Privacy Policy

This policy explains what information QuoteGuardian uses, why it is needed and the choices available to you. The beta checker and document reader are designed to minimise data collection.

Who is responsible for your information?

Peter Flynn, sole trader, trading as QuoteGuardian, is the data controller for personal information processed through this service. The geographical address is 26 The Beeches, Rugeley, Staffordshire, England WS15 2QY. Privacy enquiries can be sent to info@quoteguardian.co.uk.

Information used by the current beta

The checker asks for the first part of a postcode, household energy use, tariff and property characteristics, together with details copied from a quotation. Do not enter a full address, names, account numbers, meter identifiers, bank details or other unnecessary personal information.

Quotation documents selected through the document reader are processed locally in the browser tab for text extraction and are not submitted to a QuoteGuardian database or cloud document store. The files and extracted answers remain in temporary page memory and normally disappear when the page is refreshed or closed. You can delete selected files immediately using the on-screen controls. After you review and confirm the extracted fields, those structured form values—not the documents—are sent transiently to a protected assessment endpoint. The endpoint returns the assessment without intentionally storing the request or result. The cookie-choice record is stored locally on your device.

When you contact support, we store your name, email address, enquiry category, subject, message, support reference, status, confirmation-email status and submission time. This is used to answer the enquiry, maintain an audit trail, handle complaints and prevent repeated form abuse. Please do not send passwords, bank details or unnecessary sensitive information.

Technical information

Our hosting provider may process routine security and access information such as IP address, browser type, requested page, date and time, and diagnostic logs. This may constitute personal data. It is used to deliver and protect the service, prevent abuse, investigate faults and maintain availability.

If you actively allow analytics, we record only approved event labels, checker stage numbers, field names without their values, broad device/browser categories, technical-error categories and referring website hostnames. We do not include quotation contents, postcode information, names, email addresses, document text, full URLs or persistent visitor identifiers in analytics events. You can withdraw consent through Cookie Settings.

Purposes and lawful bases

• Provide the requested checker: steps taken at your request and our legitimate interest in operating the service.
• Security and fault prevention: our legitimate interests in keeping the service reliable and secure.
• Legal obligations: where records must be retained or disclosed by law.
• Optional technologies: consent, if non-essential analytics or similar technologies are introduced.

Sharing and processors

We do not sell personal information. Information may be processed by infrastructure and service providers only where needed to host, secure or operate QuoteGuardian. Providers must be assessed and appropriate contractual safeguards used. We may disclose information where required by law or to protect legal rights.

International transfers

Some service providers may process information outside the UK. Where this occurs, an appropriate UK transfer mechanism and any necessary supplementary protections must be used.

Retention and security

Current document files are not transmitted to or intentionally retained by QuoteGuardian. Confirmed structured checker answers are processed transiently to produce the requested assessment and are not intentionally written to a QuoteGuardian database. Browser-session data is discarded when deleted, refreshed or closed. Local preference data remains on your device until you clear it. Hosting and security records may contain routine request metadata and are retained only for a proportionate operational period determined with the provider. We use data minimisation, access controls and suitable technical safeguards, but no online service can guarantee absolute security.

If you choose “Save assessment”, your signed-in account email, quotation summary, assessment result, ruleset version and creation date are stored in your private Home Vault until you permanently delete the record. Original PDFs and photographs are not stored. Vault records are separated by the authenticated account email and deletion is checked against that ownership on the server.

Support enquiries are retained only as long as reasonably needed to answer the matter, manage complaints, demonstrate how an issue was handled and meet legal obligations. The appropriate period depends on the enquiry. You may request deletion where the law allows by quoting your support reference.

Your rights

Depending on the circumstances, you may have rights to access, correct, erase or restrict personal information, object to processing, obtain portable data and withdraw consent. You may contact us using the address above. You can also complain to the UK Information Commissioner’s Office at ico.org.uk.

AI and automated assessment

Text extraction and the rules-based assessment are decision-support tools, not decisions with legal or similarly significant effect. OCR and automated extraction can misread figures, so users must review and correct every field before assessment. The service does not determine eligibility, credit, insurance or access to a service. A DPIA has been completed for the present beta scope. It does not authorise remote document storage, third-party AI document processing or payments; each requires a reviewed DPIA before activation.

Changes to this policy

This policy will be reviewed whenever the service changes, especially before document uploads, accounts, email communications, analytics, payments or server-side AI processing are enabled.