Privacy and cookies
How we handle calculator entries, enquiries and website information.
Last updated: 17 October 2026. This notice explains how EPOS Savings uses personal information when you visit the website, use the calculator, ask us to review your figures, enquire about equipment or discuss a referral partnership.
Who is responsible?
EPOS Savings is operated by Search And Submit Ltd, registered as Search And Submit Limited, company number 04849864. We are responsible for the personal information received through this service.
Registered office: Column House, London Road, Shrewsbury, Shropshire, SY2 6NN, United Kingdom. For privacy questions or information-rights requests, email info@epossavings.co.uk or write to this address. Ian Brown handles enquiries.
Using the calculator
The calculator processes your figures and optional report label in your browser. It does not submit them to EPOS Savings or a payment provider. Reports are generated on your device. The calculator does not use cookies or browser storage to save your entries; they are cleared when you reload the page. Any report you download is under your control.
You can calculate and download a report without giving us contact details. Hosting and security systems process technical information about visits separately, as explained below.
Asking for a review
If you choose Send request, we receive your name, email address, question, optional business name and the calculator report or checklist only if you choose to include it. Requests are stored in this WordPress website using Formidable Forms, and an email notification is sent to info@epossavings.co.uk. Ian Brown uses this information to respond and provide the initial free review you request.
Preparing or copying a request preview does not send it. Copying puts the text on your device’s clipboard if your browser permits it. You control anyone you subsequently share it with. Clear request details removes the contact fields and preview from the open page without changing the calculator figures. Your browser may have its own autofill, history or clipboard features.
The form requires your name, a reply email address and a question so we can respond. Business name and report inclusion are optional. You can use the calculator without submitting a request. Please do not include card numbers, bank account details, passwords, customer records or unnecessary personal information. There is no statement-upload facility.
If you email us directly, we receive the information you choose to send. Your email service processes that message under its own arrangements. We do not use enquiries for remarketing, sell them or automatically send them to payment providers.
Equipment enquiries
If you send an equipment enquiry, we receive your name, reply email address, optional business name and the requirements you choose to include, such as products, quantities and delivery destination. The form uses the same WordPress storage and email notification arrangements described above. Ian Brown uses the information to respond and help clarify a supplier quotation brief. We agree any supplier introduction with you before sharing your enquiry details. Sending an enquiry does not place an order or subscribe you to marketing.
Referral partner enquiries
If you send a partner enquiry, we receive your name, reply email address, business or organisation, business type, customer sectors and area covered, and the proposal you choose to include. A business website is optional. The form uses the same WordPress storage and email notification arrangements described above. Ian Brown uses this information to respond and discuss the proposed arrangement.
Please describe your customer base generally without sending client names, contact details, statements or payment information. An initial enquiry does not create a partnership agreement or subscribe you to marketing. Where no arrangement proceeds, the routine enquiry retention period below applies.
Why we use information
| Purpose | Lawful basis |
|---|---|
| Respond to an enquiry and provide a requested free review | Legitimate interests in answering business enquiries, explaining supplied figures and keeping the correspondence necessary to complete the request. |
| Operate and protect the website | Legitimate interests in maintaining a reliable service and preventing spam, unauthorised access and abuse. |
| Keep necessary evidence of completed reviews and deal with complaints or claims | Legitimate interests in explaining the work performed and establishing, exercising or defending legal claims, with retention limited to the justified need. |
| Handle information-rights requests and comply with applicable legal duties | Legal obligation where a specific duty requires the processing. |
The calculator performs arithmetic on the figures you enter. We do not use it to make automated decisions with legal or similarly significant effects on you.
Hosting, access and sharing
SiteGround hosts this WordPress website and the info@epossavings.co.uk mailbox, and processes the information in those services on our behalf. Formidable Forms stores submitted enquiries in the website database. Authorised technical support may need access to maintain or protect these services. Relevant information may also be disclosed where a legal duty requires it or where necessary to obtain professional advice or deal with a legal claim.
Hosting, backup and support arrangements can involve processing outside the UK. Where a restricted international transfer occurs, the required protection must be provided through applicable UK adequacy arrangements or appropriate contractual safeguards. You can ask us for details of the arrangements relevant to your information and how to obtain a copy of any applicable safeguards by contacting info@epossavings.co.uk.
How long we keep information
| Record | Retention |
|---|---|
| Calculator entries that you do not send | Not retained by EPOS Savings. Entries remain in the open page and clear on reload. Downloaded reports are under your control. |
| Routine enquiries without a completed review or service | Up to 12 months after closure for related follow-up, with earlier deletion where there is no continuing need. We close an enquiry when resolved or withdrawn, or after 90 days without a response where we are waiting for a reply. |
| Necessary completed-review or service records | Up to seven years after completion only where a documented need exists to evidence the work or handle complaints or claims. This covers the final response or report, relevant assumptions and essential correspondence. Unnecessary details and duplicates are removed sooner. |
| Spam and fictional test submissions | Deleted when no longer needed, normally within 30 days of identification or completion of testing. Limited evidence may be retained separately for a specific security incident. |
| Active complaints, disputes or legal holds | Only relevant records are preserved for the documented need. Holds are reviewed at least quarterly. Records are deleted when the reason ends and their normal retention period has expired. |
Ian Brown is responsible for a monthly manual review covering website enquiries, incoming and sent emails, exports and working copies. Retention dates are recorded on closure or completion. Automatic deletion is not configured. Seven years is an upper limit where justified, not a requirement for every record.
Technical records and backups
Security logging can record visit time, IP address, the requested address and response status. Hosting access logs may also include browser and referrer information. These records are used for site operation, troubleshooting and protection against misuse, rather than remarketing. They follow the hosting and security services’ separate operational retention cycles, with specific incident evidence kept only while needed.
Backup copies can remain after a record is removed from the live website or mailbox until the relevant backup is overwritten or expires. Residual copies are restricted to recovery and security purposes; completed deletions must be reapplied if a backup is restored. The enquiry periods above are not blanket retention periods for every technical record. Contact us for information about the retention arrangements relevant to your request.
Cookies and similar technologies
The calculator does not use cookies or browser storage to retain your figures or contact-field entries. It includes no advertising or remarketing features. The review form uses validation, a honeypot and JavaScript spam checks; external CAPTCHA and Stop Forum Spam are disabled.
WordPress and hosting or security features may use essential technologies to operate and protect the service. Administrator sign-in uses separate authentication cookies. Browser settings let you view, remove or block cookies, although blocking essential cookies can affect features that depend on them. If we introduce optional analytics or advertising technologies, we will explain them and provide any required choices before using them.
Links to payment providers and other external websites take you to services with their own privacy and cookie arrangements.
Your right to object
Where we rely on legitimate interests, you have the right to object on grounds relating to your particular situation. We will consider your objection and stop that processing unless we demonstrate compelling legitimate grounds that override your interests, rights and freedoms, or the information is needed for legal claims. Email info@epossavings.co.uk to object.
Your other rights and concerns
You can ask for access to your personal information, correction of inaccuracies, deletion or restriction where the relevant conditions apply. Rights are subject to the applicable legal conditions and are not all absolute. Contact info@epossavings.co.uk or write to the registered office. We may need proportionate information to establish your identity before responding.
You can raise concerns with us or complain to the Information Commissioner’s Office.