Legal
Privacy policy
What personal information Guidex keeps, why, and what you can ask us to do with it. Version of 4 November 2026.
Who we are
Guidex is run by the Guidex team ("we", "us"). We are responsible for the personal information described here. You can contact us at info@guide-x.co.uk.
What we keep
| Information | Examples |
|---|---|
| Your account | Your name, email address, the organisation you belong to and your role in it. If you sign in with Google or Microsoft, we receive your name and email address from them, and nothing else. |
| Your work | The projects, documents, drawings, emails, chats and reports you and your organisation put into Guidex. Everything you upload is encrypted, both on its way to Guidex and while it is stored. |
| Billing | Your organisation's subscription, seats and payments. Card details are handled by our payment provider. We never see or store them. |
| How Guidex is used | For example how many questions are asked and when, so we can run, protect and bill the service. |
| Technical records | Records our servers keep when you use Guidex, such as the time of a request and the address it came from, to keep the service secure and fix faults. |
| Guidex Academy | If you pass an Academy course, your score and the date. If you ask for a certificate, the name and email address you enter, the course and the certificate number. We use your email address to send you your certificate. Anyone with your certificate number or web address can see your name, the course and the date, so they can check it. They cannot see your email address. |
Why we keep it
- To provide Guidex to your organisation, under the agreement it has with us. This covers your account, your work, billing and usage.
- To keep Guidex secure and working, which is in our legitimate interests and yours. This covers technical records and usage.
- To provide Guidex Academy, so we can issue your certificate, send it to you and let others check it.
- To meet the law, for example keeping billing records for tax.
We do not sell personal information. We do not use it for advertising. We do not use your work to train AI models.
Who we share it with
We use a small number of trusted service providers to run Guidex, for things like sign-in, payments, secure hosting and the AI that answers questions. Each one only receives what it needs to do its job for us, and must keep it safe.
We may also share information if the law requires it.
How long we keep it
- Your account and your work are kept while your organisation subscribes.
- After your organisation's subscription ends, its projects and documents are kept for 30 days and then deleted.
- Billing records are kept for as long as tax law requires, usually 6 years.
- Technical records are kept for 30 days.
- Academy certificates, and the email address given with them, are kept for 6 years and then deleted.
How we protect it
- Files you upload are stored encrypted.
- Each organisation's work is kept apart from every other organisation's.
- Only invited people can sign in, and all traffic to Guidex is encrypted.
Cookies and browser storage
Guidex uses only the cookies it needs to keep you signed in. It also stores a few preferences in your browser, such as whether a side panel is open. We use no advertising or tracking cookies.
Your rights
You can ask us to:
- give you a copy of your personal information;
- correct it if it is wrong;
- delete it, or stop using it, where the law allows;
- give it to you in a form you can take elsewhere.
Write to info@guide-x.co.uk. We will answer within one month.
If your organisation put your information into Guidex, for example in a document, we may need to pass your request to them.
If you are unhappy with how we handle your information, you can complain to the Information Commissioner's Office at ico.org.uk.
Changes
We may update this policy. The version date at the top shows when it last changed. We will tell your organisation's admin about any important change.
Contact
Questions about your personal information: info@guide-x.co.uk.