Privacy policy

1. Who we are

Datahone (“Datahone”, “we”, “us”) operates datahone.com and the Datahone document-parsing service.

For questions about this policy or to exercise any right described below, contact [email protected].

2. Two different roles

This distinction determines which rules apply, so it comes first.

• For your account data — name, email, billing details, usage records — we are the controller. We decide why and how it is processed.
• For the documents you upload and the data extracted from them we are a processor. You remain the controller. We act on your instructions, given through your use of the service and any data processing agreement between us.

3. What we collect

Account and billing data

• Name, work email address, and organisation name.
• Authentication data handled by our identity provider — we never store your password.
• Billing records: plan, invoices, and payment status. Card details are handled entirely by our payment processor and never reach our systems.

Document data

• The files you upload or send to a Datahone intake address.
• The structured data extracted from them, including confidence scores.
• Any personal data those documents happen to contain. We do not choose what is in your documents — you do — so please only send us what you have a lawful basis to send.

Technical and usage data

• Log data: IP address, browser and device type, timestamps, and pages requested.
• Operational telemetry used to detect errors and keep the service healthy.
• Page counts and processing volumes, used for billing and quota enforcement.

4. Why we process it, and on what basis

5. What we do not do

• We do not train models on your documents or extractions. Your content is used to produce your output and for nothing else.
• We do not sell personal data, and we do not share it with advertisers or data brokers.
• We do not read your documents except where you explicitly ask us to investigate a support issue, and then only to the extent needed to resolve it.

6. Where your data lives

Documents, extractions, and account records are stored on infrastructure located in the European Union. Data is encrypted in transit and at rest.

AI extraction is the exception, and you should know about it. To read a document and turn it into structured data we send its text and page content to an AI provider that processes outside the UK and EEA — currently Google (Gemini API), with OpenAI in the United States as a fallback when the primary provider is unavailable. Those transfers are covered by Standard Contractual Clauses together with the UK International Data Transfer Addendum.

Where any other sub-processor operates outside the UK or EEA, the same safeguards apply, or an adequacy decision covers the transfer. Who our sub-processors are and what each one receives is listed on the data and security page. Some processing locations on that page are still being confirmed and are marked as such; email us at the address above for the current position on any of them. We add a provider to that list before it starts processing data.

7. How long we keep things

You can delete a document at any time from the dashboard, and you can shorten your retention window whenever you like. Deletion removes the file and its extractions from live storage; encrypted backups age out on their own cycle within 35 days.

8. Your rights

Under UK GDPR you may ask us to:

• Give you a copy of the personal data we hold about you.
• Correct anything inaccurate.
• Delete your data, where no legal obligation requires us to keep it.
• Restrict or object to a particular kind of processing.
• Provide your data in a portable, machine-readable format.
• Withdraw consent for marketing email, at any time, without giving a reason.

Write to [email protected] and we will respond within one month. If you are unhappy with how we have handled a request you can complain to the Information Commissioner’s Office at ico.org.uk.

If the personal data in question sits inside a document uploaded by one of our customers, they are the controller — we will pass your request to them and support them in answering it.

9. Cookies and analytics

Strictly necessary cookies

These keep the service working and cannot be switched off: a session cookie to keep you signed in, a cookie recording your language preference, and security cookies that protect against cross-site request forgery.

Analytics — only if you say yes

We ask before we measure anything. On your first visit you are asked whether we may use analytics. Until you accept, no analytics cookie is set and no identifier is sent anywhere. Declining, or closing the notice, is recorded as a refusal and we do not ask again for 182 days.

If you accept, we use Google Analytics 4 to understand how people find and move through this site — which pages they arrive on, which they leave from, and roughly where in the world they are. It sets cookies in your browser (named _ga and similar) that identify your browser, not you by name, and it is set to retain that data for the shortest period Google offers.

Your answer is remembered in a small cookie called cc_cookie. That one is strictly necessary — without it we could not honour your choice — and it holds nothing but the choice itself. You can change your mind at any time using the “Cookie preferences” link at the bottom of any page. Withdrawing is as easy as giving, and turning analytics off deletes the cookies it set.

We use this to decide what to write and what to fix. We do not use it to build advertising profiles, we have not enabled Google Signals or ad personalisation, and we do not share analytics data with advertisers or data brokers. Google acts as our processor for it.

You can also opt out with Google’s browser opt-out add-on, or by blocking analytics cookies in your browser settings. Nothing on the site depends on them, so blocking them will not break anything.

Analytics runs on our public pages only. It is not loaded anywhere inside your account — not the dashboard, not your documents, not the review queue. Google therefore receives nothing about what you process with Datahone: no document content, no extracted data, no file names, and no page addresses from the signed-in application. The one exception is the sign-up page, which we measure to know how many visitors start an account; it contains no personal data beyond what you type into it, and what you type is not sent to Google.

We do not use advertising cookies and we run no third-party advertising pixels.

10. Security

Access to production systems is restricted, authenticated, and logged. Data is encrypted in transit and at rest, and every customer’s data is isolated at the database level so one account cannot reach another’s. Extracted content passes a personal-data scan before it leaves your tenant. The data and security page sets out our posture in full.

No system is perfectly secure. If a breach affects your personal data we will notify the ICO within 72 hours where required, and tell you without undue delay.

11. Children

Datahone is a business tool and is not directed at anyone under 18. We do not knowingly collect personal data from children.

12. Changes to this policy

If we make a material change we will email account holders before it takes effect. The date at the top of this page always reflects the current version.