Privacy Policy

1. About This Privacy Policy

1.1 This Privacy Policy explains how DOCUEX Ltd collects, uses, stores, and protects your personal data when you use our website or engage our services.

1.2 DOCUEX Ltd is the data controller responsible for your personal data. We are committed to protecting your privacy in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. What Personal Data We Collect

2.1 We may collect the following types of personal data:

• Identity data: name, job title, company name
• Contact data: email address, telephone number, postal address
• Transaction data: details of services provided and payments made
• Technical data: IP address, browser type, operating system, and usage data when visiting our website
• Communication data: correspondence and enquiries you send to us
• Download data: if you choose to enter an email address on the free Software Product download form, we collect that email and a record of which product was downloaded

3. How We Collect Your Personal Data

3.1 We collect personal data through:

• Direct interactions (enquiry forms, email, phone calls, file uploads)
• Automated technologies (cookies, server logs when you visit our website)
• Third parties (referrals from business partners or clients)

4. Legal Basis for Processing

4.1 We process your personal data on the following legal bases:

• Contract performance: to deliver the services you have requested
• Legitimate interests: to operate and improve our business, respond to enquiries, and maintain client relationships
• Legal obligation: to comply with applicable laws and regulations
• Consent: where you have given explicit consent (e.g., marketing communications)

5. How We Use Your Personal Data

5.1 We use your personal data to:

• Provide and manage our CAD conversion, 3D visualisation, and related services
• Communicate with you about your projects and enquiries
• Process payments and manage accounts
• Improve our website and services
• Comply with legal and regulatory obligations

6. Data Sharing and Disclosure

6.1 We do not sell your personal data to third parties.

6.2 We may share your data with trusted service providers who assist in delivering our services, subject to appropriate data processing agreements. Our main processors include:

• Google LLC (Gmail / Workspace), processes the email correspondence we send and receive in connection with quotes, support and download deliveries.
• Our hosting provider, stores the website, the free download files, and the n8n automation server that powers our forms.

6.3 We may disclose your data where required by law or to protect our legal rights.

7. International Data Transfers

7.1 Where we transfer personal data outside the UK, we ensure appropriate safeguards are in place in accordance with UK GDPR requirements.

8. Data Retention

8.1 We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, or as required by law.

8.2 Project files and associated data are retained in accordance with our data retention schedule and securely deleted when no longer required.

9. Data Security

9.1 We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, or misuse.

9.2 All project files are transmitted and stored using secure methods.

10. Your Rights

10.1 Under the UK GDPR, you have the following rights:

• Right of access: to request a copy of your personal data
• Right to rectification: to request correction of inaccurate data
• Right to erasure: to request deletion of your data in certain circumstances
• Right to restrict processing: to request limitation of how we use your data
• Right to data portability: to receive your data in a structured, machine-readable format
• Right to object: to object to processing based on legitimate interests
• Right to withdraw consent: where processing is based on consent

11. Exercising Your Rights

11.1 To exercise any of your rights, please email privacy@docuex.co.uk. This dedicated address routes data-protection requests directly to the relevant team. For general enquiries, see Section 16.

11.2 We will respond to your request within one month of receipt. In complex cases, this may be extended by a further two months.

11.3 You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.

12. Cookies and Website Tracking

12.1 Our website uses cookies to enhance your browsing experience and analyse website traffic.

12.2 You can manage your cookie preferences through your browser settings or our cookie consent banner.

12.3 For more details, please refer to our cookie consent preferences available on the website.

13. Third-Party Links

13.1 Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of those sites. We encourage you to read their privacy policies.

14. Children's Privacy

14.1 Our services are not directed at individuals under the age of 18. We do not knowingly collect personal data from children.

15. Changes to This Privacy Policy

15.1 We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated effective date.

16. Contact Information

16.1 If you have any questions about this Privacy Policy or wish to exercise your data protection rights, please contact us:

17. Free Software Product Downloads

This section adds detail specific to the data flows involved in supplying our free Software Products (the Docuex AutoCAD LISP Tools).

17.1 What we collect, and when

17.1.1 You can download our free Software Products in two ways:

• Direct download, no email required. If you use the "download directly" link on the product page, we collect no personal data beyond standard web-server logs (IP address, browser type, requested file) which are retained for short-term security purposes only.
• Email delivery (optional). If you choose to enter an email address on the form to have the link sent to you, we collect that email and a record of which product was requested.

17.2 What we use it for

17.2.1 If you provide an email address, we use it to (a) send you the download link, and (b) with your continued consent, occasionally notify you of important updates to the product, such as bug fixes or new versions.

17.2.2 We do not use the email for general marketing, do not share it with third parties, and do not enrol you in any newsletter.

17.3 Lawful basis

17.3.1 Our lawful basis is your consent (UK GDPR Article 6(1)(a)), given when you submit the email form. You can withdraw consent at any time.

17.4 Retention

17.4.1 Email addresses collected via the free-download form are retained until you unsubscribe or until 24 months of no engagement, whichever is sooner, after which they are deleted.

17.5 Unsubscribing and deletion

17.5.1 You may unsubscribe at any time using the link in any email we send you, or by emailing privacy@docuex.co.uk. Unsubscribing does not affect your right to continue using any Software Products you have already downloaded.

17.5.2 All rights listed in Section 10 above apply equally to data collected through Software Product downloads. To delete your record, email privacy@docuex.co.uk and we will action it within one month.

18. Docuex Client Portal Mobile App

18.1 This section explains how the Docuex Client Portal app for Android handles your information. It supplements the rest of this Privacy Policy. The data controller is Docuex Ltd (www.docuex.co.uk).

18.2 What we collect and why

• Signing in: your email address and password are used only to verify your identity against your existing Docuex client account. We do not see or store your password in the app; it is checked securely on our server.
• Requesting an estimate ("Enquire about a service"): the name, email address, phone number and company you enter, the service you select, the details you describe, and any photos or files (e.g. plans, drawings) you attach. We use these solely to prepare and send you a cost estimate and to contact you about your enquiry.
• Using your portal: the app displays your own projects, estimates, invoices, drawings and messages with our team. This information is shown to you over an encrypted connection and is the same data held in our client management system.

18.3 Camera and files

18.3.1 The app can open your camera or file picker only when you choose to attach plans to an enquiry. We access a photo or file only after you select it. We do not access your camera, photos or files in the background.

18.4 How it is stored and shared

• All communication between the app and our servers is encrypted in transit (HTTPS).
• We do not sell your data and do not share it with third parties for advertising. We share it only with service providers who help us operate Docuex (for example email and hosting), under appropriate safeguards.
• The app stores a secure sign-in token on your device so you stay logged in. You can clear it by signing out or uninstalling the app.

18.5 How long we keep it

18.5.1 Enquiry details submitted via the app are retained for 24 months so we can follow up and provide quotes. Client account and project data is retained for as long as you are a client and as required for our legal and accounting obligations.

18.6 Your rights and deletion

18.6.1 Under UK data protection law you can ask us to access, correct, or delete your personal data, or to restrict or object to its processing. To exercise these rights, or to request deletion of an enquiry or app account, contact us at privacy@docuex.co.uk. You also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk.

18.7 Children

18.7.1 The app is intended for business users and is not directed at children under 13.

Section 18 last updated: 2 June 2026.