DocPortal Privacy Policy

Date of Publication: 18th March 2026

This is the Privacy Policy of My Wealth Cloud Limited (“we”, “us” or “our”). It describes how we respect your privacy and look after your personal data (otherwise known as “protected data”) when you interact with the DocPortal platform, including any websites, mobile applications, or services.

My Wealth Cloud Limited develops and provides the DocPortal platform across multiple digital channels and distributions. Applications and services powered by DocPortal may be branded differently (white-labelled) depending on the organisation providing access.

This Privacy Policy applies to all such services.

If you are using DocPortal as a client or authorised user of a third-party business or organisation, that organisation will have its own policies regarding storage, access, modification, deletion, and retention of your personal data. Those policies will also apply to your use of DocPortal and you should refer to them.

Important Information and Who We Are

My Wealth Cloud Limited is committed to protecting and respecting your privacy and personal data.

This Privacy Policy sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. This policy supplements any other privacy notice we may provide on specific occasions and is not intended to override them.

Our services are not intended for children and we do not knowingly collect data relating to children.

Data Controller

Where you have a direct agreement with us, the Data Controller is:

Data Processor

Where your access to the DocPortal platform is as a client, employee, or agent of a third-party organisation:

That organisation is the Data Controller and we act as the Data Processor.

In such cases, we process your personal data strictly in accordance with the contractual agreement between us and that organisation and their documented instructions.

You should refer to the privacy notice of the relevant organisation for further information.

Data Protection Officer

We have appointed a Data Protection Officer (DPO):

Changes To This Policy

We keep this Privacy Policy under regular review. It is important that the personal data we hold about you is accurate and current. Please inform us if your data changes during your relationship with us.

Third-Party Links

Our services may include links to third-party websites, plug-ins, or applications. We do not control these and are not responsible for their privacy statements. You should review their policies when you leave our platform.

Information We May Collect From You

Personal data means any information that can identify an individual.

To provide DocPortal services, we may collect core account data including your name, email address, and mobile telephone number. This information is required to create and maintain your account and we cannot provide services without it.

We may also collect additional personal data such as your address, additional contact details, date of birth, payment information (where you contract directly with us), and IP address.

Technical and usage data may include login data, device and browser information, usage patterns, and location data where applicable.

We may also receive information from other sources, including organisations with whom you have a relationship, shared access within the platform, communications with you, surveys or feedback, and third parties under contractual agreements.

Lawful Basis

We process personal data on the basis of performance of a contract, legitimate interests (including service improvement and security), legal obligations, and consent where required.

Special Categories Of Data

In certain circumstances, the platform may process special category data (for example health or sensitive personal data). Where this occurs, such data is processed only where necessary, based on explicit consent or the lawful basis relied upon by the Data Controller, and strictly in accordance with contractual instructions.

Uploading Documents

We cannot determine the content of documents uploaded to the platform.

You are responsible for ensuring that you understand the content and have the right to upload it.

Where documents are uploaded under a third-party relationship, they are processed in accordance with that organisation’s contractual arrangements. Where documents are uploaded under a direct agreement with us, they are processed in accordance with our contract with you.

You may delete documents at any time, except where restricted by shared access arrangements.

How Long We Keep Your Data

We retain personal data for as long as is necessary to provide the DocPortal services and to fulfil our contractual obligations. This will typically be for the duration of your account.

Documents and content stored within the platform will be retained until you delete them or your account is closed, unless retention is required for legal proceedings or regulatory purposes.

We may retain limited personal data where necessary to comply with legal, regulatory, tax, accounting, or reporting obligations.

Cookies, IP Addresses And Sessions

We use cookies and similar technologies to ensure that DocPortal functions effectively, to improve performance, and to enhance user experience.

This includes analytics tools, session-based technologies, and behavioural analytics tools used to improve our services.

You can control or disable cookies through your browser settings, although doing so may affect platform functionality.

Where We Store And Process Your Data

All data submitted to DocPortal is stored within secure cloud-based infrastructure, including Amazon Web Services (AWS) UK-based data centres.

We may use sub-processors to support service delivery, including email and infrastructure providers, in accordance with contractual agreements.

Personal data may be transferred outside the UK or EEA where necessary. Where this occurs, we ensure appropriate safeguards are in place, including the use of standard contractual clauses or equivalent legal mechanisms to protect your data.

Uses Made Of The Information

We use personal data to facilitate the provision of services, ensure effective operation of the platform, fulfil contractual obligations, and communicate with you.

Where permitted, we may contact you regarding services similar to those you have previously used. Where required, such communications are based on your consent.

We do not undertake automated decision-making or profiling.

Disclosure Of Your Information

We may disclose personal data within our corporate group and to third parties where necessary, including in connection with business transactions, legal obligations, enforcement of rights, fraud prevention, or service provision.

All disclosures are carried out in accordance with applicable data protection laws.

We do not sell personal data.

Account And Data Deletion

You may request deletion of your account and associated personal data by using the Delete Account feature within the platform or by contacting us at info@docportal.co.uk.

Once processed, your account will be permanently deleted and your personal data removed, subject to any legal, regulatory, or security-related retention requirements.

We may contact you to confirm your request or to notify you once deletion has been completed.

Where your access is provided by a third-party organisation, you may also contact that organisation directly.

Further information about deleting your account can be found here - https://docportal.co.uk/account-deletion

Your Rights

Under GDPR, you have the right to access, correct, or request the deletion of your personal data, as well as to restrict or object to processing, request data portability, or withdraw consent where applicable.

Requests should be submitted to info@docportal.co.uk. We may require verification of your identity.

You will not have to pay a fee to exercise your rights. However, we may charge a reasonable administrative fee if a request is manifestly unfounded or excessive, particularly if it is repetitive.

We aim to respond within one month, although this may be extended where permitted by law.

Making A Complaint To The Supervisory Authority (ICO)

You have the right to lodge a complaint with the Information Commissioner’s Office (ICO). We encourage you to contact us first so we can resolve your concern.

Contacting Us

If you would like further information on this policy, exercising your rights under GDPR, or to make a complaint please contact our Data Protection Officer, using the following details.