Privacy Policy

This explains what SignDoff does with your data and your customers' data. The controller is Persie Ltd, trading as SignDoff (company number 16994731), of Office 16876, 182-184 High Street North, East Ham, London E6 2JA.

What we hold

• Your account: name, email address, hashed password, and your business details — business name, logo, phone, email, website, address, and any registration, VAT, insurance and trade scheme details you choose to print on your reports.
• Your jobs: photos you upload and the job details you type, including the customer's name and, if you enter them, their email address, phone number and job address. For each photo we keep the time it was uploaded and, where the camera recorded one, the time it was taken. All other photo metadata, including GPS location, is removed when the photo is uploaded.
• Customer confirmations: when your customer confirms a report, we record the name they type, the time, a fingerprint of the report content they confirmed, and their IP address and browser user agent. This is kept as evidence of the confirmation, for you and for your customer, and is never shown on the report itself.
• Billing: your plan and a Stripe customer reference. Card details go straight to Stripe and never reach our servers.
• Usage: a small internal event log (reports created, PDFs downloaded) used to run and improve the service.

Customer data, and who is responsible for it

When you enter a customer's details you are the data controller for them and we are your processor: we hold that information on your instructions, to produce and deliver the report. You are responsible for having a lawful basis to enter their details and, where you use the email feature, for it being appropriate to email them.

Report links

A shared report is reachable by anyone holding its link. The link contains a 128-bit random token, so it cannot realistically be guessed or enumerated, and shared pages are marked noindex so search engines do not list them. It is still a public link: treat it as something to send to your customer, not a secret. You can switch sharing off at any time, which makes the link stop working immediately.

A shared report deliberately shows only what a customer should see: your business details, the job title, date, address, the work summary, the photos and any notes for them. Your customer's email address and phone number, and your internal job description, are never shown on the public page or in the PDF.

Each PDF carries a QR code linking to a verification page. That page confirms the report is genuine and whether the printed copy is current, and shows only your business name, the report reference, title, job date, the number of photos and whether it has been confirmed. It never shows your customer's name, address or contact details.

AI processing

To draft a report, photos and job details are sent to OpenAI's API. OpenAI does not use data submitted through its API to train its models. Photos are downscaled before they are sent. If you would rather not use AI drafting, you can write reports manually.

Who else processes data for us

• Supabase — database, authentication and file storage.
• Vercel — application hosting.
• OpenAI — report drafting.
• Stripe — payments.
• Resend — sending email.

Your database and stored files are hosted by Supabase in London (UK). The other providers may process data outside the UK/EEA, including in the United States (application hosting, AI drafting, payments and email). Where they do, transfers rely on the UK Addendum and Standard Contractual Clauses.

How long we keep it

Your reports and photos are kept until you delete them or delete your account. Deleting your account removes your reports, photos and account record. Billing records are kept as long as tax law requires — normally six years.

Your rights

You can access, correct, export or delete your data. Deletion is self-service from Settings and takes effect immediately. For anything else, contact support@signdoff.com. You can also complain to the ICO at ico.org.uk.

Security

Traffic is encrypted in transit. Photos live in private storage and are served through short-lived signed URLs. Database access is constrained by row-level security so one account cannot read another's data. Passwords are hashed by Supabase Auth and never stored in readable form.