Privacy Policy
Last updated: August 2026
This policy explains what personal data Signed Docs Republic (“we”, “our”, “the site”) collects, why we collect it, and the rights you have over it. We keep things simple: we collect as little as possible, and we never sell your data.
The short version
- Most tools run entirely in your browser and send us nothing.
- We only hold data you deliberately give us: an account, newsletter email, or AI-tool input.
- Text you enter into the AI Coach or AI Proposal Writer is sent to a third-party AI provider to generate a response — see AI Disclosure.
- Analytics only runs if you click “Accept” on the cookie banner (see Cookie Policy).
- You can ask us to delete your data at any time.
Data we collect
- Account data (if you register): name/email/credentials needed to log in and save your Coach conversations.
- Coach conversations: messages you send and the AI replies, stored so you can revisit them from your account.
- Proposal Writer input: job posting text, and any CV or portfolio links you paste. Used only to generate your proposal and not stored on our servers.
- Newsletter: your email address, if you subscribe. You can unsubscribe at any time.
- Analytics (Google Analytics 4, G-Y09JLWLP7T): anonymous usage stats, but only after you accept cookies.
- Technical data: standard server logs (IP address, user agent) for security and abuse prevention, including rate-limiting.
How we use your data
- To provide and improve the tools you use (account, coach, proposal writer).
- To send the newsletter only if you asked for it.
- To protect the site against abuse and technical faults.
AI tools & third-party processing
Both AI tools send your input to a third-party large language model provider (DeepSeek V4 Flash, accessed via our infrastructure) to generate responses. This means anything you type into an AI tool leaves your browser and is processed by a third-party service. We do not use your input to train models, and we do not sell it.
Please do not enter sensitive data (passwords, financial account numbers, health information, confidential client material) into the AI tools. If you need to refer to such information in a proposal, describe it in general terms instead of pasting the raw data.
Legal bases (GDPR/UK GDPR)
- Consent: newsletter signup, analytics cookies, and the optional account.
- Contract: providing the service you signed up for.
- Legitimate interests: security, abuse prevention, and improving the site, balanced against your privacy rights.
Retention
- Account data and Coach conversations: kept while your account is active; deleted when you close it or ask us to.
- Proposal inputs: not stored (streamed and discarded).
- Server logs: retained for a limited period (typically up to 30 days) for security purposes.
- Newsletter email: until you unsubscribe.
Your rights
Depending on where you live (in particular the EU/EEA and the UK), you have the right to:
- Access the personal data we hold about you.
- Rectify inaccurate data.
- Erase your data (“right to be forgotten”).
- Restrict or object to processing.
- Data portability — receive your data in a machine-readable format.
- Withdraw consent at any time, without affecting the lawfulness of processing before withdrawal.
- Complain to your local supervisory authority (e.g. the national data protection authority in your country).
To exercise any of these rights, email admin@signeddocsrepublic.com. We respond within 30 days.
International transfers
Our server is hosted in the EU, but third-party service providers (AI model provider, analytics) may process data outside the EU/EEA. Where transfers occur, we rely on appropriate safeguards such as the EU Standard Contractual Clauses or the provider’s certification under the EU-US Data Privacy Framework.
Cookies
We use cookies and local storage only as described in our Cookie Policy. Analytics is consent-gated; there are no advertising cookies.
Children
The site is intended for adults (18+). We do not knowingly collect data from children.
Security
We use HTTPS throughout, limit what we store, and restrict server access. No method of transmission is 100% secure, but we take reasonable measures to protect your data.
Changes to this policy
If we change how we handle data, we will update this page and, where required, ask for fresh consent.
Contact
Data controller: Signed Docs Republic. Questions or requests: admin@signeddocsrepublic.com.