Privacy Policy

1. Who We Are

DocVaulted is operated by Truly Empowered Ltd, Company No. 11904082.

Contact: hello@docvaulted.com

2. What Data We Collect

From Brokers:

• Name
• Business details
• Email and phone number
• Billing details (held by Stripe, not by us)
• Subscription status and payment history
• Account activity logs
• The partner code, if any, that referred you

From Partners (members of our referral programme):

• Name, business name and email
• The partner code and link we issue to you
• A count of clicks on your link, sign-ups attributed to you, and the commission and payments that follow
• How you have asked to be paid

From Website Visitors:

• Contact and application form data
• Cookie data (see section 8)
• If you arrive through a partner's link: the time, the page you landed on, your IP address and your browser type, whether or not you go on to sign up, so the partner's clicks can be counted. Kept for 12 months.

Business contact details of mortgage firms:

We, or an independent sales partner working with us, may hold publicly available business contact details of mortgage firms (for example a firm's published business email address and phone number, and the name and role of someone who works there) from public sources such as the FCA register, Companies House and business websites. We use them to tell the firm about DocVaulted, on the basis of our legitimate interests, and record where and when each detail was found. You can ask us to stop at any time.

We do not market to mortgage applicants.

3. How We Use Data

• Provide service access
• Process subscription payments
• Attribute a sign-up to the partner who referred it, and pay that partner
• Tell mortgage firms about DocVaulted
• Provide support
• Maintain system security

Legal basis:

• Contract performance
• Legitimate interests
• Legal obligation

4. Payments

Payments are processed by Stripe. We do not store card details.

We keep a record of each subscription payment (the amount, the date and Stripe's reference for it) so that we can show it to you, support you, and work out what we owe a partner.

5. Hosting

Data hosted in UK infrastructure.

Encrypted offsite backups are held with Backblaze (Backblaze B2) in the EU Central region (Amsterdam, the Netherlands) and kept for up to 35 days.

6. Data Retention

Broker account data retained while account active.

Kept for up to 30 days after your subscription ends so that you can request an export, then deleted, subject to backup cycles and any earlier deletion you lawfully instruct, except payment and commission records, which we keep for as long as tax law requires. The partner-link click log is removed after 12 months.

7. Your Rights

You may:

• Request access
• Request correction
• Request deletion (subject to legal obligations)

Contact hello@docvaulted.com

8. Cookies

We use essential cookies and functional cookies, all set by us. No third-party tracking cookies are set by this site.

• dv_ref is set when you arrive through a partner's referral link. It holds the partner's code, lasts 365 days, and is used only to attribute your sign-up to that partner.
• dv_operator and dv_affiliate are session cookies that keep our staff and our partners signed in to their own screens.

See Cookie Policy for details.

End of Privacy Policy. Version 1.2, October 2026