive or threatening material, or anything that infringes someone else's rights;
- (e)try to break, overload, copy or reverse-engineer Say it Quote;
- (f)use Say it Quote in a way that breaks WhatsApp's rules for business messaging;
- (g)use Say it Quote to email anyone who hasn't asked you for a quote, or to send marketing.
Keep your WhatsApp number and account login secure, and tell us straight away if you think someone else is using them.
If we think you have broken these rules, clause 14 applies.
Schedule 3 — Complaints procedure
Tell us. Email [email protected] (or [email protected] for data complaints) or write to Cortex Guru Ltd, 71–75 Shelton Street, Covent Garden, London WC2H 9JQ. Tell us what went wrong and what you'd like us to do.
We acknowledge within 5 working days.
We aim to resolve it within 20 working days. If it will take longer, we'll tell you why and when to expect an answer.
Data complaints: we'll acknowledge within 30 days at the latest and deal with them without undue delay. You can also complain to the ICO at ico.org.uk.
If you're still unhappy, tell us and a director will review it. You can still use any legal remedy available to you.
Part two
Data Processing Addendum
This Addendum is part of the Say it Quote Subscription Terms between you (the installer business) and Cortex Guru Ltd ("we"). It applies when we handle personal data on your behalf, mainly information about your customers. Words such as "controller", "processor", "personal data" and "personal data breach" have the meaning given in the UK GDPR.
1. Roles
For personal data in your quotes (including your customers' names, addresses, email addresses and job details, and your voice notes and transcripts used to make quotes), you are the controller and we are your processor.
For your account, billing, support and website data, we are a separate controller. Our Privacy Notice covers that.
2. Our commitments as your processor
We will:
- (a)process the personal data only on your documented instructions, which are these terms, this Addendum and your use of Say it Quote (including each "send it"), unless the law requires otherwise (in which case we'll tell you, unless the law prevents it);
- (b)make sure everyone who can access the data is bound by confidentiality;
- (c)keep the data secure using the measures in Annex 2;
- (d)use only the sub-processors in Annex 3, under the process in section 3;
- (e)help you respond to requests from people exercising their data rights, taking into account what we can reasonably do;
- (f)help you meet your security, breach-notification and data protection impact assessment duties, taking into account the information available to us;
- (g)delete or return the data at the end of our service, as set out in Annex 4, unless the law requires us to keep it;
- (h)give you the information you reasonably need to show that we meet these commitments, and allow audits under section 5;
- (i)tell you straight away if we think an instruction from you breaks data protection law.
3. Sub-processors
You give us general authorisation to use the sub-processors in Annex 3.
We will give you at least 30 days' notice by email of any new sub-processor. You may object on reasonable data-protection grounds. If we cannot resolve your objection, you can end your subscription and we will refund any unused prepaid time.
We will put a written contract in place with each sub-processor giving at least the same protection as this Addendum, and we remain responsible to you for their performance.
4. Personal data breaches
We will tell you without undue delay, and in any event within 48 hours, after becoming aware of a personal data breach affecting data we process for you. We will give you the information you need to decide whether to notify the ICO or the people affected, and help you contain it.
5. Audits
We will answer your reasonable written questions about our data protection. If that is not enough, you may carry out an audit once a year on 30 days' notice, at your cost, in a way that doesn't disrupt our business or breach our duties to other customers.
6. International transfers
Where a sub-processor handles data outside the UK, we make sure the transfer is covered by UK adequacy regulations (for example, for the European Economic Area) or by appropriate safeguards under UK data protection law, such as the UK Extension to the EU–US Data Privacy Framework or the ICO's International Data Transfer Addendum, with any assessment the law requires.
7. Your responsibilities
You confirm that you have a lawful basis to use your customers' information in Say it Quote, that you give your customers the privacy information they need, that your customers have asked you for a quote and given you the email address you use, and that you won't instruct us to process data unlawfully. Please avoid putting unnecessary sensitive information (such as health details) into voice notes.
8. Liability
Clause 19 of the Subscription Terms applies to this Addendum.
Annex 1 — Details of processing
| Item | Detail |
|---|---|
| Subject matter | Turning your voice notes into priced PDF quotes, emailing them to your customers on your instruction, and storing them for you |
| Duration | For the length of your account, then as in Annex 4 |
| Nature and purpose | Receiving voice notes; transcription; AI extraction of job details; pricing from your rate card; showing you a summary to check; creating PDFs, emailing them to your customers on your instruction, and storing them; support and fault-fixing you ask for; security |
| Types of personal data | Your customers' names, addresses, email addresses, other contact details and job details; your voice and anything you say in voice notes; transcripts; quote PDFs; records of quote emails sent |
| People concerned | Your customers and potential customers; you and your staff |
| Sensitive data | Not intended. You should not include it. |
Annex 2 — Security measures
- Encryption of data in transit (TLS) and at rest.
- Summaries sent only to the WhatsApp number registered to your account.
- Quotes emailed to a customer only after you confirm the address and reply "send it".
- Quote emails sent over encrypted connections (TLS) from an authenticated domain (SPF, DKIM, DMARC).
- Private storage; any download links expire.
- Access to customer data limited to people who need it to run Say it Quote, using individual accounts with multi-factor authentication.
- Regular backups, with restores tested.
- Logging of access to production systems.
- Automatic deletion in line with Annex 4.
- A written incident response procedure.
Annex 3 — Sub-processors
| Supplier | What they do | Where data is processed | Transfer protection |
|---|---|---|---|
| Twilio | WhatsApp message and voice-note delivery | USA and other locations | UK Extension to the Data Privacy Framework / ICO Addendum |
| WhatsApp (Meta) | Messaging channel between you and us | Global | Meta's WhatsApp Business terms |
| Amazon Web Services | Hosting, database, file storage, speech-to-text and sending quote emails | UK (London) | Not a restricted transfer; ICO Addendum for any support access |
| OpenAI | Speech-to-text | USA | ICO Addendum to Standard Contractual Clauses |
| Speechmatics | Speech-to-text | UK | Not a restricted transfer |
| Anthropic | Picking out job details from transcripts | USA | ICO Addendum to Standard Contractual Clauses |
| Cloudflare | Website delivery and security | Global | UK Extension to the Data Privacy Framework / ICO Addendum |
| Google Workspace | Our email and support correspondence | UK/EU/USA | UK Extension to the Data Privacy Framework / ICO Addendum |
Stripe processes payment information as a separate controller and is covered by our Privacy Notice.
Annex 4 — Retention and deletion
| Data | How long we keep it |
|---|---|
| Raw voice-note audio | Deleted within 30 days of the quote being created |
| Transcripts, quotes and quote-email records | While your account is open. You can delete any quote at any time. |
| After your paid access ends | 90 days to export, then deleted from live systems within 30 days and from backups within a further 35 days |
| Dormant free accounts | Deleted after 12 months' inactivity, following 30 days' email warning |
WhatsApp keeps its own copies of messages under its own terms, which we do not control.