Privacy

What we collect, and what we do not.

Short version: this site sets no cookies, runs no third-party scripts and does not track you. If you fill in the early access form we keep what you typed so we can reply to it. That is the whole of it. The detail is below because you should be able to check the claim rather than take it.

Last updated 2 October 2026

Who we are

estimate.vet is run by Big Data Synergy Ltd, a company registered in Scotland, number SC501145. Our registered office is on the public register at Companies House. We are the data controller for everything described here. Write to hello@estimate.vet about any of it.

The early access form

If you use the form on the front page we store the practice name, town, email address and practice management system you enter, and, if you arrived from a link we tagged, which campaign it was. It reaches us two ways: it is written to our database and emailed to us.

We use it to reply to you and to understand which practice systems our customers actually run, which is what the fourth question is for. We rely on legitimate interests: you asked us to get in touch, and replying is what you were expecting. We do not add you to a mailing list, and we do not sell or share it.

We keep it until you ask us to delete it, and that includes an enquiry that comes to nothing: we mark it closed and keep it, so our count of enquiries stays true. Ask and we delete it by hand: from our database, from the email that told us about it, and from the backup emails and monthly copies described below. The other backups replace themselves within 30 days.

How we measure the site

We count what parts of this page get read. It is our own code, on our own server, and it is deliberately built so it cannot identify you:

• No cookies, and nothing written to your browser at all.
• No IP address is recorded. The log line is a timestamp, the page, the name of the site that sent you here (the site only, never the full address), any campaign tags on the link you followed, which sections you scrolled to, which links you clicked, and your browser's user agent.
• No identifier ties one page view to another, so these are counts of events rather than counts of people.
• The log lines are kept for about nine weeks, then deleted.
• No third party is involved. Nothing is sent anywhere but here.

We used Google Analytics for part of one day, behind a consent banner, and removed it. There is no Google tag on this site now and no request is made to Google when you load it.

Server logs

Separately from the above, our web server keeps a standard access log, and that log does include IP addresses. Every web server does this and we would rather say so than imply otherwise. It exists to diagnose faults and to spot abuse, we rely on legitimate interests in keeping the service up and secure, and it is deleted after 14 days.

Cookies

This site sets none. That is why there is no cookie banner: there is nothing to ask you about.

The practice console at console.estimate.vet sets one cookie, ev_session, so that signing in keeps you signed in. It is strictly necessary, it is scoped to that subdomain only, and it is never sent with this site or with the price list embedded on a practice's own website.

If you are a practice with a console account

We hold your email address, a hashed password (we never store the password itself and cannot see it), your sign-in sessions, and the fee schedule you enter. We process it to provide the service you have signed up to. You can export your whole schedule at any time from the console, and ask us to delete the account.

When you ask, we erase what we hold about the people: every user's email address and hashed password, their sign-in sessions, and the early access enquiry the account began with. We do it by hand: from our database, and from the backup emails and monthly copies described below. The other backups replace themselves within 30 days. We also remove any connection to your practice system.

Two things are left. The first is your prices: the fee schedule as you left it and every version you published. They hold no personal data. We keep them for 12 months, as evidence that your list was current, and then delete them the same way, from our database, our server and our backups. If you ask us to delete them sooner, we do.

The second is one line: your practice's name and the date it signed up, and nothing else. We keep it so that, if you signed up by 23 March 2027 and later come back, we can give you the price our terms guarantee you. Only our own staff see it.

Where it is kept, and who else touches it

The service runs on a server we control, hosted by DigitalOcean in their London datacentre. It copies its database every hour, keeps those copies for seven days and keeps one copy a day for 30 days, and DigitalOcean keeps a weekly image of the whole server for four weeks.

Every night it also emails a backup to our own mail server, a second server we control, also hosted by DigitalOcean. The backup holds every practice's prices, the early access enquiries and the email addresses of console accounts, and no passwords. We file each night's copy under its day of the week, where the next week's copy replaces it, and keep the copy from the first night of each month. Each practice's own copy of its prices, sent whenever it changes them, is kept there too. The emails themselves stay in that mailbox, which we also read on our own laptop and phone, until we delete them.

DigitalOcean is our hosting provider and processes the data only in that capacity. Email is handled on our own mail server rather than a third party. We use no analytics service, no advertising network and no customer relationship or marketing platform.

The estimate builder on a practice's website

Where a practice has left counting on, the builder tells us that an estimate was shown, or that a button under it was pressed. Each one carries the practice's public token, the kind of event and the service being priced. Our server writes it down with the time and your browser's user agent, so that robots can be left out of the count, and with no IP address. Nothing else goes with it: no cookie, nothing typed into the builder, and no identifier that ties one event to another. We count them by day so the practice can see whether its page is being used, keep the lines themselves for about nine weeks, and after that only the daily counts. They are counts of events, not of people, and a practice can switch them off in its console.

The builder also announces the same events to the practice's own website, so its analytics can hear them. We load no analytics code ourselves and send nothing to Google or anyone else. Whether anything reaches a third party is decided by the practice's own tags and its own cookie banner.

Your rights

You can ask us for a copy of what we hold about you, ask us to correct it, ask us to delete it, or object to us holding it. Email hello@estimate.vet and we will deal with it within a month, usually the same week. There is nothing to pay.

If we get it wrong you can complain to the Information Commissioner's Office at ico.org.uk. We would rather you told us first so we can fix it.

Changes

If what we do changes, this page changes with it and the date at the top moves. We will not quietly widen what we collect and leave this page saying otherwise.