Dayspring Software: Privacy Policy

1. Introduction

This Privacy Policy explains how Dayspring Software Limited (“we”, “us”, “our”) collects, uses, and protects personal data when you access our website and use our services.

We are a company incorporated in England and Wales with company registration number 16106128, and act as the data controller for the purposes of the UK General Data Protection Regulation (UK GDPR) and other applicable data protection legislation. We are registered with the Information Commissioner's Office (ICO) under registration number ZC019139.

We are committed to handling your personal data lawfully, fairly, and transparently. If you have questions about this Privacy Policy or the way we process your personal data, please contact us at compliance@dayspringsoftware.com.

2. Scope of this Policy

This Privacy Policy applies to personal data collected through our website, platform, and any related services. It does not apply to third-party websites or services that may be linked from our website.

3. Personal Data We Collect

We may collect and process the following categories of personal data:

• Identity Data: Name, job title, company name, company size.
• Contact Data: Email address, phone number, work address.
• Account Data: Login credentials, usage logs.
• Technical Data: IP address, browser type, browser preferences, device information.
• Marketing Data: Preferences, interactions with our communications.
• Payment Data: Billing address and limited payment details (e.g. last four digits of your card number), where applicable. Full payment information such as credit or debit card numbers is processed securely by our third-party payment provider and is not stored or accessible by us.
• Content Data: Documents, files, and other content you upload, create, or store within the platform, including where you use AI-assisted features. This content may incidentally contain personal data about you or third parties (e.g. named individuals referenced in a document).
  

We do not intentionally collect special category data unless explicitly required and with your consent.

4. How We Collect Personal Data

We collect personal data:

• Directly from you (e.g. when you register, contact us, or use our services).
• Automatically through cookies and analytics tools.
• From our third-party payment processor, Stripe, which we use to process payments on our behalf. Stripe may share limited billing-related information with us (e.g. the last four digits of the card used to pay for your subscription), but does not share full billing information with us.

5. How We Use Personal Data

Some personal data is required for us to provide our services to you. Where data is required in this way, we will indicate this at the point of collection; if you choose not to provide it, you may not be able to use our services.

We use personal data for the following purposes:

• To provide and maintain our services.
• To manage user accounts and respond to enquiries.
• To send service-related and marketing communications (where permitted).
• To comply with legal obligations.

Our lawful bases for processing include:

• Performance of a contract.
• Legitimate interests: specifically, our interests in keeping our platform secure and operating reliably, preventing fraud and misuse, and understanding how customers use our services so we can maintain and improve them. Where we rely on legitimate interests, we have assessed that these interests are not overridden by your rights and freedoms.
• Consent (for marketing communications).
• Compliance with legal obligations.

7. International Data Transfers

Where personal data is transferred outside the UK or EEA, we ensure appropriate safeguards are in place, such as:

• UK Standard Contractual Clauses (SCCs).
• Adequacy decisions.
• Data Processing Agreements.

8. Data Retention

We retain personal data only for so long as necessary to

• Fulfil the purposes outlined in this policy.
• Comply with legal obligations.
• Resolve disputes and enforce agreements.

You may request deletion of your data at any time (see Section 10).

Documents and content you upload are retained in our storage for as long as your account remains active, or as otherwise specified in our Terms of Service, and are deleted in line with our standard deletion procedures on account closure or upon request.

9. Security Measures

We implement appropriate technical and organisational measures to protect personal data, including:

• Encryption in transit and at rest.
• Role-based access controls.
• Secure development practices.
• Regular monitoring and audits.

10. AI-Assisted Features

Documents and content you upload are stored securely within our platform. When you use AI-assisted features, such as comparing versions of a document and summarising the changes between them, relevant content is processed using third-party AI infrastructure on our behalf. In using these features:

• Your document content is retained as described in Section 8 (Data Retention), and is only sent for AI processing at the point you use an AI-assisted feature.
• Content sent for AI processing is not retained by our AI infrastructure providers, or within our own systems, beyond the time needed to generate a response. We retain only non-content technical metrics (e.g. latency, token counts) and, for failed requests, error metadata (e.g. error codes, timestamps) — not the document content or prompt itself.
• Access to your content is technically restricted and automated; our staff do not routinely access or review your document content as part of normal operations.

11. Your Rights Under UK GDPR

You have the following rights:

• Right to access your personal data.
• Right to rectification.
• Right to erasure (“right to be forgotten”).
• Right to restrict processing.
• Right of data portability.
• Right to object to processing.
• Right to withdraw consent (where applicable).

12. Cookies and Tracking Technologies

We use cookies and similar technologies to enhance your experience. You can manage your preferences via our Cookie Settings Page. For more information, please refer to our Cookie Policy.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page and, where appropriate, notified to you via email or through our platform.

14. Contact Us and Complaints

If you have any questions about this Privacy Policy or how we handle your personal data, you can contact us at compliance@dayspringsoftware.com.

If you believe we have not handled your personal data in accordance with applicable data protection laws, you have the legal right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection.

We encourage individuals to raise any concerns with us directly in the first instance. We are committed to responding promptly and fairly to all data protection requests and complaints. To help us investigate effectively, please ensure your request or complaint includes sufficient detail and any relevant supporting information. We reserve the right to request clarification or additional information where necessary to verify and respond appropriately. We may also refuse to comply with a request, or charge a reasonable fee, if it is manifestly unfounded or excessive, in accordance with UK GDPR.