What happens to your files while they are with us, how we protect them, and how we make sure what comes back fits your standards. Written for the people who have to ask these questions before appointing a supplier.
Most of what we digitise is somebody's building, estate or infrastructure. Drawings can identify properties, security arrangements and occupants, so we treat every set as confidential whether or not it contains personal data.
Councils, universities, NHS trusts and housing associations make up a regular part of our work, and their procurement processes usually ask the same things. We are happy to complete supplier questionnaires, confirm our insurance position, describe our handling process in writing, and work to an information protocol you specify. If your tender requires a particular form of words, send it and we will answer it directly rather than pointing at a generic page.
A converted drawing is only useful if it opens inside your existing workflow. Because every drawing we produce is drafted manually rather than auto-traced, the structure of the file is something we control deliberately — not a by-product of a raster-to-vector algorithm.
Send the template or the standard document with the job and we will draft to it. If you have no house standard, we use a clean, logically layered structure that is straightforward to work with.
Auto-tracing produces geometry that looks approximately right and behaves badly: fragmented polylines, everything on one layer, text as unreadable line art, dimensions that are pictures rather than measurements. It cannot be edited productively, and it cannot be made to comply with a layer standard afterwards. Manual drafting costs more per sheet and takes longer, which is precisely why the result is usable. See our paper to CAD service for how the process runs.
We do not hold ISO 9001 or ISO 27001 certification. Docuex is a small specialist team, and formal certification of that kind is a significant undertaking that we have not completed. We would rather say so plainly than use standards language that implies an accreditation we do not have — you will find plenty of suppliers who do the latter.
What we offer instead is concrete and checkable: ICO registration, UK GDPR compliance, an NDA before you send anything, a documented retention and deletion process, work drafted to your own standards, and a quality guarantee that means we correct anything that is not right, free of charge, until it is.
If your procurement process has a hard certification requirement, tell us early and we will be straight with you about whether we can meet it.
Yes. Docuex Ltd is registered with the UK Information Commissioner's Office as a data controller under registration number ZC212455, which you can verify yourself on the public ICO register. We process personal data in accordance with the UK GDPR and the Data Protection Act 2018.
Yes, before any drawings are sent. If you do not have a standard form we can provide one. Confidentiality applies to every project whether or not an NDA is in place.
Project files are kept in line with our data retention schedule so that revisions and re-issues can be handled, then securely deleted when no longer required. If you need files removed sooner, or written confirmation of deletion, ask and we will arrange it.
Yes. Send your layer standard, template, title block or file-naming convention with the job and we will draft to it. Because every drawing is produced manually rather than auto-traced, layer structure, line types and text styles can be matched to your office standard.
No, and we say so rather than implying otherwise. We are a small specialist team without those certifications. What we do provide is ICO registration, UK GDPR compliance, NDAs on request, a documented retention and deletion process, and a free-revision quality guarantee.
Yes — public sector archive digitisation is a regular part of our work. We are happy to complete supplier questionnaires, provide evidence of insurance and data protection arrangements, and work to a specified information protocol.
Ask them. We would rather answer a procurement questionnaire properly than have you guess.