Privacy Policy

Last updated: 4 August 2026

1. Who we are

Easi Takeoff is a trading name used by Steve O’Neill, a sole trader.

Steve O’Neill is the data controller responsible for deciding how and why personal information is used.

Email: [email protected]

2. Information we collect

We may collect the following information when you make an enquiry, request a quotation, upload drawings or purchase a service:

• Your name, business or trading name, email address and telephone number.
• Information about your project, requested measurements, deadlines, specifications and preferred output format.
• Construction drawings, plans, schedules, photographs, specifications and related documents that you provide.
• Correspondence sent by email, telephone or messaging services.
• Quotation, invoice and payment information.
• Technical information required to operate and protect the website, such as IP addresses, browser information, security logs and request timestamps.

Please avoid including unnecessary personal, confidential or sensitive information in drawings or project documents.

3. How we use your information

We use personal information to:

• Review enquiries, drawings and requested scopes of work.
• Create a secure, reference-numbered Dropbox upload request.
• Prepare and provide quotations.
• Communicate about your project and clarify instructions.
• Prepare and deliver takeoff information and supporting documents.
• Process payments and maintain accounting and tax records.
• Protect the website and services from misuse, fraud and security threats.
• Establish, exercise or defend legal claims.
• Comply with legal and regulatory obligations.

4. Our lawful bases

Depending on the circumstances, we rely on the following lawful bases:

• Contract: to take steps at your request before entering into a contract and to provide services that you have ordered.
• Legal obligation: to maintain records and comply with tax, accounting and other legal requirements.
• Legitimate interests: to operate and secure the service, respond to business enquiries, maintain appropriate records and protect or defend legal rights.

We do not currently use customer enquiry details for unrelated email marketing.

5. Who we share information with

We only share information where it is reasonably necessary to operate the service, complete your work or meet a legal obligation.

Relevant service providers may include:

• Dropbox, for secure drawing uploads, project folders and request-detail files.
• Cloudflare, for website hosting, security and processing website form requests.
• Email, telephone and communications providers.
• Revolut Pro or another agreed payment provider when a customer makes a payment.
• Accountants, legal advisers, insurers or other professional advisers where reasonably necessary.
• HM Revenue and Customs, courts, regulators, law enforcement bodies or other authorities where required by law.

We do not sell personal information.

6. International processing

Some technology and payment providers may process or store personal information outside the United Kingdom.

Where this amounts to a restricted international transfer, we take steps to ensure that an appropriate transfer mechanism applies. This may include UK adequacy regulations or approved contractual safeguards.

You may contact us for more information about the safeguards relevant to your information.

7. How long we keep information

We retain information only for as long as reasonably necessary for the purpose for which it was collected.

• Drawings and request information relating to enquiries that do not proceed are normally deleted after 30 days.
• Files relating to paid projects are normally retained securely for 12 months after final delivery.
• Quotation, invoice, payment and accounting records may be kept for the period required by tax and accounting law.
• Relevant correspondence may be retained for longer where it is reasonably needed to resolve a dispute, respond to a complaint or establish, exercise or defend legal rights.

Self-employed business records generally need to be kept for at least five years after the 31 January tax-return submission deadline for the relevant tax year.

8. Security

We use reasonable technical and organisational measures designed to protect personal information against unauthorised access, alteration, disclosure or loss.

These measures include restricted access, encrypted credentials, secure website connections and reference-numbered Dropbox upload requests.

No internet transmission or storage system can be guaranteed to be completely secure.

9. Your data protection rights

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

• Ask for access to the personal information we hold about you.
• Ask us to correct inaccurate or incomplete information.
• Ask us to erase information in certain circumstances.
• Ask us to restrict how information is used in certain circumstances.
• Receive certain information in a portable format.
• Object to certain uses of your information.

These rights are not absolute and may depend on the lawful basis and circumstances of the processing.

To exercise a right, email: [email protected]

We may need to request enough information to confirm your identity before responding.

10. Automated decisions

The website may display an indicative pricing category based on answers entered into the form.

This suggestion is not a final quotation and does not produce a legal or similarly significant decision. Every request is reviewed manually before a fixed price or scope is confirmed.

11. Complaints

Please contact us first if you have concerns about how your personal information has been handled:

[email protected]

You also have the right to complain to the Information Commissioner’s Office, the UK supervisory authority for data protection.

Visit the Information Commissioner’s Office complaint page

12. Changes to this policy

This policy may be updated when the service, legal requirements or service providers change.

The latest version will be published on this page with an updated revision date.