Last updated: 22 September 2026

This notice explains what personal information Remit Docs collects, why, and what you can do about it. It is written to meet the UK GDPR and the Data Protection Act 2018.

1. WHO IS RESPONSIBLE FOR YOUR DATA

The data controller is Craig Hallsworth, a sole trader trading as Remit Docs. Address: First Floor, Swan Buildings, 20 Swan Street, Manchester, M4 5JW. Email: Remitdocs@outlook.com

Craig Hallsworth is registered with the Information Commissioner’s Office as a data controller. Registration reference: ZC252957.

There is no separate data protection officer; Craig Hallsworth deals with all data protection questions personally.

2. WHAT WE COLLECT

If you buy a digital download: your name and email address; your billing country and any billing address details you give at checkout; your order details; and partial card details held by the payment provider. We never see or store your full card number.

If you order the RAMS service, or complete an intake form: your name, email address and telephone number; your company or trading name and your role; and the job details you choose to give us - site name and address, client or principal contractor name, the activity or scope of works, programme dates, access arrangements, site hazards, asbestos survey status, plant and equipment, and named operatives or supervisors where you supply them. Also any documents you send us, such as drawings, specifications, existing RAMS, survey reports or permits.

Some of this can be personal data about other people - your employees, operatives or contacts. If you send us their details, please only send what is needed, and please make sure they know their information has been shared with a supplier.

If you email us: your email address and the content of your message. If you sign up for our mailing list: your name and email address, and a record of when and how you consented.

We do not ask for special category data such as health or ethnicity. Please do not send it. If a document you send us happens to include it, for example an operative's medical restriction, we will hold it only as long as needed for the job and will not use it for anything else.

3. WHY WE USE IT, AND OUR LAWFUL BASIS

To perform our contract with you: delivering a download and dealing with download problems; delivering the RAMS service, including asking questions and sending drafts and revisions; and taking payment and issuing an invoice or receipt.

Because the law requires it: keeping sales and purchase records, invoices and accounts for HMRC.

Because we have a legitimate interest in running and protecting the business: keeping a copy of completed job files and the instructions behind them, so we can answer later queries and defend a claim if one is made; replying to your emails and enquiries; and shop analytics to see what sells.

Marketing: we may email existing customers about similar products under the soft opt-in in PECR, with an unsubscribe link in every email. If you signed up but have not bought, we email you only with your consent.

Where we rely on consent, you can withdraw it at any time. Where we rely on legitimate interests, you can object - see section 6.

4. WHO WE SHARE IT WITH

We use a small number of suppliers. Payhip runs our shop and checkout, takes payment, delivers files and handles overseas sales tax as seller of record; it holds your name, email and order data and has its own privacy policy. The payment processors used by Payhip, currently Stripe and/or PayPal, handle card and PayPal payments; they handle card data, we do not. Google hosts our intake form and working job files. Microsoft provides our business email. Our accountant or bookkeeper, if one is engaged, sees invoices and sales records but not job content. Our insurers and, if ever needed, our legal advisers would be involved only if a claim or dispute arises. HMRC and other authorities only where the law requires it.

We do not sell your data, and we do not share it for anyone else's marketing.

Some suppliers store data outside the UK, including in the United States. Where that happens, the transfer is covered by the UK's approved safeguards - normally the UK International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses, or a UK adequacy decision including the UK Extension to the EU-US Data Privacy Framework where the supplier is certified. You can ask us for details.

5. HOW LONG WE KEEP IT

Sales records, invoices, receipts and accounting records: 6 years after the end of the tax year they relate to, to meet HMRC record-keeping requirements for a self-employed business.

Completed RAMS job files, the intake form and the correspondence behind them: 15 years from delivery. These documents concern site safety. A claim for negligence or breach of contract can be brought up to 6 years after the event under the Limitation Act 1980, but personal injury claims run for three years from the date of knowledge, and occupational ill-health from exposure to a substance can surface decades later, with the court able to disapply the time limit altogether. If someone later says a document we drafted was wrong, we need the file that shows what we were told and what we produced.

Download customer records: 6 years after the last purchase, consistent with the periods above. Mailing list data: until you unsubscribe, plus a suppression record so we do not email you again. General enquiry emails that lead nowhere: 12 months.

After these periods we delete the data or, in some cases, anonymise it so it is no longer about you.

6. YOUR RIGHTS

Under the UK GDPR you can ask us to give you a copy of the personal data we hold about you; correct anything wrong or incomplete; delete it, where we no longer need it and no legal obligation requires us to keep it; restrict how we use it while a dispute is sorted out; port it to you or another supplier in a machine-readable format; object to processing based on legitimate interests; and stop marketing to you. That last one is absolute, we must comply, and there is an unsubscribe link in every marketing email.

To exercise any of these, email Remitdocs@outlook.com. We will respond within one month. It is free. We may ask you to confirm who you are before we release anything. Note that where we are required by law to keep records, accounting records in particular, we cannot delete them on request.

7. COOKIES

Our shop is hosted by Payhip, which sets cookies needed to run the checkout and basket, and may set analytics cookies. Cookies that are strictly necessary to provide the service you asked for do not need your consent; others do, and Payhip presents its own cookie notice. You can block or delete cookies through your browser settings, but the checkout may not work properly if you block the essential ones.

8. COMPLAINTS

If you are unhappy with how we have handled your data, please tell us first at Remitdocs@outlook.com so we can put it right.

You can also complain to the UK regulator: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF. Helpline 0303 123 1113. Website ico.org.uk. You have the right to complain to the ICO without going to us first.

9. CHANGES

We will update this notice if what we do changes. The date at the top shows the current version.