Cookies & Privacy Policy

Privacy Policy – My Safe Docs Ltd

Last Updated: 22nd June 2026

1. Introduction

My Safe Docs Ltd (“we,” “our,” or “us”) is committed to protecting your privacy. This Privacy Policy outlines how we collect, use, store, and disclose your personal information when you use our services, including how that information may be accessed by police forces and, where you choose to enable it, by insurers and other verified commercial partners.

2. Information We Collect

We collect the following types of information:

• Account information such as your name, email address, and payment details.

• Asset data including descriptions, photographs, serial numbers, identifying marks, receipts, warranties, and proof of ownership.

• Incident data such as crime reference numbers, dates, locations, and incident descriptions where you report an item as lost or stolen.

• Usage data including IP addresses, browser type, and access times.

3. How We Use Your Information

We use your information to:

• Provide services including account creation, payment processing via Stripe, and secure storage of your documents and asset records.

• Support recovery and crime prevention by enabling identification and recovery of registered items reported as lost or stolen, including through controlled police access (see Section 5).

• Improve our services by analysing usage to enhance user experience and website functionality.

• Communicate with you regarding updates, newsletters, and enquiries.

4. Lawful Basis for Processing

My Safe Docs Ltd operates a controlled, read‑only police access system to support the prevention, investigation, and recovery of stolen property.

• Authorised police officers, verified under a signed Information Sharing Agreement with their force or national unit, may search and view registered asset records, including identifying marks and owner contact details, for the purpose of theft investigation and recovery.

• This access is free of charge to police forces and operates independently of any setting on your account. It cannot be disabled because it is provided on a legal basis that does not depend on your consent.

• All police access is authenticated, logged, and auditable. Police users have read‑only access and cannot modify or delete your records.

• Once a police officer accesses your data for a law enforcement purpose, that officer’s force becomes responsible for that data under Part 3 of the Data Protection Act 2018. Questions about how a specific force has used your data should be directed to that force.

6. Insurer and Commercial Partner Access (Optional)

Separately from police access, you can choose to make selected asset records visible to verified insurers and commercial partners, for example for claims validation or second‑hand purchase verification.

• This feature is off by default. You must actively switch it on for it to apply to any given asset.

• Where enabled, verified partners can search relevant fields such as serial number, identifying marks, and stolen status to confirm an item’s registration and ownership status. They cannot see your full account or contact details unless you separately authorise this.

• My Safe Docs Ltd charges partners, not you, for this access.

• You can withdraw this consent at any time through your account settings, which will remove the relevant assets from partner searches going forward.

7. Data Storage and Security

Your data is stored on secure UK‑based servers with encryption at rest and in transit. We implement industry‑standard security measures to protect your information from unauthorised access, alteration, or disclosure. My Safe Docs Ltd holds Cyber Essentials Plus and IASME Cyber Assurance Level One certification and is accredited under the Secured by Design Property & Asset Marking scheme.

My Safe Docs Ltd is registered with the Information Commissioner’s Office.

Information Commissioner’s Office Wycliffe House Water Lane Wilmslow Cheshire SK9 5AF

Telephone: 0303 123 1113 Fax: 01625 524510

8. Data Retention

• Asset records are retained for the duration of your account.

• Incident records are retained in line with our published retention schedule (typically 6–7 years) to support ongoing investigations.

• Access logs are retained for audit and compliance purposes.

9. Third‑Party Services

We use third‑party services including:

• Stripe for payment processing.

• Google Site Kit for analytics and performance tracking.

• Elementor and WooCommerce for website design and e‑commerce functionality.

These services may collect and process your data under their own privacy policies.

10. Cookies and Tracking Technologies

We use cookies and similar technologies to enhance your experience. For detailed information, please refer to our Cookie Policy.

11. Your Rights

Depending on your jurisdiction, you may have rights such as accessing, correcting, porting, or requesting erasure of your personal data, subject to legal and investigative constraints, for example where a record forms part of an active police investigation. To exercise these rights, contact us at [email address].

Where your data has already been accessed by a police force for a law enforcement purpose, requests relating to that specific processing should be directed to the relevant force, which acts as data controller for its own use of the data.

12. Changes to This Policy

We may update this Privacy Policy periodically. We will notify you of significant changes by posting the new policy on our website.

13. Contact Us

For questions or concerns about this Privacy Policy, please contact us at:

My Safe Docs Ltd 167 – 169 Great Portland Street Fifth Floor London W1W 5PF