Privacy Policy
Last updated: August 2026
This policy explains what data we collect, why we collect it, and how we use it. We are registered with the ICO under UK GDPR. If you have any questions, email hello@quarterlysnapshot.com.
1. Who we are
Quarterly Snapshot is a strategic intelligence platform for small business owners and e-commerce founders, operated as a sole trader business in the United Kingdom. References to "we", "us", or "our" in this policy refer to Quarterly Snapshot.
We are registered with the Information Commissioner's Office (ICO) as required under UK data protection law.
For any data-related queries, contact us at: hello@quarterlysnapshot.com
2. What data we collect
We collect the following categories of data when you use our service:
Information you provide directly
- Your name and email address (required to generate your report and create your account)
- Your phone number (optional — only if you opt in to SMS notifications)
- Business information: business name, website URL, monthly revenue, sales channels, competitors, 90-day goals, and strategic focus area
- Social media screenshots (optional — uploaded to improve the social media analysis section of your report)
- Amazon storefront URLs and sales channel data (optional — used to enhance your report's channel analysis)
- Business Report CSV files (optional — uploaded to your dashboard to track sales trends over time)
Information collected automatically
- Session tokens (stored in your browser's localStorage to keep you logged in)
- Basic usage information (report generation timestamps, dashboard state)
Payment information
Payment processing is handled by Stripe. We do not store your card details — Stripe processes and stores all payment information directly. We receive confirmation of payment and a Stripe customer reference only. Stripe's privacy policy is available at stripe.com/gb/privacy.
3. How we use your data
| Purpose | Data used | Legal basis |
|---|---|---|
| Generating your strategic report | Business information, social screenshots, channel data | Contract performance |
| Creating and managing your account | Name, email, password hash | Contract performance |
| Processing payment | Email, Stripe payment reference | Contract performance |
| Sending your PDF report by email | Email, name | Contract performance |
| SMS notifications (opt-in only) | Phone number | Consent |
| Follow-up emails (Day 3, Day 7 drip) | Email, name, report data | Legitimate interest |
| Improving the service | Anonymised usage patterns | Legitimate interest |
4. AI processing — how your data is used to generate reports
Your report is generated using Claude, an AI model developed by Anthropic. When you submit the form, your business information (including name, website, revenue figures, competitors, goals, and any optional uploads) is sent to Anthropic's API to generate your strategic analysis.
Anthropic processes this data as a data processor on our behalf. Their data processing agreement and privacy practices are available at anthropic.com/privacy. By using Quarterly Snapshot, you consent to your business data being processed by Anthropic for the purpose of generating your report.
We do not send personal identifiers such as your full name or phone number to the AI — only business-relevant information is used in the report generation prompt.
5. Third-party services we use
- Anthropic (Claude AI) — generates your strategic report. Data processor. Privacy policy
- Stripe — processes payments. Data processor. Privacy policy
- Railway — hosts our application and database. Data processor. Infrastructure is based in the EU/US. Privacy policy
- Microsoft (Office 365) — email delivery via hello@quarterlysnapshot.com. Data processor.
- Shopify — if you choose to connect your Shopify store, we access your store's revenue and product data via Shopify's API. You can disconnect at any time from your dashboard. Privacy policy
We do not sell, rent, or share your personal data with any third party for marketing purposes.
6. How long we keep your data
- Account data — retained for the duration of your account plus 2 years after account closure
- Report data — retained for 2 years to support quarter-on-quarter comparison features
- Payment records — retained for 7 years as required by UK financial regulations
- Social media uploads — processed to generate your report and not stored long-term
- Session tokens — expire after 30 days of inactivity
You can request deletion of your account and all associated data at any time by emailing hello@quarterlysnapshot.com. We will action deletion requests within 30 days.
7. Your rights under UK GDPR
As a UK resident, you have the following rights regarding your personal data:
- Right of access — you can request a copy of the data we hold about you
- Right to rectification — you can ask us to correct inaccurate data
- Right to erasure — you can ask us to delete your data ("right to be forgotten")
- Right to restrict processing — you can ask us to limit how we use your data
- Right to data portability — you can ask for your data in a machine-readable format
- Right to object — you can object to processing based on legitimate interests
- Right to withdraw consent — where processing is based on consent (e.g. SMS), you can withdraw it at any time
To exercise any of these rights, email hello@quarterlysnapshot.com. We will respond within 30 days.
If you are unhappy with how we handle your data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.
8. Cookies and local storage
We do not use tracking cookies or advertising cookies. We use browser localStorage (not cookies) to store your session token and report data locally on your device. This is strictly necessary for the service to function — for example, to keep you logged in between visits.
We do not use Google Analytics, Facebook Pixel, or any third-party tracking or advertising technology.
9. Security
We take reasonable technical and organisational measures to protect your data, including:
- All data transmitted over HTTPS (encrypted in transit)
- Passwords stored as hashed values — we never store plain-text passwords
- Session tokens are randomised and expire automatically
- Database access is restricted to our application server
No system is 100% secure. If you believe your data has been compromised, please contact us immediately at hello@quarterlysnapshot.com.
10. Changes to this policy
We may update this policy from time to time. When we make material changes, we will update the "Last updated" date at the top of this page. Continued use of the service after changes constitutes acceptance of the updated policy.
Contact us
For any privacy-related questions, data requests, or complaints:
Quarterly Snapshot
Email: hello@quarterlysnapshot.com
Website: www.quarterlysnapshot.com
We aim to respond to all data-related requests within 30 days. For urgent matters, please mark your email subject line "Data Request — Urgent".
Terms of Service
Last updated: August 2026
By using Quarterly Snapshot, you agree to these terms. Please read them. If you have questions, email hello@quarterlysnapshot.com.
The service
Quarterly Snapshot provides AI-generated business intelligence reports and a personal dashboard for tracking business metrics. Reports are generated using Claude, an AI model by Anthropic.
AI-generated content disclaimer
Reports produced by Quarterly Snapshot are generated by artificial intelligence. They are strategic observations and suggestions only — not professional financial, legal, accounting, or business advice. Always apply your own judgement. We are not liable for business decisions made based on our reports.
AI models can make mistakes. Information in your report may be inaccurate, incomplete, or not applicable to your specific situation. You are responsible for verifying any information before acting on it.
Payments and refunds
Quarterly Snapshot charges a one-time fee of £149 per quarterly report. This is not a subscription — you are charged once per report period.
- Payment is processed securely by Stripe
- Reports are non-refundable once generated, as the AI processing cost is incurred immediately
- If you experience a technical issue that prevented you from accessing your report, contact us within 14 days and we will resolve it or issue a refund at our discretion
- Cancellation removes future renewal prompts but does not trigger a refund for the current period
Your account
- You are responsible for keeping your password secure
- You must not share your account with others
- You must be at least 18 years old to use the service
- You must provide accurate information when creating your account
Acceptable use
You agree not to:
- Use the service for any unlawful purpose
- Attempt to reverse engineer, scrape, or copy our AI prompts or outputs at scale
- Resell or redistribute reports without our written permission
- Upload content that is illegal, harmful, or infringes third-party rights
Intellectual property
You own the business data you provide to us. The reports we generate for you are yours to use for your own business purposes.
The Quarterly Snapshot platform, brand, and underlying technology remain our intellectual property.
Limitation of liability
To the maximum extent permitted by law, Quarterly Snapshot is not liable for:
- Any loss of profit, revenue, or business opportunity arising from use of our reports
- Any indirect, consequential, or incidental damages
- Inaccuracies in AI-generated content
- Service interruptions or data loss
Our total liability to you in any circumstance is limited to the amount you paid us in the 12 months preceding the claim.
Governing law
These terms are governed by the laws of England and Wales. Any disputes will be subject to the exclusive jurisdiction of the courts of England and Wales.
Changes to these terms
We may update these terms from time to time. We will notify you by email of any material changes. Continued use of the service after changes constitutes acceptance of the new terms.
Contact
For any questions about these terms, email hello@quarterlysnapshot.com.