Privacy Policy
Swiftdocs Privacy Policy
Last Updated: 20th June 2025
1. Introduction
Swiftdocs (“we”, “our”, “us”) is committed to protecting the privacy and security of your personal information.
This Privacy Policy explains how we collect, use, store, and share personal data when providing our services, and your rights under UK data protection law.
We comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Swiftdocs is a trading name of Mintup Limited, registered in England and Wales under company number 13503273, with registered office at Suite A4 Skylon Court, Coldnose Road, Rotherwas, Hereford, HR2 6JS.
2. Data We Collect
We may collect and process the following categories of personal data:
2.1 Client Data (B2B Customers)
Contact details (name, job title, email, phone number)
Business information (company name, billing address, payment details)
Login credentials for Swiftdocs accounts
2.2 End-Client Data (Documents & Verification)
Where our clients use Swiftdocs to provide documents and signatures, we may process:
Identification documents (passport, driving licence, ID cards, utility bills, proof of ownership, tenancy agreements, proof of illness documents)
Financial documents (bank statements, payslips, tax returns)
Credit reports
Proof of address documents
ECO4/DWP eligibility data (with consent)
Any notes or metadata provided by clients regarding the documents
3. How We Use Personal Data
We use the information we collect for:
Providing our document collection, chasing, and verification services in addition to digital signatures
Securely transmitting documents to authorised recipients
Fraud detection and prevention
Generating verification summaries and reports
Client account management and billing
Service improvement and troubleshooting
Compliance with legal and regulatory obligations
4. Legal Basis for Processing
We process personal data based on one or more of the following lawful bases:
Contract – processing necessary to provide our services to you or your organisation
Consent – where you have explicitly agreed
Legitimate interests – for improving services and preventing fraud
Legal obligation – to comply with applicable laws and regulations
Provision of Services - to provide our services
5. How We Protect Data
We take security seriously and implement the following safeguards:
End-to-end encryption of documents during upload, storage, and transmission
Encrypted databases with restricted access
Multi-factor authentication for authorised users
Regular security testing and vulnerability scanning
Data minimisation and secure deletion policies
Data and documents stored on UK services
6. Data Sharing
We only share personal data with:
The client organisation who requested the document collection/verification
Third-party service providers necessary for delivering our services (e.g., secure hosting)
Regulators, government bodies, or law enforcement where legally required
We never sell personal data.
7. Electronic Signatures
Where our Services allow you to provide an electronic signature, we collect and securely store your signature as part of the document processing and verification. Your electronic signature is protected through encryption during transmission and storage, and is only used to complete the services you have requested, including providing an audit trail for legal or contractual purposes. We will never use your signature for any other purpose without your explicit consent.
8. Data Retention
Documents and related personal data are retained for the period necessary to fulfil the purpose they were collected for, or as required by law.
Clients may request deletion at any time, subject to legal obligations.
9. International Transfers
Where we transfer data outside the UK, we ensure it is protected with appropriate safeguards, such as UK adequacy regulations or Standard Contractual Clauses. Note uploaded documents are stored in the UK
10. Your Rights
Under UK data protection law, you have the right to:
Access your personal data
Rectify inaccurate data
Erase data (“right to be forgotten”)
Restrict processing
Data portability
Object to processing
Withdraw consent (where processing is based on consent)
To exercise these rights, contact us using the details below.
11. Contact Us
If you have questions about this Privacy Policy or how we handle personal data, contact:
Contact Details
Email: [email protected]
Address: Suite A4 Skylon Court, Coldnose Road, Rotherwas, Hereford, HR2 6JS
Company Phone Number: 0161 524 2519
ICO Registration Number: ZB876264
You have the right to complain to the Information Commissioner’s Office (ICO) if you believe your data protection rights have been breached.
12. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. Any significant changes will be communicated via our website or directly to our clients.