Privacy policy
Last updated 15 September 2026. Docutrades (“we”, “us”) provides software that lets trade businesses produce survey reports for their customers. This policy explains what personal data we collect, why, and the choices you have. It applies to docutrades.com, the Docutrades app, and the customer report links our subscribers send.
The data controller is Docutrades, [YOUR COMPANY NAME AND NUMBER], [REGISTERED ADDRESS]. Contact us at info@docutrades.com.
1. Who this covers
- Subscribers: the businesses and their staff who sign up and use the app.
- Their customers: the people a subscriber surveys for, whose details appear in reports and who may open a report link and sign it.
- Visitors to docutrades.com.
2. What we collect and why
- Account data (name, work email, password hash, company name, role): to create and secure your account. Lawful basis: contract.
- Billing data (plan, invoices, the last four digits and expiry of your card): to charge subscriptions. Full card details go directly to Stripe and never touch our servers. Lawful basis: contract and legal obligation.
- Report content (client names, contact details, property addresses, photos, survey notes, indicative costs, signatures): entered by subscribers to produce their reports. We process this on the subscriber’s behalf as their processor; the subscriber is the controller of their customers’ data.
- Usage data (pages viewed, reports generated, timestamps, IP address, browser): to run, secure and improve the service. Lawful basis: legitimate interests.
- Support messages: to answer you. Lawful basis: legitimate interests.
3. The Enhance feature
When a subscriber presses Enhance, the text of that field is sent to Anthropic’s API to be rewritten in plain professional English. Only the text of that field is sent, never photos, and Anthropic does not use API data to train its models. Nothing is saved until the subscriber accepts the result.
4. Who we share data with
- Supabase (database, authentication and file storage, hosted in the EU, Ireland).
- Vercel (web hosting and report generation, EU region).
- Stripe (payments, subscriptions, invoices).
- Anthropic (the Enhance feature, text only).
- An email provider for account and report emails.
These providers act on our instructions under data processing terms. We do not sell personal data and we do not share it with advertisers.
5. Customer report links and signatures
A report link is a private URL that expires after 30 days. Opening it records the time of first view. Signing records the name typed, the signature drawn, the time and the IP address, and produces a signed copy of the report for both parties. If you have received a report link and have questions about your data, contact the business that sent it; they are the controller.
6. Retention
Account and report data are kept while the subscription is active and for 90 days after it ends, then deleted. Invoices are kept for six years as required by UK tax law. Usage logs are kept for 12 months.
7. Security
Data is encrypted in transit and at rest. Files such as photos, logos, reports and signatures are stored in private buckets and served through short-lived signed links. Access inside the app is restricted by company so one business can never see another’s data.
8. Cookies
We use only the cookies needed to keep you signed in. There are no advertising or cross-site tracking cookies.
9. Your rights
Under UK GDPR you can ask for a copy of your data, ask us to correct or delete it, object to or restrict processing, and take your data elsewhere. Email info@docutrades.com and we will respond within one month. You can also complain to the Information Commissioner’s Office at ico.org.uk.
10. Changes
We will post any changes here and, for material changes, email subscribers before they take effect.