1. Who is responsible for personal information
Guildhall Education & Media Ltd is the controller of personal information collected through this website. QuoteBench is a trading name of Guildhall Education & Media Ltd.
Guildhall Education & Media Ltd is registered in England and Wales under company number 16875446. Its registered office is 20 Wenlock Road, London, England, N1 7GU.
Privacy enquiries, requests and complaints can be sent to privacy@quotebenchhq.com or submitted through the enquiry form.
2. Information collected
Information provided directly
When an enquiry is submitted, the information collected may include name, business email address, firm, role, approximate quoting-team size, areas of interest and any information supplied about the firm's current quoting process.
All fields other than name and business email address are optional. An enquiry can be submitted without them, though a fuller response may not be possible.
Information collected automatically
Limited technical information is processed for website delivery, security, diagnostics and fraud prevention. This may include IP address, browser and device information, request time, pages requested and access logs.
3. How the information is used, and the lawful basis for each purpose
| Purpose | Lawful basis |
|---|---|
| Responding to enquiries and arranging product discussions or demonstrations | Steps taken at the person's request before entering into a contract |
| Assessing whether QuoteBench is suitable for the enquiring firm | Steps taken at the person's request before entering into a contract |
| Operating, securing and diagnosing faults on the website | Legitimate interests in maintaining a secure and functioning service |
| Understanding how the website is used, in aggregate, to improve it | Legitimate interests in developing the service |
| Establishing, exercising or defending legal rights | Legitimate interests in protecting the business |
| Meeting legal and record-keeping obligations | Compliance with a legal obligation |
Where processing relies on legitimate interests, an assessment has been carried out balancing those interests against individual rights. Details of that assessment are available on request.
4. Automated decision-making
No decision producing legal effects or similarly significant adverse effects is made about any individual solely by automated means. Enquiries are reviewed by a person.
5. Who receives the information
Information is processed by the following service providers:
| Provider | Purpose | Processing location |
|---|---|---|
| FormSubmit | Enquiry handling and email delivery | United States |
| Email delivery, enquiry correspondence and related business records | United Kingdom, EEA, United States and other processing locations | |
| Cloudflare | Website hosting, content delivery and security | United Kingdom and global edge network |
Information may also be disclosed to professional advisers, insurers, regulators or public authorities where reasonably necessary or legally required, and to a purchaser or prospective purchaser in connection with a sale of the business or its assets.
Personal information is not sold, and is not shared for advertising or marketing by third parties.
6. International transfers
Where a service provider processes information outside the United Kingdom, the transfer is made under the International Data Transfer Agreement or the UK Addendum to the European Commission's standard contractual clauses, supported by a transfer risk assessment.
Details of the transfers currently in place, and the safeguard relied on for each, are available on request.
7. Retention
| Information | Retention period |
|---|---|
| Enquiries that do not lead to a commercial relationship | Deleted or anonymised within 24 months of the last meaningful interaction |
| Enquiries that lead to a commercial relationship | Retained under the customer agreement |
| Website security and access logs | 90 days, unless required for an ongoing investigation |
| Records required for legal or accounting purposes | As required by the applicable retention period |
8. Cookies and similar technologies
The public website does not use advertising, remarketing, behavioural tracking or cross-site technologies.
Technologies strictly necessary for website delivery, security and access control are used without consent, as permitted by the Privacy and Electronic Communications Regulations 2003.
If non-exempt analytics, advertising or tracking technologies are introduced, this policy will be updated and consent will be obtained before those technologies are activated.
9. Individual rights
Depending on the circumstances, individuals have the right to request access to their personal information, and to request its correction, erasure, restriction or portability. There is also a right to object to processing carried out on the basis of legitimate interests, and to withdraw consent where processing relies on consent.
Requests can be made to privacy@quotebenchhq.com or through the enquiry form. There is no charge.
A response will be provided within one month. That period may be extended by up to two further months for complex requests, in which case the reason will be explained within the first month.
Confirmation of identity may be requested where there is genuine doubt about who is making the request. This will not be used to delay or obstruct a valid request.
10. Complaints
Anyone dissatisfied with how their personal information has been handled may complain directly to Guildhall Education & Media Ltd at privacy@quotebenchhq.com or through the enquiry form, marking the message as a data protection complaint.
Complaints are acknowledged within 30 days of receipt and a substantive response is provided without undue delay.
Individuals also have the right to complain to the Information Commissioner's Office at any time, at ico.org.uk/make-a-complaint, whether or not a complaint has first been raised with us.
11. Changes to this policy
This policy may be updated when the website, the product or applicable legal requirements change. The current version and its effective date remain available on this page. Where a change materially affects how personal information is used, reasonable steps will be taken to notify affected individuals.