1. Who We Are

DocuSort Pro is a desktop application for batch file renaming and document organisation. We are registered with the UK Information Commissioner's Office (ICO).

• Company: DocuSort Pro
• ICO Registration Number: 00012609324
• Contact Email: contact@docusortpro.co.uk

2. What Data We Collect

Account Information

When you create an account, we collect:

• Name (first and last name)
• Email address
• Organisation name (optional)
• Password (encrypted)

Subscription & Payment Data

When you subscribe, our payment processor (Stripe) collects:

• Payment card details (processed securely by Stripe, not stored by us)
• Billing address
• Transaction history

Device Information

To enforce license limits, we collect:

• Device identifier (anonymised hardware fingerprint)
• Operating system type
• Device name
• Last active timestamp

Usage Data

We do NOT collect:

• The files you rename or their contents
• File paths or folder structures
• Any document content processed by OCR

3. How We Use Your Data

We use your data for the following purposes:

• Account Management: To create and manage your account
• Subscription Services: To process payments and manage your subscription
• License Enforcement: To ensure compliance with device limits
• Communication: To send important updates about your account or service
• Support: To respond to your enquiries and provide customer support

4. Legal Basis for Processing

We process your data based on:

• Contract: To provide the services you've subscribed to
• Legitimate Interest: To improve our services and prevent fraud
• Consent: For marketing communications (which you can opt out of)
• Legal Obligation: To comply with tax and accounting requirements

5. Data Sharing

We share data with the following third parties:

• Stripe: Payment processing (PCI-DSS compliant)
• Firebase/Google Cloud: Authentication and database hosting (EU data centres)

We do NOT sell your data to third parties.

6. Data Retention

We retain your data for:

• Account data: Until you delete your account
• Payment records: 7 years (legal requirement)
• Device data: Until you deactivate the device or delete your account

7. Your Rights (GDPR)

Under UK GDPR, you have the right to:

• Access: Request a copy of your personal data
• Rectification: Correct inaccurate data
• Erasure: Request deletion of your data ("right to be forgotten")
• Portability: Receive your data in a machine-readable format
• Objection: Object to processing based on legitimate interests
• Restrict Processing: Request limited processing in certain circumstances

To exercise these rights, contact us at contact@docusortpro.co.uk

8. Data Security

We protect your data using:

• Encryption in transit (TLS/SSL)
• Encryption at rest
• Secure password hashing (Firebase Authentication)
• Access controls and authentication
• Regular security reviews

9. International Transfers

Your data may be processed in the EU/EEA. Where data is transferred outside the UK/EEA, we ensure appropriate safeguards are in place (Standard Contractual Clauses).

10. Cookies

Our website uses essential cookies for:

• Authentication sessions
• Security (CSRF protection)

We do not use tracking or advertising cookies.

11. Children's Privacy

Our services are not intended for children under 16. We do not knowingly collect data from children.

12. Changes to This Policy

We may update this policy from time to time. We will notify you of significant changes via email or through the application.

13. Complaints

If you have concerns about how we handle your data, please contact us first at contact@docusortpro.co.uk.

You also have the right to lodge a complaint with the Information Commissioner's Office:

• Website: ico.org.uk
• Phone: 0303 123 1113

14. Contact Us

For any privacy-related questions:

• Email: contact@docusortpro.co.uk

Last updated: December 22, 2025