Privacy Policy

Version 1.0 · Effective Date: 02/01/2025

Oxford Data Processes ("we," "us," "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, and share your personal data when you use our services, and your rights under applicable data protection laws, including the UK GDPR and the Data Protection Act 2018.

1. Who We Are

We are Oxford Data Processes, registered in England and Wales under company registration number 15483485 with our registered office at Union House, 111 New Union Street, Coventry, West Midlands, United Kingdom, CV1 2NT.

We act as the data controller for personal data processed through our services, which provide document processing for mortgage brokers via our web-based platform (the "Platform").

2. What Data We Collect

We may collect and process the following types of personal data:

  • Account Information: Name, email address, and payment details.
  • Uploaded Documents: Personal data contained in documents uploaded by users for processing.
  • Usage Data: IP address, device information, and activity logs.
  • Support Interactions: Data you provide during support requests.

3. How We Use Your Data

We process your data to:

  • Provide and maintain our services.
  • Respond to support requests.
  • Improve our services and develop new features.
  • Generate anonymized aggregate insights for industry analysis.

4. Legal Basis for Processing

We process your data under the following legal bases:

  • Contractual Necessity: To provide our services as agreed in our Terms of Use.
  • Legal Obligations: To comply with applicable laws and regulations.
  • Legitimate Interests: To improve our services and protect the security of the Platform.
  • Consent: For optional processing activities, such as data analytics, where required.

5. Children's Privacy

Our services are not intended for individuals under 18 years of age. We do not knowingly collect personal data from minors. If we become aware that personal data from a minor has been provided to us, we will delete it immediately.

6. How We Store Your Data

Documents uploaded to the Platform are stored indefinitely unless you request deletion.

Upon your request, data will be deleted immediately.

Data is stored on secure servers hosted by AWS and Supabase, with encryption at rest and in transit.

7. Data Sharing

We may share your data with the following types of third parties:

  • Service Providers: For hosting, processing, payment processing (e.g., Stripe), and related services.
  • Business Partners: For joint ventures, collaborations, or co-branded services.
  • Legal Authorities: When required by law or to enforce our legal rights.

Data Sales and Rentals

In the future, we may sell or rent certain types of personal data to third parties for their business purposes. Any such data sharing will comply with UK GDPR and be subject to the following safeguards:

  • Transparency: We will clearly disclose the categories of data shared, the identity of third parties (or their categories), and the purposes for data use.
  • Consent: Where required by law, we will obtain explicit consent from you before selling or renting your data. You may withdraw this consent at any time.
  • Opt-Out Rights: You will have the right to object to the sale or rental of your data. Instructions for exercising this right will be included in our communications.
  • Safeguards: We will implement contractual and security measures to ensure your data is used only for the agreed purposes and remains protected.

We may share anonymized or aggregated data (data that cannot identify you) with third parties for research, analytics, or industry insights. This data is not considered personal data under UK GDPR and is not subject to the same restrictions.

You have the right to:

  • Request details of third parties with whom your data has been shared.
  • Object to specific types of data sharing, including sales or rentals.
  • Request that your data not be included in sales or rental arrangements.
Last updated: 10/01/2025