Privacy Policy

Last updated: 2 August 2026

1. Who We Are

CareDocPro is a care document drafting service for UK domiciliary care providers. We are the data controller for the personal data processed through this application.

ICO Registration Number: C1341570

Contact: hello@caredocpro.com

Website: https://www.caredocpro.com

2. What Data We Collect

We collect and process the following categories of data:

• Account and agency profile information: your sign-in email, agency and contact details, registration references, key staff names and roles, local authority routes, and service details. Signed-in profile data is stored in our hosted database and cached on your device.
• Consent preferences: your analytics and marketing choices, stored locally on your device.
• Anonymous website analytics: if you allow analytics, Plausible records pages visited, referral source, approximate country, browser and device type, and selected conversion events. We do not send names, email addresses, agency details or document contents to Plausible.
• Generation and account records: the document type, title, generation time and plan used may be stored against your account so we can show history and enforce plan allowances. Prompt context is sent to our AI provider to create the requested draft.
• Billing and marketing records: subscription status and payment references from Stripe, and marketing consent or subscriber details when you opt in.

3. Why We Collect It

We process your data for the following purposes:

• Document generation: to populate CQC-aligned care document drafts with your agency's specific details.
• Remembering your preferences: so you don't have to re-enter your agency details every time you generate a document.
• Service improvement: if you allow analytics, to understand which pages and conversion steps are useful and where people leave the service.

4. Legal Basis for Processing

We rely on the following legal bases under UK GDPR:

• Contract (Article 6(1)(b)): to create and manage your account, provide requested generations and administer a paid plan.
• Legitimate interests (Article 6(1)(f)): to secure, maintain and improve the service and prevent misuse.
• Consent (Article 6(1)(a)): for optional analytics and marketing activity. You can withdraw consent at any time by managing your preferences.

5. How Long We Keep It

• Account and agency profile data: kept while your account is active and removed when account closure completes, subject to records we must retain for legal, tax, fraud-prevention or dispute purposes.
• Consent preferences: stored locally until you change them or clear your browser data.
• Generated documents: downloaded PDF or Word files are stored on your device. We retain generation-history metadata against your account; account closure removes that history.

6. Who We Share It With

We share data with the following third parties only as necessary to provide our service:

• Supabase: account authentication and hosted profile, subscription and generation-history records.
• Anthropic: the agency context needed to generate the document you request.
• Stripe: payment and subscription processing. We do not store your full payment-card details.
• MailerLite: email updates only when you opt in to marketing.
• Plausible Analytics: optional, cookie-free website measurement and conversion events after you allow analytics. Plausible processes the request IP address and browser user agent to create a daily rotating identifier, but does not store the raw IP address or user agent.

We do not sell your personal data to any third party. We do not share your data with any other organisations unless required by law.

7. Your Rights

Under UK GDPR, you have the following rights:

• Right of access: you can request a copy of the personal data we hold about you.
• Right to rectification: you can update your agency profile at any time through the Edit Profile screen.
• Right to erasure: signed-in users can use Account settings → Close account. This cancels an active subscription before deleting the account and its profile and generation history. You can also ask us to erase eligible data.
• Right to restriction of processing: you can restrict processing by withdrawing analytics consent or by not using the document generation feature.
• Right to data portability: you can ask for eligible account data in a commonly used format.
• Right to object: you can object to processing by contacting us at hello@caredocpro.com.
• Rights related to automated decision-making: our AI document generation assists you in creating documents but does not make automated decisions that have legal or significant effects on you.

To exercise any of these rights, contact us at hello@caredocpro.com.

8. Cookies and Local Storage

We use browser localStorage and authentication storage on your device, as well as essential hosted account records. The following local storage is used:

Strictly Necessary

• caredocpro_agency_profile: stores your agency details so you don't have to re-enter them each time. Cannot be disabled as it is essential for the service to function.
• caredocpro_cookie_consent: stores your analytics preference and the timestamp of your choice.

Analytics (optional, requires consent)

CareDocPro uses Plausible Analytics only after you choose Allow analytics. Plausible does not set analytics cookies or use local storage. It records anonymous page visits and selected conversion events such as CTA clicks, free-policy starts and completions, checkout starts and confirmed payments. Event properties are limited to the page path, plan and document type. Names, email addresses, agency details, payment details and document contents are not sent.

Marketing (optional, requires consent)

If you consent to marketing, we may use this to show you relevant information about CareDocPro features and updates. No marketing tools are currently active. When implemented, this section will be updated with specific details.

You can change your analytics preference at any time. Manage analytics preferences

9. Changes to This Policy

We may update this privacy policy from time to time. Any changes will be posted on this page with an updated "Last updated" date. We encourage you to review this policy periodically. Continued use of the service after changes constitutes acceptance of the updated policy.

10. Contact and Complaints

If you have any questions about this privacy policy or our data practices, please contact us:

• Email: hello@caredocpro.com
• Website: https://www.caredocpro.com

If you are not satisfied with our response, you have the right to complain to the Information Commissioner's Office (ICO):

• ICO website: https://ico.org.uk
• ICO helpline: 0303 123 1113
• Our ICO registration number: C1341570