Privacy Policy

Last updated: 13 March 2026

1. Who we are

Residoc is a documentation platform for UK supported housing providers. When this policy refers to "Residoc", "we", "us", or "our", it means the company operating the Residoc platform at residoc.co.uk.

If you have questions about this policy or how we handle your data, contact us at hello@residoc.co.uk.

2. What data we collect

We collect different types of data depending on how you interact with us:

Website visitors

Name, email address, organisation, and role when you submit the contact form or download a resource
Basic analytics data (pages visited, referral source) if you accept cookies

Platform users (support workers, managers, admins)

Name, email address, role, and organisation
Documents created through the platform, including resident information entered during the documentation process
Login activity, IP addresses, and usage logs for security and audit purposes
Digital signatures captured during document completion

3. How we use your data

To provide and operate the Residoc platform
To generate documents based on information provided by authorised staff
To respond to demo requests and enquiries
To send resources you have requested (guides, checklists)
To maintain security, prevent fraud, and produce audit logs
To improve the platform based on aggregated, anonymised usage patterns

We do not sell your data to third parties. We do not use resident data for marketing purposes.

4. Lawful basis for processing

We process personal data under the following lawful bases as defined by UK GDPR:

Contract: Processing platform user data is necessary to deliver the service your organisation has signed up for
Legitimate interest: Processing website visitor data to respond to enquiries and improve our service
Consent: Where you opt in to receive marketing communications or accept cookies

5. Resident data and data controller responsibilities

When a supported housing provider uses Residoc, the provider is the data controller for any resident personal data entered into the platform. Residoc acts as a data processor on behalf of the provider.

We process resident data only as instructed by the provider and in accordance with our Data Processing Agreement (DPA), which is available on request. We do not access, use, or share resident data for any purpose other than delivering the platform service.

6. Where data is stored

All data is processed and stored within the United Kingdom
Documents are stored in encrypted cloud storage using 256-bit AES encryption at rest
All data in transit is encrypted via TLS 1.2 or higher
No resident data leaves UK jurisdiction

7. How long we keep data

Website enquiries: Contact form submissions are retained for up to 24 months, then deleted.

Platform data: Resident documents and user data are retained for the duration of your organisation's subscription. On termination, we provide a full data export and delete all data within 90 days unless a longer retention period is required by law or requested in writing by the provider.

8. Data security

We take the security of your data seriously. Measures include:

256-bit AES encryption for stored documents
TLS encryption for all data in transit
Role-based access controls so staff only see their assigned residents
Signed URLs with time-limited access for document retrieval
Comprehensive audit logging of all platform activity
Regular security reviews and updates

9. Cookies

Our website uses cookies for basic analytics and to remember your preferences. You can accept or decline cookies when you first visit the site. Essential cookies required for the platform to function are always active for logged-in users.

We do not use cookies for advertising or cross-site tracking.

10. Your rights

Under UK GDPR, you have the right to:

Access the personal data we hold about you
Correct inaccurate data
Request deletion of your data
Object to or restrict processing of your data
Request a portable copy of your data
Withdraw consent at any time (where consent is the lawful basis)

To exercise any of these rights, email hello@residoc.co.uk. We will respond within 30 days.

11. Third-party services

We use a limited number of third-party services to operate the platform:

Cloud hosting provider (UK-based) for application and database hosting
Cloud storage provider (UK region) for encrypted document storage
AI language processing for document generation (no resident data is stored by the AI provider or used to train models)

All third-party providers are bound by Data Processing Agreements and process data in accordance with UK GDPR.

12. Children's data

Residoc is a business platform for housing professionals. We do not knowingly collect personal data from children under 16. If resident records involve minors, the housing provider is responsible for ensuring appropriate safeguards are in place as the data controller.

13. Changes to this policy

We may update this privacy policy from time to time. Material changes will be communicated to active platform users by email. The "last updated" date at the top of this page reflects the most recent revision.

14. Complaints

If you are unhappy with how we handle your data, please contact us first at hello@residoc.co.uk. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.