Privacy notice

Who is responsible for your data

Stedwise is run by Doffy Labs Ltd (company number 17183964, registered office 66 Paul Street, London EC2A 4NA), which is on the data protection register as a controller, reference ZC268927. Doffy Labs Ltd is the controller for account and billing data: who signs in, which organisation they belong to, and how the subscription is paid. A controller is the organisation that decides why and how personal data is used.

For records about residents, staff, referrals and incidents that a customer keeps in Stedwise, the customer is the controller and Stedwise is its processor, acting only on its instructions under the data processing agreement. If you are a resident or staff member and want to use your rights over those records, contact the organisation that holds them; we will help it respond. A processor is an organisation that handles personal data for a controller.

What we collect

The free readiness check

• Your answers, the short profile you give (the rule set you chose, organisation type, number of addresses, whether you are opening new schemes, whether your support is commissioned, whether the Regulator of Social Housing grades you non-compliant, and whether your safety certificates are in date), and the resulting scores.
• Your email address, only if you ask us to email you something: a link to carry on with the check, the PDF report, or a link to create an account. The link to carry on reopens the check in the browser you open it in for 30 days, and the report’s link opens a read-only copy of your results for 90 days; neither signs you in or creates an account. An account is created only if you tick “Also create a free account”: that email then carries a sign-in link, and opening it creates the account. You can ask us to delete that account.
• If you send the report to someone else, their email address, used to send it and kept in our email log. Once you have opened a link we emailed you for the check, or kept it in your account, the email names your address and their replies go to you; until then it names nobody. They get the PDF only, not access to your check.
• A cookie that lets this browser return to the checks you started, or opened from a link to carry on. It holds random or signed values, not your identity.

Accounts

• Name, work email address, organisation and role.
• Sign-in records, and an audit log of views and changes to sensitive records.
• Billing contact and subscription details. Card details go straight to our payment processor and never reach Stedwise.

Founding members listing

• If your organisation takes a founding place: the name to show, your logo and your website address, which we publish on stedwise.co.uk once we have checked them; or, if you cannot be named, the reason you gave, which is never published. We also record who agreed to the listing and when, and who at Stedwise approved, changed or hid it.
• This is organisational information, but a small organisation’s name can identify a person. We use it under our contract with you (the founding terms), and remove the listing as soon as you ask, from your billing page or by email. We keep the record of what was agreed for as long as you have an account.

Why we use it

• To provide the service you asked for, under our contract with you or the steps before it.
• To keep scoring honest and accurate, in our legitimate interests (a legal reason to use data for a fair business purpose). Answers, scores and outcomes are used for calibration (checking and improving how accurate our scores are) only once anything identifying an organisation has been removed.
• To keep the service secure and to meet legal obligations, including tax and accounting records.

We do not sell personal data, and we do not use it for advertising. The only thing we publish about a customer is a founding member’s listing, with its agreement.

AI and your data

Resident personal data never goes to any AI model. The only inputs a model ever sees are public government text, organisational documents that have passed a personal-data screen, and the answers you give when setting up a document. Our model provider is named on the sub-processor list, and it does not train on what we send. Scoring and every decision about a person are deterministic (worked out by fixed rules) or made by a person, never by a model.

Where it is stored

The database, uploaded files and backups are hosted in the United Kingdom, and the website runs in London. The emails we send (sign-in links, alerts and readiness reports) go through our email provider in the European Union (Ireland), under UK transfer safeguards. Data is encrypted in transit and at rest, and the most sensitive fields (resident, referral and incident narratives) are encrypted individually. See the sub-processor list for who helps us run Stedwise and where.

How long we keep it

• Free check answers, profile and scores are kept while you use the check and for 24 months after it was last used. We then remove your email address, the link to your browser and any emailed report, and keep the answers and scores only in anonymous form, to calibrate our scoring. Ask us and we remove your email address sooner. A check you take into an account becomes part of that account’s data.
• Account data is kept while you have an account. At the end of a contract you can export everything; we then delete it.
• Customers set their own retention period for resident records after a resident leaves, with a sensible default.

Cookies

Cookies are small files a website saves in your browser. Stedwise sets only strictly necessary cookies: the ones the site needs to work. None of them is used for advertising or analytics, so there is no cookie banner. Each one holds a random or signed value, never your answers or anything a resident wrote.

• Signing in: keeps you signed in, for up to 30 days, and a short-lived one while you complete two-step verification.
• Two-step reminder: remembers that you put off the reminder to turn on two-step verification, until you close the browser.
• Backup codes: lets you see new backup codes once, for five minutes after they are made.
• Readiness check: lets this browser return to the checks you started, for 30 days.
• Carrying on a check: set when you open a link to carry on a check in another browser, for 30 days.
• Resident surveys: on a device used to answer a resident survey, records that the survey was answered there, so it is not answered twice by mistake. It is kept for a year, applies only to that survey’s page, and is not linked to the answers.

Counting visits

To know whether people find our public pages useful, we count visits to them: the guides, pricing, sample policies, these legal pages and the start of the free check. A visit records the page’s address, the site you came from, your country and the kind of device and browser. It sets no cookie, saves nothing in your browser and does not identify you, and visits are never linked to each other across days. Pages behind a sign-in, check results, survey links and anything after a question mark in an address are never counted. We use this under our legitimate interest in running and improving the site.

Your rights

You can ask for a copy of your data, ask us to correct or delete it, object to how we use it, or ask us to restrict it. Email hello@stedwise.co.uk.

If you want to complain about how we use your data, email hello@stedwise.co.uk or write to us at our registered office (above). We acknowledge every data protection complaint within 30 days, look into it without undue delay, keep you updated, and tell you the outcome, as section 164A of the Data Protection Act 2018 requires. You can also complain to the UK regulator, the Information Commission (ICO), which replaced the Information Commissioner’s Office on 30 September 2026.