Privacy policy.

1Who we are

1.1 DOCKETFM LTD runs docket and this website. We are registered in England and Wales, company number 17365716, and registered with the Information Commissioner’s Office, registration number ZC208481.

1.2 Contact us about anything in this policy at joe@docketfm.co.uk.

2Two different roles

2.1 For information you give us through this website, such as a booking, we decide how it is used. That makes us the controller.

2.2 For the information your company puts into docket, such as jobs, sites, assets and contacts, your company is the controller. We process it only to provide the service, under the data processing terms in your agreement.

3What we collect on this website

3.1 When you book a demo: your name, company, work email, and phone number if you give it. Unless you have chosen Essential only, we also keep with your booking how you first reached this website (the site that linked you here, any campaign tags in the link, and the first page you saw). We only store this on your device, in the docket-source cookie, after you accept cookies.

3.2 When you visit: whether you arrived from one of our adverts, through the Google Ads tag, only if you agree to it. See our cookie policy.

3.3 We count visits to this website and clicks on buttons such as Book a demo, so we can see what is useful. This uses no cookies and stores nothing on your device. It records the page, the time, the website that sent you (including any campaign or ad click tags), your browser, operating system, screen size, language, device type and approximate location (country, region and town). Your IP address is not stored. The data is held by us, in the EU.

3.4 When you sign up to The Docket: your email address. It is stored with Resend (US) to send The Docket, kept until you unsubscribe, and never used for anything else.

3.5 When you answer the State of FM Admin survey: your answers only. We don’t ask for your name, company or email, we don’t store your IP address and we don’t set a cookie. Answers are held by us, in the EU, and used only for the published report and its raw data.

3.6 When you download a resource: your name, work email, company and job title, plus your phone number, number of engineers and current system if you give them, and which resource you downloaded. It is stored with Resend (US) and in docket’s own system (EU) to send you the resource, and The Docket if you tick the box to get it, and we may contact you about docket.

4Why we use it

4.1 To reply to you, run the demo you booked, and set up your account if you go ahead. The lawful basis is taking steps at your request before a contract, and our legitimate interest in replying to enquiries.

4.2 To measure whether our adverts work, with your consent.

4.3 We do not sell your information, and we only add you to The Docket if you ask to.

5Where it is held

5.1 Your information is held in the EU.

5.2 A few services we rely on process data in the United States. Where a supplier processes data in the US, the transfer is covered by the UK International Data Transfer Addendum in that supplier’s data processing agreement. The full list is: Railway (hosting and database, EU), Cloudflare R2 (file storage and encrypted backups, EU), Sentry (error monitoring, EU), Anthropic (reads emails, voice notes and documents, US), Resend (email, US), Microsoft (Microsoft 365 and Teams, used for demo meetings, UK), Stripe (card payment links on invoices, only if used, US), and GoCardless (Direct Debit billing, UK). Spoken voice notes are turned into text by your phone’s own browser speech service (Google in Chrome, Apple in Safari), which may process them outside the UK. Notifications go through your browser’s push service (Apple, Google or Mozilla), encrypted to your device. Xero or QuickBooks only if your company connects one.

6How long we keep it

6.1 Booking enquiries: up to 12 months after we last spoke, unless you become a customer.

6.2 Customer account information: for as long as you are a customer, then you have 30 days to take a full copy, after which it is deleted from the live system automatically, and gone from backups within a further 35 days.

7Your rights

7.1 You can ask us for a copy of your information, ask us to correct it or delete it, object to how we use it, or ask us to restrict it or move it.

7.2 Email joe@docketfm.co.uk and we will reply within one month, as the law requires.

7.3 If you are unhappy with how we handle your information, you can complain to the Information Commissioner’s Office at ico.org.uk.

8Changes

If this policy changes, we will update the date at the top of this page.