The Subbie QS privacy policy explains how QS and Estimating Consultants Ltd handles personal information submitted through thesubbieqs.co.uk. This page was last updated on 14 October 2026.
The Subbie QS privacy policy and who we are
QS and Estimating Consultants Ltd is the organisation responsible for this website. Company number: 14808122. Our address is Suite 22, The Alaska Building, Sitka Dr, Shrewsbury SY2 6LG. Privacy enquiries can be sent to info@thesubbieqs.co.uk.
Information we collect
We may collect your name, company, email address, telephone number, trade, project information and any message you choose to submit. When you request a QS spreadsheet, we record the email address, requested resource, request time and whether you separately chose to receive marketing.
Client account and service records
If you create or receive a client account, we also record your agreed service, account and payment status, service period, project details, client-facing time entries, uploaded document metadata and Stripe customer, subscription and invoice identifiers. Private project files are stored outside the normal public media library and are delivered only through permission-checked account routes.
Tender alert accounts
For tender alerts we store your email, company name, selected trades, postcode or UK-wide preference, working radius, value filters, notification choices, verification time, free-access dates and sent-notification history. These details are used to match public tender opportunities and deliver the notifications you request. Password sign-in uses your WordPress account and a securely hashed password. We verify your email address when you create the account or change the address; password recovery uses an expiring, single-use email link. Existing email-link customers can set a password through account recovery without losing their tender preferences or subscription. You can update your preferences or pause emails in your tender account. Choosing paid link access adds Stripe customer, subscription and invoice references; it does not undo an email pause. Sent tender-notification history is retained for 90 days.
Where Continue with Google is available and you choose it, Google provides your basic identity, email verification information and name. We store a protected reference to your Google account to recognise future sign-ins. This does not give us access to your Gmail, Google Drive, contacts or calendar. We do not store Google access or refresh tokens. Existing accounts require proof of ownership before Google is connected, and some non-Google email addresses require a separate email check. You can manage the connection in Account security; a working password is required before removing your last Google sign-in method.
Necessary sign-in cookies, short-lived verification records and limited security counters protect account sessions and prevent abuse. Verification and recovery codes expire after one hour and are stored as hashes. Google sign-in challenges expire after ten minutes. Account details are not sent to analytics as part of sign-in.
Payments
Monthly or annual subscription checkout, card changes, invoices and cancellation are handled on secure Stripe-hosted pages. Card numbers and security codes are not collected or stored by The Subbie QS. Stripe and our accounting records may retain transaction information where needed for service delivery, fraud prevention, tax, accounting or legal obligations.
How we use the information
We use information to respond to enquiries, arrange and deliver requested services, manage client accounts, report project and service activity, exchange documents, reconcile recurring payments, maintain security, meet legal obligations and keep appropriate business records. Marketing is sent only where you have made a separate positive choice or another lawful basis applies.
Email-gated QS resources
An email address is required to deliver a requested spreadsheet and its time-limited backup link. The optional marketing box is unticked by default. Requesting a file does not itself subscribe you to marketing. Download-request records are automatically removed from the website database after 365 days by default.
Contact-form messages
Contact-form submissions are sent to our business mailbox and are not stored as enquiry records in the website database by this website theme. Messages are retained only for as long as reasonably needed for the enquiry, services, records or legal obligations.
Cookies and analytics
The website uses necessary cookies for security, forms, administrator and client login, and to remember the visitor’s cookie choice. Optional Google analytics or Tag Manager is not loaded unless tracking has been configured by the administrator and the visitor selects “Accept optional cookies”. Visitors can reject optional cookies just as easily and reopen Cookie settings from the footer.
Sharing and storage
Information may be processed by service providers that support our website, hosting, email, document delivery and professional services. We do not sell personal information. Where information is transferred outside the UK, appropriate safeguards should be used.
Retention and account security
Portal project, time and private-document records are kept for the client relationship and any agreed or legally required record period. Billing records may be retained for applicable tax, accounting, fraud-prevention or legal periods. Account holders must keep passwords private and should contact us promptly if they believe an account or project file has been accessed improperly.
Your rights
Depending on the circumstances, you may have rights to access, correct, erase, restrict or object to the use of your information, and to withdraw consent. Contact us using the email above. You can also raise a concern with the UK Information Commissioner’s Office at ico.org.uk.
Changes to this policy
We may update this policy when the website, services or legal requirements change. The latest version will be published on this page.
How to use this privacy information
First, read the section that matches the way you use the website. Next, check the client portal section if you hold an account. Then, review the payment section before opening Stripe. In addition, use the cookie section to understand your browser choices. For example, you can reject optional analytics without losing access to public pages.
If information looks wrong, contact us and explain what needs correcting. Likewise, tell us promptly if you suspect unauthorised account access. As a result, we can investigate the relevant record and protect the account. Where a request concerns your legal rights, we will confirm the information needed to respond. Finally, you can contact the ICO if you remain concerned about our handling of personal information.
Privacy choices at each stage
Before sending an enquiry, decide which project details the team needs. For instance, avoid including unrelated personal information. When requesting a template, use an email address that you can access. After the download arrives, keep the workbook in an appropriate business location. Meanwhile, use the separate marketing box only if you want updates.
When an administrator creates a portal account, choose a strong private password. Afterwards, sign out on shared devices. Similarly, remove downloaded client files from devices that no longer need them. If a colleague leaves, ask the account owner to remove access. Consequently, fewer people retain access to current project information.
Before opening checkout, confirm the plan and billing period. Then, complete payment on the Stripe-hosted page. Subsequently, use the billing portal for card or subscription changes. If you contact us about a payment, include the invoice reference but never send full card details. Thus, the team can investigate without collecting unnecessary financial information.
For a rights request, explain the account, enquiry or download that the request concerns. In particular, provide enough detail for us to identify the correct record. Next, tell us the outcome you want us to consider. If we need identity evidence, we will explain why. Finally, read the Cookie Policy for browser choices or use the contact page to ask a privacy question.