Last updated: 3 April 2026
ProPolicyForge is a trading name operated as a sole trader based in Cumbria, England. We provide AI-powered compliance document generation services at propolicyforge.com and propolicyforge.co.uk. You can contact us at support@propolicyforge.com.
When you use ProPolicyForge, we may collect the following information:
• Organisation name, location and size you enter when generating documents
• Sector-specific details you provide to personalise your document (e.g. CQC registration status, number of staff)
• Any existing policy documents you upload or paste into the Review & Update tool
• Your email address if you contact us via our contact form
• Payment information processed securely through Stripe (we do not store card details)
• Basic usage data such as pages visited and time spent on site (via anonymous analytics)
We do not collect sensitive personal data about individuals and we do not require you to create an account to use the service.
ProPolicyForge uses stateless AI processing. This means:
• Document content you enter, paste or upload is used only to generate your document
• Your content is never stored on our servers beyond the duration of your session
• Your content is never used to train AI models
• Each generation is completely private and isolated
• Uploaded files (Word documents and PDFs) are processed in your browser to extract text — the file itself is not transmitted to or stored by our servers
This approach is specifically designed to protect organisations in regulated sectors such as healthcare, social care and legal services, where data confidentiality is a legal and professional requirement. The stateless nature of our service means that if you are asked by a Data Protection Officer whether your content is stored or used for AI training, the answer is no.
We use the information you provide solely to:
• Generate the compliance document you have requested
• Process your payment securely via Stripe
• Respond to support enquiries submitted via our contact form
• Improve our service based on anonymous usage patterns
We do not sell, rent or share your personal data with third parties for marketing purposes.
Under UK GDPR, we process your data on the following legal bases:
• Contract — to deliver the document generation service you have paid for or requested
• Legitimate interests — to improve our service and prevent fraud
• Legal obligation — to comply with UK tax and financial regulations
Document content and uploaded files you provide are processed in real time to generate your document and are not retained on our servers beyond your active session. Payment records are retained for 7 years as required by HMRC. Support correspondence submitted via our contact form is retained for 2 years. Anonymous analytics data is retained in aggregated form with no individual identification.
We use the following third party services to operate ProPolicyForge:
• Anthropic — AI model provider that processes your document prompts to generate content under stateless, non-retaining API calls
• Stripe — payment processing (subject to Stripe's own Privacy Policy)
• Resend — transactional email delivery for contact form responses
• Vercel — website hosting and deployment
• Google Analytics — anonymous usage analytics (no personal data collected)
• Vercel Analytics — anonymous performance monitoring
• Namecheap — domain registration
Each of these providers operates under their own privacy policies and data protection agreements.
ProPolicyForge is registered with the Information Commissioner's Office (ICO) under registration number ZC116446. Registration date: 6 April 2026.
Under UK GDPR you have the right to:
• Access the personal data we hold about you
• Request correction of inaccurate data
• Request deletion of your data
• Object to processing of your data
• Lodge a complaint with the ICO (ico.org.uk)
To exercise any of these rights, contact us at support@propolicyforge.com and we will respond within 30 days.
ProPolicyForge uses only essential cookies required for the site to function, plus anonymous analytics cookies that do not identify individual users. We do not use advertising or tracking cookies. No personal data is collected via cookies.
We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated date. Continued use of the service after changes constitutes acceptance of the updated policy.
If you have any questions about this Privacy Policy or how we handle your data, please contact us at support@propolicyforge.com.