Data Handling & Partner Quotation Protocol

This protocol explains how Get 3 Quotes collects, records, shares and manages customer enquiry data from first enquiry through quotation, Partner selection, payment and handover. It applies to website, phone, WhatsApp, SMS, email, social, paid media, referrals, Partner campaigns and manual entry into the Digital Physics ROS.

Only collect information genuinely required to understand the project, qualify the enquiry, obtain quotations, support Partner selection, process marketplace administration, manage complaints or comply with law.

• Identity and contact details: name, address, postcode, email, phone, preferred contact method/time.
• Property and project details: property type, ownership, requested services, photos, rough measurements, budget, timescale and relevant preferences.
• Communication records: call notes, emails, SMS/WhatsApp messages, appointment notes and follow-up history.
• Quote and marketplace records: Partners approached, quotes received, quoted values, selected Partner, project value, payment status and outcome.
• Consent records: terms accepted, privacy policy accepted, permission to share, marketing preference, method, date/time and wording version.
• Complaint and opt-out records.

The appropriate lawful basis depends on the activity. Ordinary enquiry handling, quotation coordination and project administration may rely on legitimate interests and/or steps requested by the customer before entering into a contract with a Partner. Marketing must be assessed separately and consent used where required. The final lawful basis position should be confirmed before publication by the appointed adviser.

Before any customer information is shared with a Partner for quotation or project progression, Get 3 Quotes must have recorded acceptance of the Customer Marketplace Agreement and Privacy Policy, or otherwise recorded clear permission to share through an approved manual route.

• Share only with Partners relevant to the requested service and area.
• Default to no more than three suitable Partners unless the customer requests otherwise or a documented operational exception applies.
• Share only the information needed for quotation/project progression.
• Do not sell or distribute customer data as a general marketing list.
• Record each Partner receiving data and the date/time shared in the Digital Physics ROS.
• Partners must have accepted the Get 3 Quotes Partner Agreement and data obligations before receiving customer information.

• Customer name and contact details;
• address/postcode and property information relevant to the project;
• requested services and project summary;
• photos and rough measurements;
• timescale, budget guidance and preferences where relevant;
• appointment or survey availability;
• relevant notes needed to prepare or validate a quotation.

• Use customer data only for the relevant Get 3 Quotes project unless another lawful basis applies.
• Do not resell, pool or transfer data without approval.
• Do not add customers to unrelated marketing lists without a valid lawful basis.
• Keep data secure and limit access to people who need it.
• Notify Get 3 Quotes promptly of complaints, opt-outs or data incidents.
• Delete or retain data in accordance with law and the Partner's legitimate record-keeping obligations.

Where Stripe Connect is used, payment information should be handled through Stripe wherever possible. Do not copy or store full card details in the Digital Physics ROS, email, WhatsApp, notes or documents. Store only the payment references and status information required for project administration and reconciliation.

• Record the request immediately.
• Stop non-essential contact where requested.
• Notify relevant Partners where appropriate.
• Verify identity where necessary.
• Delete or anonymise data unless a lawful retention reason applies.
• Retain a minimal suppression record where needed to prevent accidental future marketing.

Any suspected wrong-recipient disclosure, unauthorised Partner sharing, missing consent, unwanted contact, payment-data exposure or other material data issue must be escalated immediately to the designated data owner and recorded in the Digital Physics ROS.

• Never share customer data before the required acceptance/permission is recorded.
• Never describe a Partner as an employee or subcontractor of Get 3 Quotes.
• Never store customer or payment data outside approved systems.
• Never use personal messaging accounts for uncontrolled lead handling.
• Never export or upload customer data to unapproved tools.
• Never treat marketing consent as the same thing as service communication permission.

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