Privacy Notice

Guide Digital Limited

Last updated: 23 September 2026

1. Who we are

Guide Digital Limited ("we", "us") provides information management consultancy for the built environment. We are the data controller for personal data collected through this website.

Company: Guide Digital Limited, registered in England and Wales, company number 13613900

Registered address: 97 Gosberton Road, Balham, London, SW12 8LG

Contact for data protection matters: tom@guidedigital.co.uk

2. What this notice covers

This notice explains what personal data we collect when you use www.guidedigital.co.uk, including our free Information Production Requirements (EIR) generator and golden thread readiness assessment, why we collect it, and what rights you have over it.

3. Using our tools without giving us anything

You can use our tools and download your document without giving us any personal data at all.

The information you type into the form — project details, addresses, names, dates — is processed entirely in your own web browser. It is used to build your PDF and is not transmitted to us, stored by us, or seen by us, unless you actively choose to send it (see section 4).

When you close or refresh the page, that information is gone. We cannot recover it for you.

4. If you opt in to send us a copy

Next to the download button there is a checkbox, unticked by default, offering to email you a copy of your document and keep you updated about Guide Digital's tools and services.

If you tick it and submit, we receive:

• Your name — To address correspondence and identify your enquiry

• Your email address — To send your copy and any updates you have agreed to receive

• The content of the document you generated — So we can send you the document and, if you ask us to, comment on it

• Date and time of submission — Record-keeping and to evidence your consent

If you request a callback, we also receive:

• Your telephone number — To call you back

• Your preferred time to be called — To call you at a time that suits you

Lawful basis: consent (UK GDPR Article 6(1)(a)). You give it by ticking the box and submitting; you can withdraw it at any time (section 8).

If you do not tick the box, none of this is collected. Downloading does not send us anything.

5. Personal data about other people

The forms may ask for details of a client, an appointing party, or other project participants.

If you opt to send us your document and it contains other people's details, you are responsible for ensuring you may lawfully share them with us. We ask that you do not include personal data about third parties beyond what is necessary — names and professional contact details are usually enough; personal addresses, financial details, and anything sensitive should be left out.

We will process any such data only to provide the service you have asked for.

6. Where your data is stored

Data you send us is stored in Guide Digital's Google Workspace account (Google Drive and Google Sheets). Google acts as our processor under its data processing terms.

Google may process data outside the UK and the European Economic Area. Where it does, transfers are governed by the safeguards in Google's data processing terms, including the UK International Data Transfer Addendum and standard contractual clauses.

We do not sell your data. We do not share it with third parties for their own marketing.

7. How long we keep it

• Enquiry and callback details — 12 months from your last contact with us, unless you become a client

• Document copies you sent us — 12 months, unless needed for an ongoing engagement

• Marketing contact details — Until you withdraw consent or unsubscribe

• Client records, where you go on to engage us — As required for the engagement and for 6 years afterwards for tax and legal purposes

8. Your rights

Under UK data protection law you have the right to:

• Access the personal data we hold about you

• Rectify it if it is inaccurate

• Erase it ("right to be forgotten")

• Restrict or object to our processing of it

• Portability — receive it in a usable format

• Withdraw consent at any time, without affecting processing that has already taken place

To exercise any of these, email tom@guidedigital.co.uk. We will respond within one month.

Every marketing email we send includes an unsubscribe link. Unsubscribing withdraws your consent to marketing; it does not delete an enquiry record, which you can request separately.

If you are unhappy with how we have handled your data, you can complain to the Information Commissioner's Office — ico.org.uk, or 0303 123 1113. We would rather you raised it with us first so we can put it right.

9. Cookies and analytics

This site is hosted on Google Sites. Google may set cookies necessary for the site to function.

We use Google Analytics to see how many people visit and which pages they use. Analytics cookies are only set if you accept them in the cookie banner, and if you decline you can still use everything on the site. Separately, we count how many documents are downloaded from our tools, using an anonymous record that contains no personal data and nothing you typed. It notes only that a download happened and which version of the tool was used.

We do not use advertising cookies or share data with advertising networks.

10. Security

Data you send us is held in our Google Workspace account, protected by access controls. Access is limited to those who need it to respond to your enquiry.

No transmission over the internet is completely secure. We take reasonable steps to protect your data, but cannot guarantee security of data sent to us over the internet.

11. Children

This site and its tools are intended for professional and business use and are not directed at children. We do not knowingly collect data from anyone under 18.

12. Changes to this notice

We may update this notice. The date at the top shows when it last changed. Material changes affecting how we use data you have already given us will be notified to you directly where we hold your contact details.

13. Disclaimer regarding generated documents

Our tools produce starting-point documents based on the information you enter. They are not professional advice, and Guide Digital accepts no liability for the use of a generated document that has not been professionally reviewed. Sections marked as requiring professional input involve judgements specific to your project that no template can make.