Privacy notice

Pilot version. Codex Software Solutions Ltd is the data controller for account data and the data processor for the evidence you upload.

What we collect

Account data: your name, job title, work email and a hashed password. Workspace data: your service name and type, evidence titles and dates, files you upload, self-assessment status. Survey responses: agree or disagree answers and an optional comment, with no names or contact details.

What you must not upload

Documents that identify patients or people who use your service. Remove names, NHS numbers, dates of birth and addresses before uploading.

Where it is stored

In a PostgreSQL database hosted in the UK or EU, and served through Vercel. Files are stored in the same database and are only available to signed-in users of your workspace.

How long we keep it

Until you delete it, or 90 days after you close your account.

Your rights

Ask for a copy, correction or deletion of your data by emailing the address on codex-soft.com.

Who we share it with

When someone creates an account or joins a workspace, we send their name, job title, work email and service name to our team through Telegram so we can welcome them and support the pilot. We do not share your data for marketing.

Cookies and analytics

On our public pages we use Google Analytics 4 to understand which pages and buttons are used, such as which templates are opened and whether a report is downloaded. Analytics cookies are set only if you accept them in the cookie banner. Without your consent, Google Analytics receives only cookieless signals with no identifier. We do not use advertising cookies, Google signals or ad personalisation, and we never send names, email addresses or anything you type into an audit to Google. Google Ireland Ltd acts as our processor; data may be transferred to the US under the UK Extension to the EU-US Data Privacy Framework. Analytics data is kept for 14 months. We also use one strictly necessary cookie to keep you signed in. Change your cookie choice.

Security

Codex Software holds ISO/IEC 27001 certification, Cyber Essentials, and has published an NHS Data Security and Protection Toolkit assessment (ODS code D6R2P).