Privacy Policy

Introduction

ThoughtDocs is committed to protecting your personal information. This Privacy Policy explains what data we collect, why we collect it, and how we use and protect it. By using ThoughtDocs you agree to the practices described in this policy.

Information We Collect

We collect account information, such as your name, email address, profile image where supplied by an identity provider, and account preferences. We may also collect technical information including IP address, browser and operating-system details, device characteristics, pages and actions within the platform, session identifiers, and login or activity timestamps.

For organisations using ThoughtDocs, we also process organisation configuration, membership roles and permissions, invitation records, and organisation-level credit and transaction records.

How We Use Your Information

• Provide, operate, and maintain the platform and its features.
• Authenticate users and manage sessions securely.
• Send transactional emails, including invitations and notifications.
• Enforce platform terms, detect abuse, and protect against security incidents.
• Improve performance and user experience, and meet legal obligations.

Legal Basis for Processing

Where applicable under UK GDPR and EU GDPR, we process personal data to perform a contract with you, for our legitimate interests in operating the platform securely, to comply with legal obligations, and with consent where you have provided it.

Data Sharing

We do not sell personal information. We may share data with trusted providers that help operate the platform, including authentication, transactional email, real-time communication, cloud infrastructure, and database providers. These providers process data only under appropriate contractual and legal safeguards.

Data Retention

We retain personal data while your account is active or as necessary to provide the service. When an account is closed, we delete or anonymise personal data within a reasonable period unless retention is required for legal or compliance purposes.

Cookies and Local Storage

ThoughtDocs uses session cookies to maintain authenticated sessions and browser local storage to remember preferences such as language and theme. We do not use tracking or advertising cookies.

Your Rights

Depending on your location, you may have rights to access, correct, erase, restrict, receive, or object to the processing of your personal data. Contact your organisation administrator or ThoughtDocs support through your account to exercise these rights.

Security

We apply appropriate technical and organisational measures to protect personal data against unauthorised access, loss, and misuse. Access is limited to authorised personnel with a legitimate need to know.

Changes to This Policy

We may update this policy to reflect changes in our practices or applicable law. Material updates will be posted here with a revised date. Continued use after an update constitutes acceptance of the revised policy.