Privacy Policy
Last updated: 20 July 2026
1. Who we are
Ostrum Ltd, trading as builddocs.co.uk of 71–75 Shelton Street, Covent Garden, London WC2H 9JQ is the data controller for this website. Contact: support@builddocs.co.uk. ICO registration: ZC198789.
2. What we collect and why
When you order we collect your email address, company name, site address and the job details you enter. We use this information to generate your document, deliver it by email, keep an audit copy, and provide support. The lawful basis is performance of a contract (UK GDPR Article 6(1)(b)), and legitimate interests for audit records and fraud prevention (Article 6(1)(f)). We do not use your data for marketing unless you separately opt in, and we do not sell it.
You may also choose to upload files with your order or save them to your account: a company logo, supporting documents (such as plans, elevations and technical data), certificates, and operatives' competency cards. Competency cards and the operative details you save (name, role, card type and number) are personal data about your operatives — by uploading them you confirm you are entitled to share them with us for inclusion in your documents. We use uploaded files only to produce your documents and to make them available to you again through your account.
2a. Your document library and company profile
Documents we produce for you, and the files you upload, are stored securely so you can sign in with your email address and re-download them at any time. Subscribers can additionally save a company profile (company details, logo and operative records) which is applied automatically to documents they generate. Files are hosted on our infrastructure provider's storage (Vercel) and are accessible only via your account or the unique links issued to you. You can ask us to delete stored files or your profile at any time via support@builddocs.co.uk.
3. Payments
Payments are processed by Stripe. Your card details are entered on Stripe's secure checkout and never touch our servers. Stripe acts as an independent controller for payment data — see Stripe's privacy policy.
4. AI processing
The job details you supply are sent to Anthropic's Claude API to generate your document. Under Anthropic's commercial API terms this data is not used to train their models. Uploaded images (logo and competency cards) are not sent to the AI — they are placed into the finished document by our own systems. Only include personal data in the free-text job description where it is needed for the document (for example a named first aider); avoid anything more than that.
5. Who we share data with
Our processors: Stripe (payments), Anthropic (document generation), Resend (email delivery) and Vercel (hosting). Some processors are based in the United States; transfers are safeguarded by the UK Extension to the EU–US Data Privacy Framework or standard contractual clauses, as applicable. We do not share your data with anyone else unless required by law.
6. Retention
Order records and audit copies of issued documents are kept for six years (limitation and tax purposes), then deleted. You can ask us to delete your data sooner where we have no legal need to keep it.
7. Your rights
You have the right to access, correct, delete and port your personal data, to object to or restrict processing, and to withdraw consent where processing is based on consent. To exercise any right, email support@builddocs.co.uk. You can complain to the Information Commissioner's Office at ico.org.uk if you are unhappy with how we handle your data.
8. Cookies
This site uses only essential cookies (set by Stripe during checkout for fraud prevention). We do not use advertising or analytics cookies. If analytics are added later, this policy and a consent banner will be updated first.