Privacy Policy

Data we collect

• Account data such as email address, login metadata, and account identifiers.
• Quote inputs, including uploaded files and manual quote details you provide.
• Analysis outputs, such as report results, pricing comparisons, and follow-up questions.
• Support and contact messages sent through our forms or support channels.
• Operational usage data needed for security, fraud prevention, and service reliability.

How we use quote data

• To generate and return your quote report.
• To store your results in your account so you can view them later.
• To maintain security, quality, and service performance.
• To improve benchmark accuracy using de-identified structured fields, where possible, rather than raw files or unnecessary personal details.

We may retain benchmark observations indefinitely in anonymised/de-identified form to improve pricing accuracy and market coverage. These records do not include uploaded files, raw quote text, names, contact details, exact addresses, full postcodes, or links back to your account or original quote.

Processors and services

We use trusted providers to operate QuoteGuard. Depending on your use of the service, these may include:

• Database and auth services, including PocketBase.
• Object storage providers (S3-compatible storage) for quote file storage.
• Supabase for benchmark and operational data storage.
• Our v2 AI analysis service for quote extraction and report generation.
• OpenAI services where enabled for specific report-enhancement features.
• Google Places and Companies House lookup services for business checks.
• Email and SMS providers if messaging features are configured.
• Hosting, logging, and infrastructure providers needed to run the platform.

Legal basis and your rights

We process data to provide the service you request, protect the platform, and improve quality. Under UK GDPR, you may have rights to request access, correction, deletion, restriction, portability, and objection to certain processing.

You can request a data export or submit a deletion request from the Account page, or contact support directly if you prefer.

Retention summary

Quote records include an expiry timestamp and are scheduled for purge after their retention window. When a quote is deleted, we also delete associated stored quote files where possible. We aim to minimise retained personal data and keep de-identified benchmark fields separate from raw quote files.

Security and logging

We use technical and organisational controls to protect data in transit and at rest. We do not intentionally log raw quote content, uploaded file contents, API keys, or authentication secrets.

Privacy requests and contact

QuoteGuard is registered with the Information Commissioner's Office (ICO). Registration number: ZC142019.

To request access, correction, deletion, or other privacy actions, contact us at:

support@quoteguard.co.uk

If you believe your data has been misused, you can also raise a complaint with the UK Information Commissioner's Office.