Privacy Policy

1. Who We Are

MyDocumentDesk is an online document creation and management service available through mydocumentdesk.com.

Our platform provides tools to prepare, review, download, store and electronically sign supported documents.

For personal information that we determine the purposes and means of processing, the operator of MyDocumentDesk acts as the data controller.

Website: https://mydocumentdesk.com

Contact Email: hello@mydocumentdesk.com

Business Address: 132 Wheatley Lane, Barrowford, BB9 6QJ, United Kingdom.

2. Information We Collect

Depending on how you use our website, we may collect the following information.

Account Information

• Your name and email address.
• Account login and authentication information.
• Account preferences and relevant settings.
• purchase and service access details.

Document Information

• Information entered into document questionnaires.
• Names and contact details of document parties.
• Addresses and other relevant document details.
• Draft and completed document content.
• Documents or supporting information submitted through supported features.

Technical Information

• IP addresses where recorded.
• Browser and device information.
• Website usage and error information.
• Security and authentication logs.
• Cookie-related information where applicable.

Payment Information

Where you purchase access to our services, we may receive payment status, billing information, payment references, transaction references and relevant payment confirmation details.

Card information entered through Stripe payment components is processed by Stripe. We do not need to receive your complete payment card number to confirm your purchase.

3. How We Use Your Information

We process personal information for purposes connected with operating our document platform.

• Creating and managing customer accounts.
• Generating documents using information you provide.
• Saving drafts and completed documents.
• Providing document preview and PDF downloads.
• Delivering electronic signature services.
• Processing payments and managing purchases.
• Providing customer support.
• Sending essential account and service notifications.
• Maintaining website security and preventing misuse.
• Investigating technical errors and improving reliability.
• Complying with applicable legal obligations.

We aim to process personal information only for relevant, specified and legitimate purposes.

4. Our Legal Basis for Processing

Under applicable UK data protection law, we rely on appropriate lawful grounds depending on the purpose of processing.

• Performance of a contract: Providing document creation, account access, downloads and paid services requested by you.
• Legal obligations: Maintaining records where required for tax, accounting or other legal compliance.
• Legitimate interests: Protecting our systems, preventing fraud, maintaining service reliability and handling relevant document signing communications.
• Consent: Where required for optional marketing, non-essential cookies or other processing that depends on your consent.

Where we rely on legitimate interests, we consider the impact on individuals and their privacy rights.

5. Document Information and Storage

When you create a document through MyDocumentDesk, the information you provide is used to generate the requested document.

Some documents may include personal information about other individuals, such as landlords, tenants, employees, business contacts, signatories or other relevant parties.

You should only provide personal information about other people where you have a lawful reason to do so.

Supported drafts and completed documents may be stored in your customer account, subject to the applicable service terms, retention rules and access permissions.

Where a document contains confidential or sensitive information, please ensure that the information is necessary for the document you are preparing.

6. Electronic Signatures

Certain MyDocumentDesk services support electronic signatures.

When an electronic signature feature is used, information processed may include:

• The names and email addresses of signatories.
• Electronic signature images or representations.
• Signing dates and timestamps.
• Document signing status.
• Document identifiers and relevant audit information.
• Technical verification information where recorded.

We use this information to send signature invitations, manage signing requests, associate signatures with the correct documents and provide completed signed copies.

Documents and relevant signing information may be made available to the parties authorised to receive them.

Signing records may need to be retained where reasonably necessary to establish the completion or authenticity of a document, comply with legal obligations or handle relevant disputes.

7. Payments and purchases

MyDocumentDesk uses Stripe payment technology for supported paid services and purchases.

When you make a payment, relevant payment information is processed by Stripe in accordance with its own privacy documentation.

We may receive payment confirmation, payment status, billing references and transaction information necessary to provide and administer your service.

Payment records may be used to verify purchases and handle billing enquiries.

We may retain transaction and accounting records where required by applicable law.

8. Sharing Your Information

We may share personal information with third parties where reasonably necessary to operate our services or comply with law.

These may include:

• Payment processors: To process payments and purchases.
• Website hosting providers: To host and maintain the platform.
• Email service providers: To send account messages, service notifications and signature invitations.
• Technical service providers: To help maintain the security and availability of the website.
• Authorised document recipients: To complete electronic signing and document-sharing requests.
• Legal and regulatory authorities: Where disclosure is required by law.

Where third-party providers process personal information on our behalf, we seek appropriate contractual and data protection arrangements.

9. Data Security

We take data security seriously and aim to implement appropriate technical and organisational measures to protect personal information.

These measures may include:

• Controlled account access.
• Authentication and access permissions.
• Secure connections where supported.
• Monitoring and security maintenance.
• Protection against unauthorised access.
• Appropriate hosting and backup arrangements.

No online service can guarantee absolute security. You should protect your account credentials and contact us if you suspect unauthorised account access.

10. How Long We Keep Information

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, subject to relevant legal requirements.

Retention may depend on:

• Whether your account remains active.
• The documents and services you use.
• Relevant purchase and service terms.
• Applicable accounting and tax requirements.
• The need to establish or defend legal claims.
• Legitimate security and fraud prevention needs.

When information is no longer required, we aim to delete or anonymise it securely, subject to applicable legal obligations and backup retention processes.

Certain signed documents or related records may need to be retained for longer where justified by legal or evidential requirements.

11. Cookies and Analytics

MyDocumentDesk may use cookies and similar technologies to support website functionality, account sessions, security and user experience.

Essential Cookies

Essential cookies may be necessary for login sessions, security, account access and other core website functions.

Analytics Cookies

Where enabled, analytics technologies may help us understand website performance and improve our services.

Marketing Cookies

Where advertising or marketing tracking technologies are used, we will seek consent where required by applicable law.

You can manage cookies through your browser settings. Where optional cookies require consent, we will provide appropriate choices for giving and withdrawing that consent.

12. Your Data Protection Rights

Depending on your circumstances and applicable law, you may have rights concerning your personal information.

• Access: Request information about personal data we hold concerning you.
• Rectification: Request correction of inaccurate personal information.
• Erasure: Request deletion of eligible personal data, subject to applicable exceptions.
• Restriction: Request restriction of certain processing.
• Data portability: Request applicable personal information in a portable format.
• Objection: Object to processing based on certain lawful grounds.
• Withdraw consent: Withdraw consent where processing relies upon it.
• Automated decisions: Exercise applicable rights concerning qualifying automated decision-making.

To exercise your rights, email hello@mydocumentdesk.com .

We may request reasonable information to verify your identity before responding. Rights are subject to applicable legal conditions and exemptions.

You also have the right to raise a complaint with the UK Information Commissioner's Office: ico.org.uk .

13. International Data Transfers

Some technology or service providers may process information outside the United Kingdom.

Where personal data is transferred internationally and data protection safeguards are required, we seek to use appropriate transfer mechanisms recognised under applicable law.

14. Email and Marketing Communications

We may send essential communications relating to your account, documents, purchases, payments and electronic signing activities.

These service-related communications are distinct from optional marketing.

Where permitted by law, we may also send information about relevant products, updates or services.

Marketing communications will include appropriate options to unsubscribe, and you can contact us to update your communication preferences.

15. Children's Privacy

MyDocumentDesk is intended primarily for adults preparing personal, business or legal documents.

Our platform is not specifically designed for children to independently purchase document services.

Certain documents may contain information relating to children where relevant to their legitimate purpose.

Such information should only be provided where appropriate and lawfully permitted.

16. Changes to This Privacy Policy

We may update this Privacy Policy to reflect changes to our services, technology, legal requirements or privacy practices.

The latest version will be published on this page with an updated revision date.

Where required by law, we will provide additional notice of material changes.

17. Contact Us

If you have questions about this policy, our privacy practices or your personal information, you can contact us using the details below.

Email: hello@mydocumentdesk.com

Address: 132 Wheatley Lane, Barrowford, BB9 6QJ, United Kingdom.