Privacy Policy

Effective date: 12 March 2026

Last updated: 6 October 2026

1. Introduction

Sweet Docs Ltd trading as SweetFA (“we”, “us”, “our”) is the data controller for the personal data described in this policy. Sweet Docs Ltd is registered in England and Wales under company number 17081987 and is registered with the Information Commissioner's Office under reference ZC104490.

This policy explains how we collect, use, and protect your personal data when you use the SweetFA invoicing service on web or WhatsApp, including any other messaging service connected to an existing account.

2. Data We Collect

• Business Details: Business name, address, email, bank details (sort code, account number), VAT number (if applicable), and trade type.
• Customer Details: Names and addresses of the customers you invoice through our service.
• Invoice Data: Line items, amounts, dates, and PDF documents generated through the service.
• Conversation History: Messages exchanged with our bot via WhatsApp, web chat, or another messaging service connected to your account.
• Usage Data: How you interact with the service, pages visited, and errors encountered.

3. How We Use Your Data

• To create and send invoices, quotes, and other documents on your behalf.
• To store your business details so future invoices are faster.
• To improve the accuracy and experience of our service.
• We do not sell your personal data. We share personal data only where needed to run the service, process payments, deliver messages, host infrastructure, and comply with legal obligations.

4. Third-Party Services

• We use Supabase for secure data storage, database hosting, and authentication.
• We use Stripe for payment processing when you purchase credits. Stripe handles your payment details directly; we do not store card numbers.
• When you use SweetFA through WhatsApp or another connected messaging service, the relevant messaging provider also processes message content and delivery metadata under its own terms and privacy arrangements. For WhatsApp delivery this includes Meta Platforms group entities.

5. Data Retention

If you delete your account, your personal data is held for up to 90 days in backup and deletion queues before being permanently removed, except where we are legally required to retain it longer. Invoice and financial records are retained for 6 years from creation to meet HMRC record-keeping requirements, even after account deletion.

Inactive lead accounts (those that never accepted terms) are cleaned up after 90 days of inactivity.

6. Your Rights

Under the UK GDPR, you have the right to access, rectify, or erase your personal data. You can delete your account from Settings or by saying “delete my account” in chat. For other requests, email support@sweetdocs.co.uk.

You also have the right to complain to the Information Commissioner if you believe your personal data has been handled unlawfully or unfairly.

Registered with the ICO - ZC104490.