Privacy Policy
Last updated: 24 August 2026
Who we are
RapidQuote3D is a service provided by Surface Scan Ltd, which is the data controller for the personal information described in this notice.
Surface Scan Ltd · Company number 15306838 · Unit 4 Little Cliffsend Farm, Chalk Hill, Cliffsend, Ramsgate, Kent CT12 5HP
info@surfacescan.co.uk · 01843 838818
We are registered with the Information Commissioner's Office, registration ZB808351.
What this notice covers
This notice covers the rapidquote3d.com website, the RapidQuote3D application, and the quoting widget where it appears on our own website.
Where the quoting widget appears on another company's website, that company decides how your information is used and is the data controller for it — we handle it on their instructions, and their own privacy notice applies. We will always tell you who you are dealing with if you ask.
What we collect, and why
- When you create an account
- Your name, email address, company name, and a password — which we store only in encrypted form and cannot read. We use this to give you access to the service. Our basis is performance of our contract with you.
- When you upload a model or ask for a quote
- The 3D files you upload, their file names, and the options you choose — material, colour, quantity, finish. We use these to calculate a price and, if you order, to produce your parts. Our basis is taking steps at your request before entering a contract, and then performance of that contract.
- When you place an order
- Your billing and delivery address, phone number, email address, order contents and value, any purchase order number, and any note you add for our team. We use this to take payment, produce your order, deliver it, and keep proper accounting records. Our basis is performance of our contract, and our legal obligation to keep accounting records.
- When you contact us
- Through the contact form, an enquiry, or the chat window: your name, email address, and whatever you write to us, including any files you attach. Our basis is our legitimate interest in answering you, and taking steps at your request before entering a contract.
- When you use the website
- Pages you visit, how long you spend, what you upload and configure, and technical information such as your IP address, browser and device. We use this to run the service, keep it secure, diagnose faults, and understand how it is used so we can improve it. Our basis is our legitimate interests in operating and improving a service you are using. Anything that is not strictly necessary runs only with your consent — see "Cookies and similar technologies" below.
- If you apply for a trade account
- Company registration and VAT numbers, addresses, and named contacts for accounts and ordering, so we can assess credit terms. Our basis is taking steps at your request before entering a contract.
Photographs of your parts
We photograph parts during quality checks and before dispatch. These photographs are kept with your order and may be sent to you — for example if we need to show you a problem before we ship. Our basis is our legitimate interest in evidencing quality and resolving issues.
How we use AI
We use an AI assistant to answer questions in the chat window on our site.
- What you type into that chat, along with the conversation so far and the name of any file you have uploaded, is sent to our AI providers so they can generate a reply.
- Our providers are Anthropic and OpenAI, both in the United States. Both are contractually bound to process this only on our instructions, not to use it to train their models, and to delete it within 30 days.
- Please do not type anything into the chat that you would not want shared. It is a support tool, not a secure channel.
- No decision with a legal or similarly significant effect about you is ever made by AI. Pricing is calculated by fixed rules, not by an AI model, and a person is always available.
- Our basis is our legitimate interest in answering questions quickly and accurately. You can object at any time, and you can simply not use the chat.
Sending information outside the UK
Some of the organisations above are based in the United States. When your information goes there, we rely on the safeguards approved for UK transfers — either the UK Extension to the EU–US Data Privacy Framework, where the organisation is certified under it, or the International Data Transfer Addendum to the European Commission’s standard contractual clauses. You can ask us which applies to a particular organisation.
How long we keep it
| What | How long |
|---|---|
| Invoices and accounting records | 6 years from the end of the accounting period, because HMRC requires it |
| Customer contact details and order history | 10 years after our relationship ends |
| Quotes and enquiries that never became orders | 2 years |
| 3D files and models you upload | For as long as you want us to hold them — reviewed after 3 years without contact |
| Website analytics linked to an identifier | 14 months |
| Marketing list | Until you object, or 2 years without engagement |
| Records of your consent or objection | Kept indefinitely — they are our evidence that we honoured your choice |
| Backups | 35 days, rolling |
Where the law requires us to keep something — accounting records in particular — we will keep it even if you ask us to delete it, and we will tell you why.
Your rights
You have the right to:
- ask for a copy of the personal information we hold about you;
- have it corrected if it is wrong;
- have it deleted, unless we are required to keep it;
- restrict or object to how we use it, including any use based on our legitimate interests;
- receive it in a portable format, where you provided it and it is handled by automated means;
- object to direct marketing at any time — we will always stop.
If you have an account, you can download a copy of your data or delete your account yourself from the "Your data" section of your account page. Otherwise, email info@surfacescan.co.uk and we will do it for you. We respond within one month.
Complaints
If you are unhappy with how we have handled your personal information, please tell us at info@surfacescan.co.uk or by post at the address above. We will acknowledge your complaint within 30 days, look into it, and tell you the outcome.
You also have the right to complain to the Information Commissioner’s Office at any time, at ico.org.uk/make-a-complaint or on 0303 123 1113. You do not have to complain to us first.
Changes to this notice
We update this notice when what we do changes. The date at the top shows when it was last revised. Where a change matters to you, we will bring it to your attention rather than relying on you to check.