Privacy policy

Last updated: 16 April 2025

Welcome to GradeGuide (www.gradeguide.co.uk) ("we", "our", or "us"). We value your privacy and are committed to protecting your personal data. This privacy policy explains how we collect, use, and safeguard your information when you use our website.

What information we collect

We collect the following types of personal data:

  • Account information – When you sign up, we collect your email address and password for authentication and account management.
  • User input data – Any university grade information you input into the website.
  • Hosting information – Our website is hosted on Fly.io, which may process data as part of its hosting services. Our database is hosted on Neon, which stores all persistent data for your account. We may also collect your IP address as part of our hosting and security measures.
  • Tracking data – We use Sentry to monitor and log errors that may occur during your use of the website, Umami Analytics to collect anonymised data about website usage, and where consent has been given, use cookies to for personalisation and advertising. See our Cookie policy for more information.

Legal basis for processing

We process your personal data under the following legal bases:

  • Contractual necessity – To provide and manage your account and services.
  • Legitimate interests – To improve our services, detect fraud, and enhance security.
  • Legal obligations – To comply with regulatory or legal requirements.
  • User consent – For optional services such as marketing emails and personalised advertising. You can withdraw consent at any time.

How we use your information

We use your personal data for the following purposes:

  • To provide and improve the grade calculation services.
  • To verify your identity and maintain account security.
  • To analyse website performance and improve user experience.
  • To detect and resolve technical issues using error tracking.
  • To notify you of important service updates, security alerts, and policy changes.
  • To request feedback, conduct surveys, and inform you of new features or improvements.
  • To comply with legal obligations and enforce our terms of service.
  • To display relevant advertisements on the website.

Data retention policy

  • We retain your personal data for as long as necessary to fulfil the purposes outlined in this policy.
  • If your account remains inactive for 2 years, we will delete your account and associated data unless legally required to retain it.
  • We will notify you 30–60 days before deletion to allow you to retain your account.

Data sharing and disclosure

We do not sell or share your personal data with third parties for marketing purposes. However, we may share data with:

  • Service providers – We use Umami Analytics, Sentry, Fly.io, Neon, and AWS to operate the website.
  • Legal authorities – If required by law, we may disclose information to comply with legal obligations or protect our rights.

Data storage and security

  • We store your data securely and implement measures to protect against unauthorised access, loss, or misuse.
  • Your password is securely stored using industry-standard encryption.
  • You can delete your account and all associated data at any time through the account page.

Data transfer

  • The personal information we collect is stored and/or processed in the United Kingdom, and EU, or where we or our partners, affiliates, and third-party providers maintain facilities.

Your rights

Under UK data protection laws, you have the right to:

  • Access the personal data we hold about you.
  • Request correction or deletion of your personal data.
  • Withdraw consent for data processing where applicable.
  • Delete your account and all associated data at any time via the account page.
  • Lodge a complaint with the Information Commissioner's Office (ICO) if you believe your rights have been violated.

How to withdraw consent

You can withdraw your consent at any time by:

  • Updating your cookie preferences. Please see our Cookie policy for how to manage cookies.
  • Using the opt-out links provided in marketing communications.
  • Deleting your account.

Changes to this privacy policy

We may update this privacy policy from time to time. Any changes will be posted on this page with an updated "Last updated" date.

Contact us

If you have any questions about this privacy policy or your personal data, please contact us.