Data and privacy
A high level answer to what SpecGuild does with a dealership's data, what it never does, and what it intends to do later. The Dealer Level Agreement sets out the same terms in full.
The absolute rules
Whether you only ever build submittal packages, or later take part in regional insights, none of this changes. It never leaves your account.
- your customerscustomer names live encrypted on one job row in your own database and are deleted with the job
- your jobsitesthe same
- your job names and notesa job is often named after the customer, so the name is treated as the name
- which of your salespeople wrote the quoterep performance is yours alone and never crosses
- which of your showrooms it came fromthe market is the postal area, not the store
- your trade partnersa named designer or builder never agreed to anything
- anything pricedthere is no column for a price anywhere in SpecGuild. It is not withheld, it is not collected
How that is held up
- Separate databases, not a shared table Your dealership's jobs, quotes, people and packages live in a database of their own, and no part of the product reads across two of them.
- Encrypted where it sits Customer names, jobsite names, job names and every stored package are encrypted before they are written.
- Deleting means deleting Deleting a job deletes the customer and jobsite details on it. They are not kept in an archive or a log.
Regional insights, which do not exist yet
Dealerships work without any view of their own market, and we intend to change that by counting what gets specified across the platform. It is not running today: nothing is pooled, there is no market data product, and it will not quietly begin. This page will say so and the terms will be in your agreement before a single quote contributes anything.
When it does run, this is the whole of what a quote would add, and the rules above still hold:
| What | Why it would be needed |
|---|---|
| which models were specified together | the whole point of the data: it is what lets us say a range and a hood appear on the same job |
| an anonymous code for your dealership | so a figure can state how many dealerships stand behind it, and be withheld when too few do |
| the first three digits of the showroom's postal code | a market, not an address. Your own business address, never a customer's |
| the date | a timestamp to the second is a fingerprint; a date is not |
| the model numbers on the quote | a manufacturer's SKU, which is what the whole measurement is about |
| how many of each | a two unit job and a twelve unit job are different markets |
| its position on the quote | so lines and units can be counted apart |
The thresholds that would apply
- The codes would be one way The code grouping a quote and the code standing for your dealership could count and group, and could not be turned back into a job or a dealership.
- A figure is never shown alone A regional number would appear only with at least three other dealerships and fifty quotes behind it, and the number you are compared against would never include your own quotes.
- Deleting would carry through Deleting a job would remove its contribution from the aggregate within a day.
Who holds what, and who answers for it
Two different things sit in SpecGuild and they are not governed the same way. Which one applies decides where a request should go.
- your staff accountsname, work email address and a password hash, so people can sign in and be invited. Who answers: SpecGuild decides what is held and answers for it.
- a customer or jobsite name on a jobtyped by your rep to personalise a package, encrypted, and deleted with the job. Who answers: your dealership decides; SpecGuild holds it on your behalf and does nothing else with it.
The required disclosures
- What we collect, and why Sign-in details for your people; the model numbers, quantities and room labels on a job; a customer or jobsite name only if your rep types one. All of it to build and share submittal packages, and nothing else.
- We do not sell personal information Not to manufacturers, not to data brokers, not to anyone. There is no arrangement under which your data or your customers' data is sold, or shared for anyone else's advertising.
- Who else touches it hosting (the servers the product runs on), object storage (encrypted database backups, in transit and at rest), email delivery (sending an invitation or a password reset, and nothing else). Each is a supplier acting on our instructions, and none is given your data for their own purposes.
- No AI model sees your data No customer data, dealership data or quote reaches an AI model. Nothing from your account is used to train one.
- Cookies A single sign-in cookie, set when you log in and removed when you log out. No analytics, no advertising, no third party scripts.
- The server's own log The web server keeps a request log for seven days so we can see what is being asked for and keep the service up: the time, the page, the browser, the country, and the network a request came from with the last part of the address removed before it is written. No cookie, no name, no account. It is read as counts and never joined to anything.
- Your rights You can ask what we hold about you, correct it, get a copy, or have it deleted. A request costs nothing and nobody is treated differently for making one.
- We act on the dealership's instruction, not around it We do not read, change, export or delete a dealership's jobs for anybody else. If a homeowner asks us to remove their details, we point them to the dealership whose job it is on and tell the dealership they asked: the dealership deletes the job, and the details go with it. The only things we do without being asked are the ones every provider does and we would rather name than imply: keeping encrypted backups, acting on a security incident, and complying with a valid legal order.
- If you write to us The contact form on the front page sends your name, dealership, email and message to us by email so we can reply. It is not added to a mailing list, not passed to anyone, and not used for anything else.
- Children SpecGuild is a tool for appliance dealerships. It is not for anyone under 16 and we do not knowingly hold anything about one.
- Changes to this page If what we collect ever widens we will say so here and in your agreement before it takes effect, rather than editing this page quietly.
- How to reach us about dataprivacy@specguild.com.
- How long we keep itDeleting a job deletes its customer and jobsite details straight away. If a dealership closes its account, whatever is left in it is kept for one year and then permanently deleted. Backups: encrypted off-site backups are kept for 7 days, which bounds how long deleted data exists anywhere.
- In effect since16 October 2026.
Where the detail lives
This page is the overview. The Dealer Level Agreement sets out the same terms in full, including retention, backups, what happens to already-contributed figures if you leave, and the notice you are owed if the list above ever changes. The field list here and the one there come from a single source rather than being written out twice, so the page, the agreement and the software cannot drift apart.