1. Important Information and Who We Are

This privacy policy explains how DocSafe Limited ("MyDocSafe", "we", "us", or "our") collects, uses, and protects your personal information when you use our services.

Data Controller: DocSafe Limited
38 Mill Street, Bedford i-kan
MK40 3HD, Bedford, United Kingdom
Company Number: 08737547

Data Privacy Manager: Daniel Stachowiak
Email: privacy@mydocsafe.com

2. The Data We Collect About You

We may collect, use, store and transfer different kinds of personal data about you:

Identity Data: first name, last name, username, title
Contact Data: billing address, email address, telephone numbers
Financial Data: bank account and payment card details
Technical Data: IP address, browser type, device information
Profile Data: your username and password, preferences, feedback
Usage Data: information about how you use our website and services
Marketing Data: your preferences in receiving marketing communications

We do not collect any Special Category Data or data relating to criminal convictions.

3. How Is Your Personal Data Collected?

We collect data through:

Direct interactions: when you create an account, fill in forms, or correspond with us
Automated technologies: cookies, server logs, and similar technologies
Third parties: analytics providers, payment processors, and identity verification services

4. How We Use Your Personal Data

We will only use your personal data when the law allows us to. Most commonly, we use your personal data:

To perform the contract we are about to enter into or have entered into with you
Where it is necessary for our legitimate interests and your interests and fundamental rights do not override those interests
Where we need to comply with a legal obligation

5. Disclosures of Your Personal Data

We may share your personal data with:

Service providers who provide IT and system administration services
Professional advisers including lawyers, bankers, auditors and insurers
Regulators and other authorities who require reporting of processing activities
Third parties to whom we may choose to sell, transfer, or merge parts of our business

We require all third parties to respect the security of your personal data and to treat it in accordance with the law.

6. International Transfers

We may transfer your personal data outside the UK/EEA. Whenever we do so, we ensure a similar degree of protection is afforded to it by implementing appropriate safeguards such as:

Adequacy decisions by the UK/EU authorities
Standard contractual clauses approved by the UK/EU
Binding corporate rules

7. Data Security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. These include:

AES-256 encryption for data at rest
TLS encryption for data in transit
Regular security assessments and penetration testing
Access controls and authentication measures

We have procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

8. Data Retention

We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for. In some circumstances, we may anonymise your personal data so that it can no longer be associated with you, in which case we may use such information without further notice to you.

We typically retain customer records for six years after the end of our business relationship for legal and regulatory purposes.

9. Your Legal Rights

Under data protection laws, you have rights including:

Access: Request copies of your personal data
Rectification: Request correction of inaccurate personal data
Erasure: Request deletion of your personal data
Restrict processing: Request restriction of processing of your personal data
Data portability: Request transfer of your personal data
Object: Object to processing of your personal data

You will not have to pay a fee to access your personal data or to exercise any of the other rights. However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive.

We try to respond to all legitimate requests within one month.

10. Cookies

Our website uses cookies to distinguish you from other users. This helps us provide you with a good experience when you browse our website and also allows us to improve our site. You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies.

11. Changes to This Privacy Policy

We may update this privacy policy from time to time. We will notify you of any changes by posting the new privacy policy on this page and updating the "Last updated" date.

12. Contact Us

If you have any questions about this privacy policy or our privacy practices, please contact us:

Email: privacy@mydocsafe.com
Post: DocSafe Limited, 38 Mill Street, Bedford i-kan, MK40 3HD, United Kingdom

You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk).