Privacy Policy

Template last updated: 2026-01-01. Replace bracketed placeholders with your legal entity details before publishing.

1. Who we are

DocChase is operated by [Company legal name], [address]. For privacy questions, contact [privacy@example.com]. For customers in the EU/UK, [Company] acts as a processor for the client documents uploaded through the portal, and as a controller for account and billing data.

2. Data we collect

• Account data: name, email, practice name, password hash or magic-link email, session metadata.
• Client data entered by the accountant: names, emails, companies, phone numbers and notes.
• Documents uploaded by clients through portal links, including file metadata and uploader IP.
• Usage and audit data: who uploaded, downloaded or changed a document, timestamps and IP address.
• Billing data processed by our Merchant of Record: plan, subscription status and customer identifiers.
• Privacy-friendly analytics events (page visits and funnel events) if enabled by the operator.

3. Why we process it

To provide the document collection service, send reminders, enforce plan limits, prevent abuse, comply with tax and accounting obligations, and improve the product. We do not sell personal data.

4. Retention

Each practice configures a retention period (30–3650 days). Files older than the retention period are deleted by the cleanup job. Deleting an account deletes its clients, requests, files, audit logs and stored objects. Billing records may be retained by the Merchant of Record as required by law.

5. Subprocessors

• Hosting and database provider: [provider, region].
• Object storage: Cloudflare R2 or S3-compatible storage, encrypted at rest.
• Email delivery: Resend.
• Payments: Paddle (Merchant of Record).
• Error monitoring: Sentry (if enabled).
• Analytics: Plausible (if enabled), cookie-free.

6. International transfers

Where data is transferred outside the EEA/UK, we rely on Standard Contractual Clauses and subprocessor DPAs. The DPA template is available at /legal/dpa.

7. Your rights

You can access, correct, export or delete your data. Accountants can export a ZIP per client or a full account ZIP from Settings, and can delete the account from Settings. Clients should contact their accountant first; we support the accountant in fulfilling those requests.

8. Security

Portal links use 256-bit random tokens, are expiring and revocable. Uploads are validated by file signature, tenant-scoped, and access is logged. We use encryption in transit, encryption at rest for object storage, rate limiting on the portal, and strict security headers.

9. Cookies

We use essential cookies for authentication and language preference. Analytics is cookieless when Plausible is enabled.

10. Changes and contact

Material changes will be announced by email or in the app. Contact [privacy@example.com] for any privacy request.