What we store and why.

This website is operated by Sortx Software Ltd, a private limited company registered in the UK (company number 17132612), registered office Flat 9 Lowood House, Bewley Street, London, E1 0BT, England. You can contact us about privacy at hello@docwise.uk.

What we collect when you join the waitlist

When you enter your email address to join the waitlist or the design group, we save a lead record immediately so you are never lost, even if you do not finish the form. Your email address is required. The design-group form also requires an answer about what you would most want DocWise to do. The remaining questions are optional and you can skip them.

The lead record can contain: your email address; the page and form you used; your name, company and website if you give them; your role, team size, industry and the kind of document you would review first; what you use today and what hurts most; when you would want to use DocWise and your expected budget range; whether you want to join the design group and, if so, your answer about what you would most want DocWise to do; how you heard about us; and whether you have opted in to marketing emails.

We also record technical information with the lead: the page and form you came from, your browser user agent, a one-way hash of your IP address, the referring page, any UTM campaign parameters, a referral code if someone shared a link with you, and the time the record was created and updated. The hashed IP address is stored on the lead record so we can prevent abuse and rate-limit submissions without keeping your raw IP address, and it is kept for as long as the lead record.

Separately from the lead record, signup attempts that pass validation and are below the hourly cap are written to a short-lived attempt log, whether the email address is new or already registered. Invalid submissions, submissions caught by our spam trap and attempts at or above the cap are not added to this log. It holds only the one-way hash of the IP address, the product and the time. It carries no email address and nothing that identifies you directly. We use it to cap how many signups one connection can make in an hour. It is kept for a short period, up to two days, and then removed by our retention process.

Where it is stored

Leads are stored in our own PocketBase instance, a database we run on our own server. We do not use a third-party CRM and we do not sell your details. The website itself is hosted on Vercel.

Emails we send you

When you join, we send a confirmation email to your address and a notification to our own team. If you complete the form we send a second notification to our team. Emails are sent through Purelymail using SMTP. You can reply to any of our emails to ask us to stop contacting you or to delete your details.

Cookies, analytics and advertising

Before you choose, we do not set analytics or advertising cookies and we do not load any third-party tracking scripts. When you first visit we show a consent banner. Your choice is stored in your browser's local storage under the key docwise:consent, not in a cookie.

If you accept, we load Google Tag Manager and Google Analytics 4 with Google Consent Mode v2 (analytics and advertising storage default to denied until you accept), the Meta Pixel, Microsoft Clarity and the Microsoft Advertising UET tag. These help us measure which traffic sources reach the site and how people use it, and they may set cookies or similar identifiers. If you decline, none of these load.

You can change your choice at any time using the "Cookie choices" link in the footer. Withdrawing consent takes effect immediately: we tell Google to deny analytics and advertising storage, revoke consent with Meta, deny advertising storage with Microsoft, stop the Clarity recording and remove the vendor scripts from the page, without waiting for a reload. Cookies those vendors have already set stay in your browser until you clear them there. Declining analytics and advertising does not affect your waitlist place.

Lawful bases

We process the details you give us to respond to your interest in DocWise on the basis of your consent and our legitimate interest in developing the product. We rely on your consent for marketing emails and for analytics and advertising cookies, and you can withdraw that consent at any time. We use the hashed IP address and rate limiting on the basis of our legitimate interest in preventing abuse.

How long we keep it

We keep waitlist and design group details while DocWise is in planning and for as long as we have a reason to contact you about it. You can ask us to delete your record at any time and we will do so promptly.

Your rights

You have the right to access the personal data we hold about you, to have it corrected, to have it deleted, to object to or restrict our processing, and to withdraw consent. To exercise any of these, email hello@docwise.uk. You also have the right to complain to the UK Information Commissioner's Office (ICO).

Children

DocWise is a business product and this website is not intended for children. We do not knowingly collect details from children.

Changes

If we change how this website handles data, we will update this page. This page describes the website as it is today.