Privacy ploicy

DOCUEX Ltd
Company Registration Number: 10510167
Registered Office: Innovation Centre, Gallows Hill, Warwick, CV34 6UW, England
Email: info@docuex.co.uk

1. About This Privacy Policy

1.1 We understand the importance of protecting your personal data and are committed to being transparent about how we collect, use, and protect your information.

1.2 This Privacy Policy explains how DOCUEX Ltd (“DOCUEX”, “we”, “us”, “our”) collects, uses, stores, and shares your personal data when you:

  • Use our website
  • Engage our CAD conversion, scanning, 3D modeling, or visualization services
  • Contact us for information or quotes
  • Subscribe to our communications

1.3 DOCUEX Ltd is the data controller for all personal data we process about you, unless we inform you otherwise.

1.4 This policy complies with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. What Personal Data We Collect

2.1 Contact Information:

  • Name, job title, company name
  • Email address, phone number
  • Postal address

2.2 Project-Related Information:

  • Technical specifications and requirements
  • Project files and documents you provide
  • Communication records about your projects
  • Payment and billing information

2.3 Website Usage Data:

  • IP address and browser information
  • Pages visited and time spent on our website
  • Cookies and similar tracking technologies
  • Referral sources and search terms

2.4 Marketing and Communication Data:

  • Email preferences and subscription status
  • Response to marketing communications
  • Event attendance and feedback

2.5 Technical Files and Data:

  • CAD files, drawings, and specifications you provide
  • Project documentation and correspondence
  • Digital outputs we create for your projects

3. How We Collect Your Personal Data

3.1 Directly from you when you:

  • Submit enquiry or quote request forms
  • Engage our services and provide project materials
  • Subscribe to our newsletters or communications
  • Contact us by phone, email, or post
  • Attend events or webinars we host

3.2 Automatically through:

  • Website cookies and analytics tools
  • Email tracking when you interact with our communications
  • System logs when you use our online services

3.3 From third parties such as:

  • Business partners who refer you to us
  • Public business directories and professional networks
  • Your colleagues who provide your contact details for projects

4. Legal Basis for Processing

4.1 We process your personal data based on the following legal grounds:

4.2 Contract Performance: To provide our CAD conversion, scanning, and 3D modeling services, process payments, and fulfill our contractual obligations.

4.3 Legitimate Interests: To:

  • Improve our services and website functionality
  • Conduct business development and marketing activities
  • Maintain security and prevent fraud
  • Analyze usage patterns and optimize our operations

4.4 Consent: For marketing communications and non-essential cookies (where required).

4.5 Legal Obligations: To comply with accounting, tax, and other legal requirements.

5. How We Use Your Personal Data

5.1 Service Delivery:

  • Processing your enquiries and providing quotes
  • Delivering CAD conversion, scanning, and 3D modeling services
  • Managing project timelines and communications
  • Providing technical support and customer service

5.2 Business Operations:

  • Processing payments and maintaining financial records
  • Managing contracts and legal obligations
  • Quality assurance and service improvement
  • Backup and disaster recovery

5.3 Marketing and Communications:

  • Sending newsletters and service updates (with your consent)
  • Informing you about relevant services and events
  • Market research and customer feedback collection
  • Creating anonymized case studies and portfolio examples

5.4 Website and Technical Purposes:

  • Website analytics and performance optimization
  • Security monitoring and fraud prevention
  • Technical troubleshooting and system maintenance

6. Data Sharing and Disclosure

6.1 Internal Sharing: Your data may be accessed by our employees, contractors, and professional advisors who need it to provide our services or support our business operations.

6.2 Service Providers: We may share data with trusted third-party service providers for:

  • Cloud storage and backup services
  • Payment processing and accounting software
  • Website hosting and analytics tools
  • Email marketing platforms
  • Professional services (legal, accounting, IT support)

6.3 Legal Requirements: We may disclose your data when required by law, court order, or to protect our legal rights and interests.

6.4 Business Transfers: In the event of a merger, acquisition, or sale of assets, your data may be transferred as part of the business.

6.5 Data Protection: All third parties who process data on our behalf are bound by strict data protection agreements and are only permitted to use your data for specified purposes.

7. International Data Transfers

7.1 We primarily store and process data within the UK and European Economic Area (EEA).

7.2 Where data is transferred outside the UK/EEA, we ensure appropriate safeguards are in place, such as:

  • Standard Contractual Clauses approved by the UK authorities
  • Adequacy decisions recognizing equivalent data protection standards
  • Other legally recognized transfer mechanisms

8. Data Retention

8.1 Project Files: We retain project-related data for 12 months after project completion, unless longer retention is required for legal or contractual purposes.

8.2 Financial Records: Accounting and tax records are retained for 7 years as required by UK law.

8.3 Marketing Data: Contact information for marketing purposes is retained until you unsubscribe or we determine it’s no longer necessary.

8.4 Website Data: Analytics and usage data is typically retained for 26 months.

8.5 Legal Requirements: Some data may be retained longer if required by law or to protect our legal interests.

9. Data Security

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

  • Encryption of data in transit and at rest
  • Access controls and user authentication
  • Regular security monitoring and updates
  • Staff training on data protection
  • Secure backup and recovery procedures

9.2 While we take reasonable steps to protect your data, no method of transmission or storage is 100% secure. We cannot guarantee absolute security but will notify you of any significant data breaches as required by law.

10. Your Rights

10.1 Under UK GDPR, you have the following rights:

10.2 Right of Access: Request a copy of the personal data we hold about you.

10.3 Right to Rectification: Request correction of inaccurate or incomplete data.

10.4 Right to Erasure: Request deletion of your personal data in certain circumstances.

10.5 Right to Restrict Processing: Request limitation of how we use your data.

10.6 Right to Data Portability: Request transfer of your data to another organization.

10.7 Right to Object: Object to processing based on legitimate interests or for marketing purposes.

10.8 Right to Withdraw Consent: Withdraw consent for processing where consent is the legal basis.

10.9 Right to Complain: Lodge a complaint with the Information Commissioner’s Office (ICO) if you believe we’ve mishandled your data.

11. Exercising Your Rights

11.1 To exercise any of your rights, contact us at:

  • Email: info@docuex.co.uk
  • Post: Data Protection Officer, DOCUEX Ltd, Innovation Centre, Gallows Hill, Warwick, CV34 6UW

11.2 We will respond to your request within one month, unless the request is complex or we receive multiple requests, in which case we may extend this by two months.

11.3 We may need to verify your identity before processing your request to protect your personal data.

12. Cookies and Website Tracking

12.1 What are Cookies: Cookies are small text files stored on your device when you visit our website. They help us provide a better user experience and analyze website performance.

12.2 Types of Cookies We Use:

  • Essential Cookies: Necessary for website functionality (e.g., security, navigation)
  • Analytics Cookies: Help us understand how visitors use our website
  • Marketing Cookies: Used to deliver relevant advertising and track campaign effectiveness
  • Preference Cookies: Remember your settings and preferences

12.3 Managing Cookies: You can control cookies through your browser settings. However, disabling certain cookies may affect website functionality.

12.4 Email Tracking: Our marketing emails may contain tracking pixels to measure open rates and link clicks. This helps us improve our communications and ensure relevance.

13. Third-Party Links

13.1 Our website may contain links to external websites not operated by us.

13.2 We are not responsible for the privacy practices or content of third-party websites.

13.3 We recommend reading the privacy policies of any external websites you visit.

14. Children’s Privacy

14.1 Our services are not directed at children under 16 years of age.

14.2 We do not knowingly collect personal data from children under 16 without parental consent.

14.3 If we become aware that we have collected data from a child under 16 without proper consent, we will take steps to delete that information.

15. Changes to This Privacy Policy

15.1 We may update this Privacy Policy from time to time to reflect changes in our practices, services, or legal requirements.

15.2 We will notify you of significant changes by:

  • Posting the updated policy on our website with a new “last updated” date
  • Sending an email notification if you are subscribed to our communications
  • Providing notice through our website or services

15.3 Your continued use of our services after changes take effect constitutes acceptance of the updated policy.

16. Contact Information

16.1 Data Protection Enquiries:

  • Email: info@docuex.co.uk
  • Post: Data Protection Officer, DOCUEX Ltd, Innovation Centre, Gallows Hill, Warwick, CV34 6UW, England

16.2 Supervisory Authority: If you have concerns about how we handle your personal data, you can contact the Information Commissioner’s Office (ICO):

  • Website: ico.org.uk
  • Phone: 0303 123 1113
  • Post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF

Last Updated: [03/06/2025]

This Privacy Policy is effective as of the date of last update and supersedes all previous versions.