Privacy Policy

DullDocs is a trading name of RJS & Partners LLP (OC455066), registered at 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ. This policy explains what information we collect when you use the DullDocs website, free tools, Inspector Briefings and application, why we collect it, and the choices you have. If you have any questions, contact us at privacy@dulldocs.com.

Who is responsible for your information

RJS & Partners LLP is the controller for account administration, billing, enquiries, website tools and our own product analytics. Your organisation is the controller for personal information it puts into its workspace, including staff and evidence records; DullDocs processes that information on its behalf to provide the service. Your organisation decides what information is necessary, who may access it and which legal conditions apply. Inspector Briefings uses published-report information as explained in the separate inspector notice below.

Information we collect

• Account information — your name and email address, used to sign you in and contact you.
• Organisation details — your organisation’s trading/legal name, company number, sites, and team members.
• Evidence documents — the files you upload or import so DullDocs can help you track inspection-readiness. These may contain personal data about staff and, in some settings, children or residents. We treat this as sensitive and apply additional safeguards (see High-sensitivity mode below).
• Website enquiries and free tools — contact details and the information you submit when requesting a demo, resource, scan or support; your selected setting, Ofsted URN, public inspection information, scan results and delivery status. If you create an embedded fee calculator, we store the setting and fee configuration, your email and the details needed to manage it. Published calculator settings can be viewed by visitors to that calculator. These tools do not require a paid app subscription.
• Website attribution — referral and landing-page addresses, campaign parameters, click identifiers where present, and the page on which you submit a form. The website stores first-visit attribution in browser local storage and includes it with relevant submissions. Clearing the website’s local storage removes that browser copy; it does not delete information already submitted. Authentication also uses browser storage or cookies where needed to keep you signed in.
• Published inspection information — setting and inspector information from published Ofsted reports and registers, including inspection dates, findings and citations.
• Usage and technical data — basic logs needed to operate and secure the service.
• Product analytics: counts and timings describing how DullDocs is used, such as how long it takes to file a document after uploading it, and how often a review is opened and left undecided. These are tied to a code that stands for your organisation and a code that stands for a signed-in user, not to names. We never record the contents of your documents, their file names, dates read from them, the reasons you record, staff or children’s names, or email addresses. There is no session recording, no screen capture and no advertising.

DullDocs does not provide per-child profiles, registers or development records. Uploaded evidence can incidentally contain children’s information. Please only provide the personal information needed for the task. If required account, contact or evidence information is not supplied, we may be unable to provide the particular service you request.

Connecting Google Drive (and other cloud storage)

If you choose to connect Google Drive, DullDocs requests least-privilege, per-file access (the drive.file scope) by default, for one purpose: to let you import documents you select as compliance evidence. This scope means DullDocs can only see the specific files you choose — not your wider Drive. We:

• only access the files and folders you choose to import;
• never modify, delete, or share your Google Drive files;
• store the extracted text, metadata, and a copy of imported documents inside your DullDocs account;
• store your access/refresh tokens encrypted at rest, and let you disconnect at any time from Settings → Integrations.

Google API Limited Use disclosure

DullDocs’ use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. Specifically, data obtained from Google Drive is used solely to provide and improve the document-evidence features you see in the app; it is not used for advertising, is not sold, and is not used by us to train AI models.

How we use your information and our lawful bases

Where we act as controller, we use account, contact and billing information to enter into or perform a contract with you, or in our legitimate interests in administering our service and responding to the organisation you represent. We use security logs to protect the service under our legitimate interests, and retain records required for tax and other legal obligations. We use enquiry and scan information to fulfil your request and support the service, and attribution to understand how people find us. Where you choose to receive marketing on the basis of consent, you can withdraw that choice at any time, including by contacting us. A request for a free scan or a resource is not itself consent to marketing.

• To provide the service: classify documents, extract dates, and track requirement status.
• To send you reminders, digests, and account/security emails.
• To take payment and manage your subscription.
• To keep the service secure and to meet our legal obligations.
• To measure and improve the product. Our lawful basis for this is our legitimate interests in understanding and improving our service. We are not relying on consent, and we do not treat accepting our terms or being signed up as consent to analytics. You can object at any time and we will exclude your organisation entirely — see Your rights below.

Product analytics is enabled for customer organisations by default. What is measured is deliberately narrow: a closed list of events with a fixed set of properties, enforced automatically, so no free text and no document content can be sent even by mistake. It is processed by PostHog on servers in the European Union under a data processing agreement, and it is used only to understand how DullDocs is used. It is never used for advertising, never sold, and never combined with data from other sites.

Document classification and date extraction use an automated AI document-processing provider (OpenAI or Anthropic — see sub-processors below). The content of the documents you upload — which may include special-category or criminal-offence data such as DBS and barred-list results, right-to-work and identity documents, health information, or safeguarding records — is sent to the active provider to provide document classification, extraction and evidence-quality checks. Where a document is a photograph or a scan with no readable text, the page image itself is sent rather than extracted text. You should assume this applies to every document we are able to read; we do not operate a mode in which some uploaded documents are classified without the provider. Our configuration and provider agreements are intended to prevent customer content being used to train generalised models; we are completing verification of the account-level data-processing terms with each provider and publish the confirmed position on our Trust page.

A document may involve up to three AI calls, each sending up to the first 6,000 characters of extracted text and the filename. Evidence checks also send the organisation, setting and requirement names. Ask DullDocs sends your question with requirement names, statuses and dates, site names and active staff names. Project features send project goals and intake answers; report summaries send requirement names and counts; chase drafts send action or requirement titles and due dates. These features support human review; DullDocs does not make solely automated decisions with legal or similarly significant effects on individuals. See the Trust and security page for current configuration and processing details. High-sensitivity mode does not switch off AI processing.

Service providers (sub-processors)

We rely on a small number of providers to run DullDocs:

• Cloudflare — public website delivery, security and DNS (global edge network)
• Lovable Cloud / Supabase — website hosting and website-tool database services for enquiries, free scans, calculator configuration and related events. The website database’s configured region is being verified; it is separate from the application’s EU MongoDB database.
• Vercel — application hosting (functions run in the EU / Dublin region) and Vercel Blob object storage for uploaded documents and published Ofsted reports
• Render — background processing for Inspector Briefings (Frankfurt, EU)
• MongoDB Atlas — database (EU region)
• Resend — transactional email (EU/US)
• Stripe — payments (EU/US)
• PostHog: product analytics (servers in the European Union)
• WhatsApp (Meta), delivered through a WhatsApp gateway we host ourselves: internal alerts to the DullDocs team when something happens on an account, such as a new sign-up, a payment, a failed card, a cancellation or a support request. Limited to account facts: your organisation name, the name and email address of the person on the account who triggered the event, the plan, amounts charged or refunded, how many settings you hold, the domain of anyone invited to your team, and for inspector briefings the inspector reference you bought a briefing about. Documents, their contents, and the text of a support message are never sent.
• OpenAI and/or Anthropic (United States) — automated document classification and text/date extraction. Which provider is used depends on our configuration; document content is sent to the active provider for the AI features described above, including assistants and published-report analysis. See our Trust page for exactly what is sent and for the verified position on retention and model-training as we complete confirmation of each provider’s account-level terms.

Company lookups use Companies House (UK); address suggestions use Google Maps Places (global). Optional imports use your Google Drive or Microsoft OneDrive account. These services receive the search or selected-file information needed for that feature. Authorised DullDocs staff may access information for support, security and rights requests. We may disclose information when legally required or as part of a notified business transfer. We do not sell your personal data or share your setting’s information with finance partners without a separate explanation and choice. This notice does not enable a finance-sharing feature.

Ofsted inspector information

If you are an Ofsted inspector, our Inspector Briefings privacy notice explains how we use information from published Ofsted reports, our legitimate interests, retention, and how to object or make a subject access request.

Special category & criminal offence data

To help settings evidence their statutory duties, DullDocs processes special-category data (UK GDPR Article 9 — for example health information) and criminal-offence data (Article 10 — for example DBS and barred-list results, DBS Update Service status-check results, and suitability declarations). We process this on behalf of your organisation (the employer), which determines why it is collected. Your organisation must identify its applicable Article 6 lawful basis and the additional Article 9 or Article 10 condition, including any relevant Data Protection Act 2018 Schedule 1 requirements, for each purpose. Employment and safeguarding duties may be relevant; a subscription to DullDocs does not by itself establish those conditions. Staff completing a suitability declaration are shown a short notice before they submit. Staff asked to agree to periodic DBS Update Service status checks are shown a versioned notice before they answer, setting out what will be checked, how often, who sees the result and how to withdraw; the certificate number, surname and date of birth held so that a status check can be carried out are encrypted, are shown only to the roles permitted to see sensitive staff evidence, and every disclosure of them is recorded.

International transfers

DullDocs is operated from the UK, but processing is not limited to the UK. Application functions and the private document store are in Dublin, EU, and the application database is in the EU. Files uploaded before 3 September 2026 were previously held in Washington DC, United States; those customer files have been moved into the private EU store. Published organisation logos remain in the older store.

Our automated processing providers, OpenAI and/or Anthropic, are based in the United States. Document content, including special-category or criminal-offence data where present, may be transferred there for the AI features described above. Email, payments and global infrastructure providers can also process information outside the UK. EU storage does not mean that every provider processes information only in the EU.

Transfers outside the UK require an applicable UK adequacy arrangement or another valid transfer mechanism, such as the UK International Data Transfer Agreement or UK Addendum to the EU Standard Contractual Clauses, with any required assessment. We are completing verification of the transfer terms incorporated in each AI provider’s account-level agreement, including retention and model-training settings. We do not currently describe those account-level terms as verified. Contact privacy@dulldocs.com to request information about the safeguards relevant to your data or a copy where available. We will update the notice when the position is confirmed.

Acknowledgement & declaration audit trail

When a staff member opens or submits a policy acknowledgement or a suitability declaration through a secure link, we record the outcome together with the date and time, the IP address, and the device/browser used, so the acknowledgement or declaration can be evidenced during an inspection. These records form part of your organisation’s compliance history.

High-sensitivity mode

When enabled for your organisation, DullDocs keeps personal details about children, residents, and staff inside the app and out of outbound emails.

Retention & security

We keep your data while your account is active and as needed to provide the service. When you close your account or ask us to delete your data, we delete or anonymise it within 30 days of a verified request, except for limited records we must retain to meet legal or regulatory obligations (for example, compliance/audit history or financial records). We use encryption in transit and at rest for credentials and apply access controls appropriate to the sensitivity of the data.

Website enquiries, scan records and calculator configurations are retained for as long as needed to fulfil the request, provide the tool, handle support and meet applicable legal obligations. The period depends on the service and whether an ongoing relationship exists; you can ask us to delete information you no longer need us to hold. Limited billing and accounting records are retained for six years. Inspector Briefings has the separate retention periods in its notice. Export your workspace data before cancelling; cancellation does not guarantee continued access to downloads.

Your right to object

You can object to processing based on legitimate interests. To object to product analytics, email privacy@dulldocs.com and identify your organisation; we will exclude it from product analytics. You can also object to direct marketing at any time. Inspectors have the specific objection route in their notice.

Your other rights

Under UK GDPR you have rights to access, correct, delete, and port your data, and to object to or restrict certain processing. To exercise any of these, email privacy@dulldocs.com.

You can withdraw consent where that is the basis, without affecting processing already carried out lawfully. Rights depend on the circumstances. We normally respond within one month and may need proportionate identity information. If your request concerns a nursery’s workspace records, contact that organisation as controller; we will support it in responding. You may also contact us and we will help direct your request appropriately.

You have the right to complain to the Information Commissioner’s Office. You do not have to contact us before making a complaint.

Changes

Published versions are kept at permanent links in our notice history. We will explain material changes and notify affected account holders by email and, where appropriate, in the app at least 14 days before they take effect, including any change of controller. This version consolidates and corrects existing disclosures; it does not introduce new processing or treat continued use as consent.