Privacy Policy

1. Introduction

Cranford Tech Limited (trading as DocuPotion), company number 15069364, with registered office at 3rd Floor, 86-90 Paul Street, London, England, EC2A 4NE ("we", "us", "our") is committed to protecting your privacy and personal data.

This Privacy Policy explains how we collect, use, store, and protect your personal information when you use DocuPotion, our software-as-a-service platform for creating and generating PDF documents.

We are the data controller for the purposes of UK data protection law, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Information We Collect

2.1 Information You Provide to Us

Free Trial Users: When you sign up for a free trial, we collect:

• Your name
• Your email address

Paid Plan Users: When you upgrade to a paid plan, we additionally collect:

• Your billing address
• Your payment method details (processed securely by Stripe - see section 5.1)
• Your IP address

Account and Service Usage: When you use DocuPotion, we may also collect:

• Information about your templates, designs, and documents
• Images you upload to use in your templates
• Data you provide via our API to populate templates
• Data we read, on your instruction, from records in third-party services you connect in order to generate documents
• Email addresses and names of the document recipients and signers you designate
• Communications you send to us (support requests, feedback, etc.)
• Information about your API usage and service interaction

2.2 Information We Collect Automatically

When you access our service, we automatically collect:

• Technical information about your device and browser
• Usage data and analytics (via Plausible.io and PostHog)
• Error reports and diagnostic data (via Sentry)
• Log data (IP address, access times, pages viewed)
• API usage statistics
• Session recordings on certain subdomains (via PostHog) - recordings of how you interact with our service, including clicks, scrolling, and page navigation

2.3 Information From Third Parties

We may receive information about you from third-party services you use to sign up or log in to DocuPotion (if applicable).

3. How We Use Your Information

We use your personal data for the following purposes:

3.1 To Provide Our Service

• Set up and administer your account
• Provide technical and customer support
• Verify your identity
• Process your API requests and generate PDFs
• Store your templates, images, and generated documents

Legal Basis: Performance of a contract with you

3.2 To Communicate With You

• Send you important account and service information
• Respond to your queries, refund requests, or complaints
• Send you service updates and notifications

Legal Basis: Performance of a contract with you, and our legitimate business interests in maintaining customer relationships

3.3 To Process Payments

• Process payments for your subscription
• Prevent fraudulent transactions
• Handle billing and invoicing

Legal Basis: Performance of a contract with you, and our legitimate business interests in preventing fraud

3.4 To Improve Our Service

• Analyze how users interact with DocuPotion
• Identify and fix technical issues
• Develop new features and improvements

Legal Basis: Our legitimate business interests in improving our service

3.5 To Comply With Legal Obligations

• Comply with applicable laws and regulations
• Respond to legal requests and prevent harm

Legal Basis: Legal obligation and our legitimate interests in protecting our rights

4. How We Store and Protect Your Information

4.1 Data Storage Locations

Your data is stored using the following services:

AWS (Amazon Web Services):

• Regions: us-east-1 (US East, N. Virginia) and eu-west-1 (EU West, Ireland)
• Used for: Generating documents, storing reusable templates, storing images used in templates, and storing generated documents when you choose 'url' output from our API
• Important: Generated documents are automatically deleted after 7 days, except documents produced through the bulk spreadsheet generator, which are retained for one year

Supabase:

• Used for: Storing user account data, authentication information, and application data
• Location: European Union (eu-central-1, Frankfurt)

Bubble:

• Used for: Storing user account data, authentication information, and application data

4.2 Data Retention

• Generated PDFs: Automatically deleted after 7 days, except documents produced through the bulk spreadsheet generator, which are retained for one year
• Templates and Images: Retained for as long as you maintain your account
• Account Information: Retained for as long as you maintain your account, plus a reasonable period after closure for legal and accounting purposes
• Communications: Retained for as long as necessary to provide support and for our legitimate business interests
• Data added to Bubble.io plugin actions: Retained for 24 hours before being automatically deleted. This is used to help troubleshoot customer support queries.
• Automation run history: For documents generated through connected integrations, we retain a record of each run (document name, delivery status, and for e-signed documents the signer email addresses and signature statuses) for as long as you maintain your account. The generated document itself is not stored by us; it is delivered to your connected service and discarded from our systems.
• Integration connection credentials: Access credentials for services you connect (such as Attio or Google) are stored encrypted and deleted when you disconnect the service or close your account.
• E-signature envelopes: Documents sent for signature, and their audit trails, are retained by our e-signature infrastructure provider (see section 8) while the signature process is active and thereafter as evidence records, until you ask us to delete them or your account is closed.

4.3 Data Security

We implement appropriate technical and organizational security measures to protect your personal data, including:

• Encryption of data in transit and at rest
• Access controls and authentication
• Regular security assessments
• Secure data centers with physical security measures

However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your personal data, we cannot guarantee absolute security.

5. Sharing Your Information

5.1 Third-Party Service Providers

We share your information with trusted third-party service providers who help us operate our service:

Stripe:

• Purpose: Payment processing
• Data Shared: Billing information, payment method details
• Important: We do not store payment information or credit card details on our systems. Your credit card details are securely processed by Stripe. You can read Stripe's Privacy Policy for more information.

AWS (Amazon Web Services):

• Purpose: Cloud infrastructure, document generation, data storage, and sending transactional email (document deliveries, signature requests, and signed copies) via Amazon SES
• Data Shared: Templates, images, generated PDFs, recipient and signer email addresses, and related data
• Locations: us-east-1 and eu-west-1 regions

Cloudflare:

• Purpose: Cloud infrastructure for AI template generation
• Data Shared: Template prompts, template content, and sample data used while designing templates

OpenRouter (AI model providers):

• Purpose: AI-assisted template features: generating and editing templates, matching your prompt to a library template, and analyzing PDFs you upload to detect and map their fields
• Data Shared: The prompts you write, reference files you attach, sample data you provide in the template editor, and PDFs you upload for field analysis; used only to provide these features, never to train AI models

Documenso:

• Purpose: Electronic signature infrastructure (see section 8)
• Data Shared: Documents sent for signature, and signer names, email addresses, IP addresses, signatures, and signing event timestamps
• Privacy Policy: documenso.com/privacy

Supabase:

• Purpose: User data storage and authentication
• Data Shared: Account information and user data

Bubble:

• Purpose: Application platform and data storage
• Data Shared: User data and application data

Loops.so:

• Purpose: Email services
• Data Shared: Name, email address, and communication preferences

Plausible.io:

• Purpose: Privacy-friendly website analytics
• Data Shared: Anonymized usage data (Plausible does not use cookies or track personal data)

PostHog:

• Purpose: Product analytics and session recording on certain subdomains
• Data Shared: Usage data, user interactions, session recordings, device information
• Location: EU-hosted (eu.i.posthog.com)
• Configuration: Person profiles created for identified users only
• Privacy Policy: posthog.com/privacy

Sentry:

• Purpose: Error tracking and performance monitoring
• Data Shared: Error reports (stack traces, request metadata), device and browser information, IP address (anonymized)
• Privacy Policy: sentry.io/privacy

5.2 Legal Requirements

We may disclose your personal data if required to do so by law or in response to valid requests by public authorities (e.g., court orders, government agencies).

5.3 Business Transfers

If we are involved in a merger, acquisition, or sale of assets, your personal data may be transferred. We will provide notice before your data is transferred and becomes subject to a different privacy policy.

5.4 With Your Consent

We may share your information with third parties when we have your explicit consent to do so.

6. Google Docs and Google Drive

If you connect your Google account to use DocuPotion's Google Docs templates, we request Google's drive.file permission. This grants DocuPotion access only to the specific Google Docs you select through the Google Picker, or that you ask DocuPotion to create on your behalf. It never grants access to any other file in your Google Drive.

6.1 What We Access and Why

For a connected Google Doc, we read its contents to detect your merge-field placeholders, write merged values into a temporary copy when you generate a document, and export the result to a PDF. We also receive the email address of the connected Google account to identify your connection. We do not read, list, or access any other files in your Drive.

If you enable Google Drive delivery in an automation, we also create a "DocuPotion" folder in your Drive and save copies of the documents that automation generates into it. Under the drive.file permission this is limited to files and folders the app itself creates.

6.2 What We Store

We store the Google Doc's file identifier, the merge-field names we detect in it, any sample values you enter, and the access credentials Google issues for your connection (encrypted). We do not store the full contents of your Google Docs. The temporary copy created during generation is deleted once the PDF is produced. Documents you generate one at a time are removed after 7 days; documents produced through the bulk spreadsheet generator are retained for one year.

6.3 Limited Use

DocuPotion's use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements. We do not use Google user data for advertising, and we do not sell it or transfer it to others except as needed to provide this feature, to comply with applicable law, or in connection with a merger or acquisition.

7. Attio Integration

If you connect your Attio workspace to DocuPotion, we access your Attio data only on your instruction: when you (or a member of your workspace) generate a document, we read the fields of the specific record involved, and of records directly related to it, exactly as configured in your automation's field mapping, in order to fill the document. This data can include personal data of your own contacts, such as names and email addresses. We then attach the generated document to the Attio record using Attio's own file storage.

7.1 What We Store

We store your Attio connection credentials (encrypted), your automation configurations (field mappings, delivery settings, any fixed signer email addresses, and email subject and message templates), and a run history for each generated document (document name, delivery status, and for e-signed documents the signer email addresses and signature statuses).

7.2 What We Do Not Store

We do not store the contents of the documents generated through the Attio integration, and we do not keep copies of your Attio records. Record data is read at generation time, used to produce the document, and discarded from our systems once the document has been delivered.

8. Electronic Signatures and Signer Data

When a DocuPotion customer sends a document for electronic signature, we process personal data about the designated signers, who may not themselves be DocuPotion users. This processing happens on the customer's instruction: the customer is the data controller for signer data, and we act as their data processor.

8.1 What We Process About Signers

• Name and email address (provided by the sending customer)
• The content of the document to be signed
• The signature (drawn or typed) and any other fields completed during signing
• An audit trail of signing events: timestamps, IP address, and signing status

8.2 How It Is Used

Signer data is used solely to run the signature process: sending the signature request email, presenting the document for signing, sealing the completed document with a cryptographic seal and timestamp, delivering the signed copy to the parties, and maintaining the audit trail as an evidence record. We use Documenso as our e-signature infrastructure provider for this processing (see section 5.1). We do not use signer data for marketing.

8.3 If You Are a Signer

If you received a signature request through DocuPotion, the document was sent by a DocuPotion customer, who is the controller of your data. You can direct questions or data protection requests about the document and your data to the sender, or contact us using the details in section 13 and we will assist.

9. Your Rights

Under UK data protection law, you have the following rights:

• Right of Access: You can request a copy of the personal data we hold about you.
• Right to Rectification: You can ask us to correct inaccurate or incomplete personal data.
• Right to Erasure: You can request that we delete your personal data in certain circumstances.
• Right to Restrict Processing: You can ask us to limit how we use your personal data in certain circumstances.
• Right to Data Portability: You can request a copy of your personal data in a machine-readable format.
• Right to Object: You can object to our processing of your personal data based on legitimate interests.
• Right to Withdraw Consent: Where we rely on consent, you can withdraw it at any time.
• Right to Lodge a Complaint: You can complain to the Information Commissioner's Office (ICO), the UK's data protection supervisory authority, at www.ico.org.uk or by calling 0303 123 1113.

To exercise any of these rights, please contact us using the details in section 13.

10. Cookies and Tracking Technologies

We use tracking technologies to ensure our service functions properly and to understand how users interact with our platform. Specifically:

• Plausible.io Analytics: We use Plausible for privacy-friendly analytics. Plausible does not use cookies, does not collect personal data, and is fully compliant with GDPR, CCPA, and PECR. All data is anonymized.
• PostHog Analytics and Session Recording: We use PostHog on certain subdomains for product analytics and session recording. PostHog uses cookies to identify users and track sessions. Session recordings capture user interactions including mouse movements, clicks, scrolling, and page navigation. Sensitive data such as passwords and payment information is automatically masked in recordings. PostHog is hosted in the EU and person profiles are only created for identified users.
• Essential Cookies: We may use strictly necessary cookies to maintain your session and ensure the service functions correctly.

We do not use advertising cookies. You can opt out of PostHog tracking by contacting us or using browser privacy settings, though this may affect your experience with certain features.

11. Children's Privacy

DocuPotion is not intended for use by children under the age of 18. We do not knowingly collect personal data from children. If you believe we have collected information from a child, please contact us immediately, and we will delete such information.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or for legal, regulatory, or operational reasons. We will notify you of any material changes by:

• Posting the updated policy on our website
• Sending you an email notification (for significant changes)
• Displaying a notice when you log in to your account

The "Last Updated" date at the top of this policy indicates when it was last revised. Your continued use of DocuPotion after changes are posted constitutes your acceptance of the updated Privacy Policy.

13. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us at:

Data Protection Contact:

Cranford Tech Limited (trading as DocuPotion)

Email: support@docupotion.com

Address: 3rd Floor, 86-90 Paul Street, London, England, EC2A 4NE

Company Number: 15069364

We will respond to your inquiry within 30 days.

14. Your Responsibilities

When using DocuPotion, you are responsible for:

• Ensuring you have the legal right to process any personal data you upload to our service
• Complying with applicable data protection laws in relation to data you process using our service
• Implementing appropriate security measures for data you collect and process
• Providing necessary privacy notices to your end users if you process their data using our service

If you process personal data of others using DocuPotion, you act as a data controller for that data, and we act as a data processor providing the service to you.

By using DocuPotion, you acknowledge that you have read and understood this Privacy Policy.