Privacy Policy of Estimo AI

Effective date: 10 September 2026. Last updated: 18 September 2026.

This Privacy Policy explains how PICOSOFT AI LTD (company number 16525762) (“Picosoft AI”, “we”, “us”, or “our”) collects, uses, stores, and protects personal data when you access or use Estimo AI (the “Service”).

This Privacy Policy should be read together with our Terms and Conditions.

1. Who We Are

1.1 Company Information

Picosoft AI Ltd is a company incorporated in England and Wales (company number 16525762). Our registered office is Flat 9 Crown Court, Victoria Road, Bromley, England, BR2 9PR. Contact: contact@estimo.ai.

1.2 Data Controller (Our Responsibility)

We act as a Data Controller when we decide why and how personal data is processed, including for account administration, authentication, billing records, support, analytics, service security, legal compliance, and the operation of Estimo AI.

1.3 Data Processor (Your Responsibility)

To the extent that we process personal data contained in User Content solely on your behalf, such as details about your clients, you are the Data Controller and we act as your Data Processor. You are responsible for having a lawful basis and providing any notices required before submitting that data. We may separately act as a Data Controller where processing is necessary for security, billing, compliance, or the establishment, exercise, or defence of legal claims.

2. Scope of This Policy

This Privacy Policy applies to:

  • Visitors to our website;
  • Users who create an account or use the Service;
  • Communications with us by email or other means.

It does not apply to third-party websites or services linked from the Service.

3. Personal Data We Collect

We may collect and process the following categories of personal data:

3.1 Account and Contact Data

  • Name
  • Email address
  • Telephone number, profile image, business biography, and profile details
  • Contact enquiry type and message content
  • Account credentials, verification status, and Google account identifier
  • The Terms version and acceptance time recorded when a trial starts
  • Stripe customer references, subscription status, invoices, payment amounts, and payment status

3.2 Usage and Technical Data

  • IP address
  • Device name, browser information, user agent, and approximate location
  • Session records, log files, security events, errors, and usage activity
  • Date and time of access

3.3 User Content

  • Job descriptions and other text submitted to generate quotes
  • Generated and edited quotes, pricing, line items, terms, and quote status
  • Business details, logos, quote settings, and saved quote history
  • Saved client names, contact people, email addresses, telephone numbers, and postal addresses

3.4 Analytics Data

  • Page views, interactions, and product-usage events
  • Analytics-consent choice and the date on which that choice was recorded

3.5 Sources of Personal Data

We obtain personal data directly from you, automatically from your browser or device, from other Estimo users who submit client details, and from service providers such as Google and Stripe when you use their authentication or payment services.

We do not intentionally collect special category personal data and ask users not to submit it through the Service.

4. How We Use Personal Data

We process personal data for the following purposes:

  • To provide, operate, and maintain the Service;
  • To authenticate users and protect Account security;
  • To generate AI-assisted draft outputs based on user input;
  • To save, display, edit, export, and delete quotes and client records;
  • To manage accounts, subscriptions, and payments;
  • To administer our contract and identify the Terms accepted at trial start;
  • To check whether a verified email address has previously received a free trial and prevent repeat-trial misuse;
  • To communicate with users regarding service-related matters;
  • To receive, route, and respond to Contact enquiries;
  • To monitor usage, performance, and security;
  • To improve and develop the Service using aggregated and anonymised data;
  • To comply with legal and regulatory obligations.

5. Legal Bases for Processing

We rely on the following legal bases under UK GDPR and EU GDPR:

  • Contract: to create and administer your Account, authenticate you, provide quote and client-record features, and manage your Subscription;
  • Legitimate interests: to secure and operate the Service, prevent fraud and misuse, respond to enquiries, maintain appropriate business records, and improve Estimo using aggregated or anonymised information, where those interests are not overridden by your rights;
  • Legal obligation: to meet applicable tax, accounting, regulatory, law-enforcement, and data-protection requirements;
  • Consent: for non-essential analytics and communications where consent is required. You may withdraw consent at any time without affecting earlier lawful processing.

6. AI Processing and Data Use

User Content submitted for quote generation is sent to the AI provider configured for Estimo and processed to generate the AI-assisted draft requested by the user.

We do not use User Content to identify individuals, perform profiling, or make automated decisions producing legal or similarly significant effects.

Picosoft AI does not use identifiable User Content to train general-purpose AI models. The API services we use do not use submitted prompts or responses to train their general-purpose models under the service arrangements applicable to Estimo.

We may use aggregated and anonymised data derived from use of the Service for analytics, system performance monitoring, model evaluation, and service improvement. Such data does not identify individual users and cannot reasonably be re-identified.

7. Data Sharing and Third Parties

We do not sell your personal data. To provide and secure the Service, we share data with service providers and other recipients. Their legal roles depend on the service they provide; some act as our processors and others act as independent controllers.

  • AI Processing (OpenAI or Google Gemini): Depending on Estimo’s current configuration, User Content submitted for generation is processed using OpenAI’s API or Google’s Gemini API.
  • Payment Processing (Stripe): All financial transactions are handled by Stripe. We do not store or have access to your credit card or banking credentials; Stripe acts as an independent controller for these transactions.
  • Authentication (Google): If you choose Google sign-in, Google provides your name, email address, and a provider identifier so that we can create or authenticate your Account.
  • Analytics and Monitoring (Google Analytics & Microsoft Clarity): We use these tools to capture how you interact with our website through behavioral metrics and heatmaps to improve site security and user experience.
  • Error Monitoring (Sentry): We use an EU-hosted Sentry project to receive limited, filtered technical error information so that we can diagnose failures and protect the Service.
  • Email Delivery and Mailbox Providers: Contact enquiries are sent through the email delivery and mailbox providers configured for Estimo support.
  • Infrastructure (Cloud Hosting): Our primary application infrastructure is hosted in the United Kingdom. The providers listed above may also process information in other countries.
  • Professional Advisers: We may disclose data to regulators, legal advisers, or law enforcement where we have a legal obligation to do so.

8. International Data Transfers

Personal data may be processed outside the UK or European Economic Area.

Where international transfers occur, we ensure appropriate safeguards are in place, such as adequacy regulations, the UK International Data Transfer Agreement or Addendum, standard contractual clauses, or another lawful transfer mechanism. You may contact us for more information about the safeguard relevant to a particular transfer.

9. Data Retention

We retain personal data only for as long as necessary to:

  • Provide and operate the Service;
  • Meet contractual, legal, accounting, or regulatory obligations;
  • Resolve disputes and enforce agreements.

User Content may be deleted or anonymised upon account termination or request, subject to legal, regulatory, and technical constraints, including backup retention cycles.

The Terms-acceptance record associated with an Estimo Account is deleted when that Account is permanently deleted.

Stripe may retain customer, Subscription, invoice, and payment records after an Estimo Account is deleted, subject to Stripe's and our legal and record-keeping obligations. Estimo may query the email address and prior trial status in those retained Stripe records solely to enforce one free trial per verified email address. We do not attach an old Stripe Customer or payment method to a new Account merely because its email address matches.

We do not retain User Content longer than is reasonably necessary for the purposes for which it was submitted.

Ordinary Contact enquiries are retained in the support mailbox for 12 months after the last meaningful interaction. We may retain an enquiry longer where necessary for an active dispute, contract, billing matter, or legal obligation.

Generated quote PDF files are temporary and scheduled for deletion after 24 hours. Filtered Sentry error events are retained for up to 30 days. Your browser stores an analytics-consent choice for up to six months.

10. Data Security

We implement appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, or alteration.

However, no system is completely secure, and we cannot guarantee absolute security.

11. Your Rights

Depending on the circumstances, you may have the right to:

  • Request access to and a copy of your personal data;
  • Request correction of inaccurate or incomplete personal data;
  • Request erasure of your personal data;
  • Request restriction of processing;
  • Receive certain personal data in a portable format;
  • Withdraw consent at any time where processing relies on consent;
  • Object to processing in the circumstances described below.

These rights may be subject to legal conditions and exemptions. To exercise a right, contact contact@estimo.ai. We may need to verify your identity before acting on a request.

Your Right to Object

You have the right to object to processing based on our legitimate interests. You also have an absolute right to object to direct marketing. We will stop the relevant processing unless applicable law permits us to continue.

You may complain to the UK Information Commissioner’s Office (ICO), or to another competent supervisory authority. We would appreciate the opportunity to address your concern first.

12. Cookies and Tracking

We use cookies and similar technologies to operate and secure the Service, understand usage patterns, and improve performance.

Cookies may be categorised as:

  • Strictly necessary cookies, required for core functionality and security;
  • Analytics cookies, used to understand how users interact with the Service.

When the analytics consent prompt is enabled, we ask for your choice before loading Google Analytics or Microsoft Clarity. If you reject analytics, those tools are not loaded and all essential Service features remain available. An administrator can disable analytics entirely or, after acknowledging a compliance warning, configure analytics to load without showing that prompt.

We store your analytics choice in your browser for up to six months so that we can respect it. While the consent prompt is available, you can change or withdraw your choice at any time through Cookie settings in the public footer or Privacy & analytics in Account Settings.

13. Children

The Service is not intended for children under 18, and we do not knowingly collect personal data from children.

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in the Service, our processing, or applicable law. We will publish the updated version with a revised date and take reasonable steps to bring material changes to your attention. An update does not reduce your statutory rights or change the lawful basis required for processing.

15. Contact Us

For privacy-related enquiries or to exercise your rights, contact contact@estimo.ai.

For general, product-support, billing/account, or sales/partnership enquiries, use our Contact Us form. Please do not include passwords, payment-card details, or other sensitive information.