Privacy notice

This covers the admin health check at health-check.jatg.dev: what we collect, why, who helps us, how long we keep it and how to delete it.

TODO (Sam): This is draft wording. Check it, fill in the gaps below, and remove these notes before launch. Last updated: [date].

Who we are

Built To Fit is part of Jupiter and the Giraffe. We decide how your information is used, so we are the controller. You can reach Sam at samuel@jupiterandthegiraffe.com.

TODO (Sam): Confirm the legal entity name, company number, registered address and ICO registration number.

What we collect and why

Your answers to the 15 questions. We use them to work out your results. We save each answer as you go, so you can carry on later and so we can see where people stop.
Your email address, and your name and firm if you give them. We use them to send your results, to let Sam know you finished the check, and to match a booking you make with your results.
Your two tickbox choices. We store the time you ticked each one and which wording you saw (version c1).
Where you came from. If the link you followed had campaign tags (for example from LinkedIn), we store them with your answers.
Dates. When you started and finished, which questions you viewed, and whether you pressed the booking button or booked a call.
Your IP address, briefly. To stop spam we limit how often the check can be started from one connection. We never store your IP address, only a one-way scrambled version of it that can’t be turned back into the address.

Nothing here goes to an AI service. Your results come from fixed rules that Sam set, not from AI.

Our legal reasons

Working out and sending your results: you asked for them, so we rely on our legitimate interest in giving you what you asked for.
Letting Sam know about your results and keeping a contact record: legitimate interests. Firms that finish the check may want help, and Sam needs to know to offer it once.
Using your answers in research: your consent, given with the first tickbox.
Sending you occasional emails: your consent, given with the second tickbox.
Stopping spam and fixing errors: legitimate interests in keeping the service working and safe.

TODO (Sam): Confirm these lawful bases, and whether results should rely on contract instead.

The two tickboxes

Both start unticked, and you get your results whether you tick them or not.

Research. “Use my answers, anonymously, in research about how block management firms work. Firm names are never published.” If you tick this, your answers can be counted in figures we publish, such as the typical hours firms spend on compliance. We only publish totals and averages across at least 20 firms, never any single firm’s answers, and we hide any group smaller than five. We never publish names, emails, firm names or what you wrote in the free-text question.
Emails. “Send me occasional emails from Built To Fit. You can unsubscribe at any time.” Without this, the only email you get is your results.

TODO (Sam): Check the research tickbox wording covers publishing aggregate figures, and confirm the publishing limits (the admin research view uses 20 firms and groups of five). If the wording changes, the new wording becomes version c2.

How long we keep it

If you start but don’t finish, we delete your answers after 30 days.
If you finish, we delete your answers and contact details after 24 months.
Copies sent to our contact list are deleted or anonymised when you delete your answers.
We keep anonymous counts, such as how many people reached each question. They hold nothing that identifies you.
We take an encrypted backup of the database every night and keep each backup for up to 8 years. We use backups only to recover the service after a disaster. When you delete your answers, or we delete them on schedule, they’re removed from the live service straight away but stay in older backups until those backups expire.

TODO (Sam): Confirm 8-year backup retention; it is much longer than the 24-month live retention.

TODO (Sam): Confirm how long Notion contact records are kept, and add it here.

Deleting your answers and unsubscribing

Your results page and every email we send have a “Delete my answers” link. It deletes your answers, results, email address, name and firm name straight away, with no login. Every email also has an unsubscribe link.

You can also ask us to see, correct or delete what we hold about you, or object to how we use it, by emailing Sam. If you’re unhappy with how we handle it, you can complain to the Information Commissioner’s Office at ico.org.uk.

Cookies

The questionnaire sets one cookie. It remembers your place so you can carry on where you left off, lasts seven days, and is removed when you finish. It’s strictly necessary, so we don’t ask first. There are no analytics or advertising cookies.

Our admin page uses Clerk’s sign-in cookies. Only Built To Fit staff use it.

Who helps us, and where they hold data

Cloudflare: Hosts the website.Global network, so requests are handled near you.
Convex: Our database and scheduled jobs.EU (Ireland).
Resend: Sends our emails.Sends from the EU, stores email data in the US (covered by the UK International Data Transfer Addendum).
Sentry: Error reports, with results links and query strings removed.EU (Germany).
Clerk: Sign-in for our admin page. Only Built To Fit staff use it.US.
n8n: Passes new results to our contact list. We run it ourselves.UK (London).
Notion: Our contact list (CRM).US.
Telegram: Tells Sam a check was finished. The alert holds no personal data.Global.
Google: The calendar booking page, if you book a call.Google's own notice applies once you're on it.

TODO (Sam): Confirm the transfer safeguards for each US processor (Resend, Clerk, Notion) and link their data processing agreements.