Privacy notice

Who we are

PayDocs (“we”, “us”) decides how the personal data described here is used. Questions about privacy, and requests about your data, go to support@paydocs.co.

Using PayDocs without an account

The generators and calculators work in your browser. The figures you type stay on your device while you work and aren't sent to us or stored unless you sign in and save.

What we collect and why

• Account: your email address and password. Passwords are stored only in hashed form by our authentication provider; we never see them. Used to create and secure your account.
• Workspace: what you save — your organization's name, employer names and addresses, employee names and references, pay figures, notes, the documents you create, and the confirmations you give before saving (that you're authorized and the figures are accurate), with the version of the wording you saw. Used to provide the service.
• Purchases: what you bought, the amount, currency, date and status. Payments are handled by Stripe; we don't receive your full card number. Used to release what you paid for and to keep accounting records.
• Emails: we send account emails (such as confirming your address) and, after a purchase, a message that your document is ready. These contain no names or amounts from your documents.
• Security: your IP address, used in a keyed, pseudonymous form to limit repeated attempts at signing in, saving, ordering and downloading, and in our hosting provider's short-lived server logs.
• Support: the messages you send to support@paydocs.co and our replies.

Details about other people

When you enter an employee's or someone else's details, you decide what is entered and why, and you confirm you're authorized to prepare their pay records. We process those details only to provide PayDocs to you. Please don't enter full Social Security numbers, National Insurance numbers or bank details; PayDocs doesn't need them.

Legal bases (UK and EU)

• Contract: to provide your account, workspace, documents and purchases.
• Legitimate interests: to keep the service secure and prevent misuse, and to answer support messages.
• Legal obligation: to keep purchase and accounting records.

Who processes data for us

• Vercel — hosts the website and application, and provides cookieless visit and page-speed statistics.
• Supabase — database, sign-in and private file storage.
• Stripe — takes payments.
• Resend — sends account and document-ready emails.

We don't sell personal data, and we don't use it for advertising. Some of these providers are based in the United States; where data leaves the UK or EU, they rely on the safeguards the law requires, such as standard contractual clauses.

How long we keep it

• Your account and workspace: while your account is open. If you ask us to close it, we delete them within 30 days.
• Issued documents: kept unchanged in your workspace so you can download them again, and deleted with your account.
• Purchase records: 6 years, for tax and accounting.
• Security records: only as long as needed to limit repeated attempts.

Your rights

Depending on where you live, you can ask for a copy of your data, for it to be corrected or deleted, to restrict or object to how it's used, or to receive it in a portable form. Email support@paydocs.co from the address on your account. We'll reply within one month.

In the UK you can complain to the Information Commissioner's Office (ico.org.uk); in the EU, to your local data protection authority. We'd like the chance to help first.

Cookies

We use only the cookies needed to keep you signed in and to complete sign-in securely. We don't use advertising or third-party tracking cookies.

We count visits to public pages with Vercel Web Analytics and measure page speed with Vercel Speed Insights. Neither uses cookies or identifies you; the workspace, sign-in and checkout pages aren't counted, and page addresses are sent without any reference numbers.

Children

PayDocs is for adults preparing pay records. It isn't intended for anyone under 18.

Changes

If we change this notice, we'll update the date below and, for significant changes, tell account holders by email. This notice takes effect on 26 September 2026.