JOBDOCS · THERMAVEX LTD
JobDocs Privacy Notice
How we use information when you visit JobDocs, create an account, prepare documents or contact support.
Updated 30 September 2026 · Version 2026-09-30.1
Who is responsible?
JobDocs is operated by THERMAVEX LTD, trading as JobDocs. We are the controller for account administration, subscriptions, support and website security. Contact support@jobdocs.uk or write to our registered office shown below.
Information we handle
Account and business information includes your name, email, company details, address, contact information, password hash and email confirmation status. Document information includes RAMS and COSHH content, client/site details, logos, saved presets, issued versions and uploaded evidence. Billing information includes your plan, provider subscription references, payment status, paid-through dates and manually recorded payments. We also handle support correspondence, terms acceptance records, admin notes and security/activity information. Web servers may record IP addresses, request times, browser details and requested URLs.
Where information comes from
Most information comes from you, from people acting for your business, or from the payment provider confirming a transaction. Your company may upload information about clients, staff or site contacts. If you appear in a customer document, that customer normally decides why your information is included; contact them first about its use.
Why we use it
We use account and service information to provide the account and document tools you request, perform our contract with you and communicate about the service. Where an employer or business is the account holder, administering its representatives and contacts is also a legitimate interest. Security, abuse prevention, troubleshooting and resolving disputes are legitimate interests in running a reliable service. Financial and statutory records are kept to meet legal obligations. If optional marketing or another consent-based activity is introduced, we will explain it and obtain consent where required. We do not currently offer a marketing opt-in at registration.
Your documents and our role
You control the information entered in your documents and who receives them. Where we host personal data in those documents on behalf of your business, we act as a processor under the data processing provisions in our service terms. We do not use customer documents to train AI models or sell their contents. Avoid uploading unnecessary medical details or other sensitive information.
Who receives information
Our hosting and backup service providers process the information needed to operate and recover JobDocs. IONOS handles outgoing account/support email. PayPal handles PayPal checkout and recurring payments as a payment provider; it has its own privacy notice. Stripe is supported by the software but only receives checkout information if card billing is enabled and used. Cloudflare provides domain/DNS services; any enabled delivery or security services process the technical information needed for those services. Authorised administrators can access information to support customers, control access and investigate issues. We may disclose relevant information to advisers, authorities or others where legally required or necessary to establish or defend claims.
Payments
Checkout is hosted by the chosen payment provider. JobDocs does not collect or store your full card number, card security code or PayPal password. We keep subscription identifiers, status and dates needed to manage access. Payment providers retain their own transaction records under their policies.
Private links
When you create a share link, anyone who obtains it can download the selected issued version and any evidence you explicitly include. Links can expire or be revoked. Revocation stops future access but cannot recall copies already downloaded or forwarded. The shared pages request exclusion from search indexing; possession of the link, rather than recipient identity, authorises access.
How long information is kept
Documents and account details are kept while your account is open, including after a subscription ends, so saved work remains available. Subscription cancellation alone does not close the account or erase documents. Contact support to request account closure or deletion. We will remove information we no longer need, subject to financial, legal and dispute requirements. Financial records are normally retained for six years after the relevant financial year, or longer where a legal obligation or unresolved claim requires it. Security and support records are retained according to their continuing operational or dispute purpose and reviewed when those purposes end. Recovery backups may contain earlier copies until replaced under the applicable backup cycle; they are kept for recovery, not routine access. Ask support for details of the current recovery retention arrangements.
International processing
Some infrastructure and payment/email providers operate internationally. The location and safeguards depend on the provider and service used. Where a restricted transfer requires safeguards, the relevant adequacy arrangements or approved contractual safeguards must apply. Contact support for information about the providers and transfer arrangements relevant to your account.
Your rights
Depending on the circumstances, you may request access, correction, erasure, restriction or portability of personal data, and object to processing based on legitimate interests. If processing relies on consent, you can withdraw it without affecting earlier lawful processing. Email support@jobdocs.uk; we may check identity before disclosing or changing information. We normally respond within one month, with any lawful extension explained. We do not make solely automated decisions with legal or similarly significant effects; subscription access checks apply your payment and access settings.
Questions and complaints
Contact support first so we can investigate. You can also complain to the Information Commissioner’s Office at ico.org.uk. Providing required account and billing details is necessary to operate your account; without them we cannot provide the requested service.
Updates
We will update this notice if our service or processing changes. The published date identifies the current notice; material changes will be brought to account holders’ attention where appropriate.