1. Introduction
Welcome to document-sender.com (the “Service”). This Privacy Policy explains how we collect, use, disclose, and protect your personal data when you use the Service. We process personal data in accordance with the UK General Data Protection Regulation (“UK GDPR”) and the Data Protection Act 2018.
2. Who We Are
The Service is operated by Fire Fence UK Ltd (“we” / “us” / “our”). If you have any questions, please email admin@fire-fence-uk.com.
3. Personal Data We Collect
| Category | Examples | When Collected |
|---|---|---|
| Account Information | Name, business name, email address, password (hashed) | When you create an account or update profile |
| Business Data | Customer details, quotes, invoices, reports | When you upload or generate documents |
| Payment Data | Transaction ID, subscription tier (handled by Lemon Squeezy) | When you subscribe or make purchases |
| Usage Data | Log files, IP address, browser type, device information | Automatically when you access the Service |
| Cookies & Similar Tech | Authentication token, session ID | When you sign in or interact with the PWA |
We do not receive or store full payment‑card numbers; these are processed directly by Lemon Squeezy.
4. How We Use Personal Data (Purposes & Legal Bases)
| Purpose | Legal Basis (UK GDPR) |
|---|---|
| Provide, operate, and maintain the Service | Art 6(1)(b): Contract |
| Authenticate users and secure accounts | Art 6(1)(b) & (f): Contract / Legitimate interests |
| Generate and send PDFs, quotes, invoices, and emails | Art 6(1)(b): Contract |
| Process subscription payments | Art 6(1)(b): Contract |
| Send service‑related communications | Art 6(1)(b): Contract |
| Analyse usage and improve the Service | Art 6(1)(f): Legitimate interests |
| Comply with legal obligations (e.g., tax records) | Art 6(1)(c): Legal obligation |
| Marketing emails (if opted‑in) | Art 6(1)(a): Consent |
5. Sharing Your Data
We only share personal data when necessary:
- Lemon Squeezy – to process payments.
- Google Firebase – to host data, perform authentication, and send transactional emails.
- Email service providers – to deliver items such as quotes or invoices.
- Analytics providers – for aggregated, pseudonymised usage metrics.
- Legal & regulatory bodies – when required by law or to protect rights.
All vendors are bound by data‑processing agreements and only process data on our instructions.
6. International Data Transfers
Firebase and some sub‑processors are located outside the UK. Where data is transferred internationally, we rely on:
- Adequacy regulations (e.g., transfers to the EEA); or
- Standard Contractual Clauses approved by the UK Information Commissioner’s Office.
7. Data Retention
We keep personal data only as long as necessary:
- Account data – for the life of the account plus six years for tax/audit purposes.
- Business data (quotes/invoices) – until you delete it or six years after account closure, whichever is earlier.
- Logs – up to 12 months, unless required for security or legal reasons.
8. Security
We implement technical and organisational measures including:
- HTTPS encryption in transit
- AES‑encrypted storage in Firebase
- Role‑based access controls and security rules
- Regular backups and vulnerability assessments
However, no system is completely secure and we cannot guarantee absolute security.
9. Your Rights
Under the UK GDPR you have the right to:
- Access your personal data
- Rectify inaccurate data
- Erase data (“right to be forgotten”)
- Restrict or object to processing
- Data portability
- Withdraw consent at any time (for marketing)
To exercise these rights, email admin@fire-fence-uk.com. We may require proof of identity.
You also have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO) at https://ico.org.uk.
10. Cookies & Similar Technologies
The Service uses only essential cookies required for authentication and session management. You can disable cookies in your browser; however, the Service may not function correctly.
11. Children’s Privacy
The Service is not directed to children under 16. We do not knowingly collect personal data from children. If you believe a child has provided us with personal data, please contact us and we will delete it.
12. Changes to This Policy
We may update this Policy from time to time. Material changes will be notified by email or conspicuous notice within the PWA at least 30 days before they take effect.
13. Contact Us
For privacy queries, please email admin@fire-fence-uk.com.