Privacy Policy

Who we are

Veridocx is operated by [COMPANY LEGAL NAME], registered in [JURISDICTION] under company number [COMPANY REGISTRATION NUMBER], with its registered address at [REGISTERED ADDRESS] (“we”, “us”, “our”).

For questions about this policy or about personal data we hold, write to [PRIVACY CONTACT EMAIL]. Our data protection contact is [DPO OR PRIVACY REPRESENTATIVE].

Who this policy is for

Two different groups of people appear in this product, and the distinction matters for what we do with their data.

• Workspace members. People at a customer company who sign in to run a workspace — administrators, representatives and viewers. For their account data we are the controller.
• Trust page visitors. People a customer invites to a trust page, who enter a work email address to view the documents prepared for them. That data is uploaded and controlled by the customer whose trust page it is; we process it on that customer’s instructions in order to run the service for them.

If you visited a trust page and want to know why a company holds your address, ask that company first — they decide who is on the list. We will help them answer, and you can always contact us directly at [PRIVACY CONTACT EMAIL].

What we collect

From workspace members

• Account data. Your name where you give one, your email address, your role in the workspace (administrator, representative or viewer), and the workspace you belong to. Passwords are handled by our authentication provider and are never stored by us in readable form.
• Workspace data. Your company name, your chosen subdomain, your plan, your storage usage, and — on plans that include branding — the logo, favicon, colours and page copy you upload.
• Documents and their metadata. The files you upload and the details you attach to them: name, category, expiry date, visibility, file type and size, and who uploaded them.
• Client group data. The client groups you create — group name, prospect company, the access level assigned to it, the member email addresses you add, when they were invited and when they first opened the page — and the share links that reach them.
• Support data. The subject, message and priority of any support case you open from the Help section, and the address to reply to.

From trust page visitors

• The email address you enter. There is no password on a trust page. The address you type is used to work out which documents were prepared for you, and it is recorded against the visit. We do not verify that the address is yours, and we do not treat it as proof of identity.
• What you asked for. If you request a document or ask a question, we record your email address, the company you give, the category you chose, your message, and the reply.
• What you did with a document. Opening a document in the viewer and saving a copy are recorded separately, with the document, the address you entered and the time.

Automatically, as the service runs

• Activity records. The product keeps an append-only activity log for each workspace: sign-ins, uploads, edits and deletions, branding changes, access granted and denied, document views and downloads, trust page visits, and billing events. Each entry records who acted, what they acted on, when, and a small amount of context. This log exists so a workspace can answer questions about its own trust pages, and it is deliberately not editable by anyone.
• Abuse prevention. Some public forms are rate limited. Where a limit is counted per network address, we store a one-way hash of that address as the counter key rather than the address itself, and the counters are swept on a schedule. Our hosting providers keep their own operational logs, which may include IP addresses.
• Preferences. Your theme and display density, stored in a cookie so a page renders the way you left it.

Payment details are not on this list. When you upgrade, you enter your card on Stripe’s own checkout page — card details never touch this app. What we hold is your plan, your subscription status, the Stripe identifiers for your customer and subscription record, and the invoice history we read back from Stripe to show you. We never see or store a full card number.

Why we use it

• To provide the service: authenticating members, showing each visitor the documents prepared for them, routing requests to the right person, and warning a team before a document expires.
• To keep the service secure and honest: enforcing the boundary between workspaces, rate limiting public forms, and maintaining the activity log a workspace relies on to see who opened what.
• To bill for paid plans and to enforce plan limits such as storage and document counts.
• To answer support cases and to send service notices about the product.
• To fix faults and improve the product, using the smallest amount of data that answers the question.

Where the GDPR or a similar law applies, we rely on performance of a contract for running the service and billing it, on our legitimate interests in securing the product and preventing abuse, and on legal obligation where one applies in [JURISDICTION]. We do not rely on consent for any of the processing described above, because none of it is advertising or analytics.

How it is stored and protected

• One workspace cannot read another’s data. Every record carries the identifier of the workspace it belongs to, and that boundary is enforced by the database itself through row-level security — not only by the application. Within a workspace, a representative sees the client groups they own; an administrator sees all of them; a viewer can read but not change.
• Files are private by default. Uploaded documents live in a private object store, filed under the workspace that owns them, with the same boundary applied. Nothing is served from a public file URL. When a document is opened or downloaded, the service issues a signed link that expires within a minute.
• Credentials for connected tools are encrypted. Where a workspace connects Slack, the access token we hold for it is stored encrypted and is not readable through the application’s data API.
• The activity log cannot be rewritten. It is append-only at the database level: there is no update or delete path, for us or for a workspace administrator.

No service is perfectly secure, and we do not claim otherwise. If we become aware of a breach affecting personal data, we will notify affected customers and any regulator we are required to notify in [JURISDICTION], within the time that law allows.

Who else touches the data

We do not sell personal data, we do not share it with advertising networks, and we do not use it to train models. We use a small number of service providers to run the product, each with access limited to what its job needs:

• Supabase — database, file storage and authentication. This is where workspace data and uploaded documents live, and it is the provider that sends account emails such as password resets.
• Stripe — payment processing and subscription management for paid plans. Stripe collects and holds card details directly; we receive a customer reference, a subscription status and invoice records.
• Resend — the provider we use to deliver transactional email the product sends, such as a trust page link or a notification about a request.
• Slack — only where a workspace chooses to install the Veridocx Slack app. In that case expiry warnings and access requests for that workspace are posted to the channel it selects, and a document uploaded from Slack passes through Slack. A workspace can disconnect it at any time.
• Hosting and infrastructure — the platform the application itself runs on.

We may also disclose data where we are legally required to, or to establish or defend legal claims. If we add or replace a provider, we will update this list before the change takes effect where we can, and promptly afterwards otherwise.

Cookies

Veridocx sets no advertising cookies, no analytics cookies and no third-party tracking of any kind. There are exactly three kinds of cookie in the product, and all of them are strictly necessary or a preference you set yourself:

• Session cookies on the workspace console, set by our authentication provider so you stay signed in.
• A trust page cookie, set after you enter your email on a trust page. It holds the address you typed, is readable only by the server, is scoped to that single trust page, and lasts 30 days. Using “Sign out” on the trust page clears it. It carries a claim, not an authorisation: the documents you can open are worked out fresh on every load.
• Preference cookies holding your theme and display density.

How long we keep it

We keep data for as long as the workspace it belongs to exists, except where something below says otherwise. This section describes what the product actually does today rather than a policy we aspire to.

• Documents stay until someone in the workspace deletes them. A document past its expiry date is hidden from trust pages automatically, but hiding is not deleting — the file remains in the workspace until it is deleted, and it still counts against the storage allowance of the workspace’s plan.
• Client groups and their member lists stay until deleted. A workspace can also switch on automatic deletion of groups nobody has touched for a period it chooses; this is off unless an administrator turns it on, and a group is flagged as inactive in the interface after 7 days regardless. Deleting a group removes its members, its share link and its pending requests.
• Activity log entries are not deleted. The log is append-only, so it outlives the records it describes: after a deal room is deleted, the entry recording that deletion remains, and it includes the addresses that were on the member list at the time. If that matters to you, ask us — see your rights below — rather than assuming a deletion elsewhere in the product removed it.
• Billing records are kept for as long as tax and accounting law in [JURISDICTION] requires. Invoices are held by Stripe under its own terms.
• Rate-limiting counters hold hashes, not addresses, and are swept on a schedule.
• Backups. Our infrastructure providers keep backups, so a copy of deleted data can persist in their backup sets for a limited period after it is gone from the product.

Your rights

Depending on where you live, you may have the right to access a copy of your personal data, to correct it, to have it deleted, to restrict or object to how we use it, and to receive it in a portable form. You may also complain to your local data protection authority. We do not discriminate against anyone for exercising a right.

What you can do yourself, today

• See and export the activity record. A workspace administrator can filter their workspace’s activity log in Settings and export it as a CSV file. This is the product’s own access mechanism, and it is the fastest way to see what has been recorded about a workspace and the people who visited its trust pages.
• Correct or remove what you put in. Members with the right role can edit or delete documents, client groups, group members, access levels and internal users from within the product.
• Stop being remembered on a trust page. “Sign out” on a trust page clears the cookie holding the address you entered.

What to write to us for

There is no self-service way to close an entire workspace and erase everything in it, and we would rather say so than imply a button that does not exist. To close a workspace, to have an activity log dealt with, or to make any other request about your data, write to [PRIVACY CONTACT EMAIL]. We will verify that the request comes from someone entitled to make it and respond within the period the law of [JURISDICTION] allows. Where you are a trust page visitor and the data belongs to a customer’s workspace, we will pass the request to that customer and support them in answering it; some decisions are theirs to make, not ours.

International transfers

We and our providers may process data in countries other than the one you live in. Where data leaves [JURISDICTION], we rely on the transfer mechanisms available to us under applicable law, such as standard contractual clauses with the provider concerned. You can ask us which providers process data where, and we will tell you.

Children

Veridocx is a business tool sold to companies. It is not directed at children, and we do not knowingly collect data from anyone under 16. If you believe a child’s data has reached us, write to [PRIVACY CONTACT EMAIL] and we will remove it.

Changes to this policy

We may update this policy as the product changes. When we do, we will change the effective date at the top, and we will tell workspace administrators before a material change takes effect. Continuing to use the service after a change means the updated policy applies.

Contact

Privacy questions: [PRIVACY CONTACT EMAIL]. Everything else, including anything about these documents: [LEGAL CONTACT EMAIL], or [COMPANY LEGAL NAME], [REGISTERED ADDRESS]. The Terms of Service govern use of the service itself.