Privacy Policy

Effective date: 20 May 2025

Dokky is a client portal platform operated by Nalgo Consulting Ltd. This Privacy Policy explains how we collect, use, and protect your personal data when you visit our website, use the Dokky platform, or interact with our services.

If you have any questions, you can contact us at hello@dokky.io.

1. Who we are

Dokky is a product owned and operated by Nalgo Consulting Ltd, a company registered in the United Kingdom. We provide a software-as-a-service (SaaS) platform that allows businesses to create branded client portals with document sharing, AI-powered chat, and CRM functionality.

2. What data we collect

We collect personal and usage data when you interact with our website or platform. This includes:
a. Information you provide:

• Name and email address

• Company name and business details

• Account login credentials

• Uploaded files, documents, and notes

• Payment details (processed securely via Stripe)

b. Automatically collected:

• IP address, browser type, device information

• Usage data (e.g. page views, clicks, navigation patterns)

• Cookies and analytics tracking (see Section 5)

We do not intentionally collect sensitive personal data (e.g. health, financial, legal) — any such data is provided voluntarily by you through file uploads.

3. How we use your data

We use your information to:

• Provide, operate, and improve the Dokky platform

• Enable account setup, authentication, and secure access

• Deliver product updates, support, and onboarding

• Send occasional marketing or product-related emails (you can unsubscribe at any time)

• Analyse platform usage and improve performance

• Comply with legal obligations

  
  

We do not use your files or personal data to train any AI models.

4. AI, files, and privacy

Dokky uses Retrieval-Augmented Generation (RAG) to deliver AI-powered answers from your uploaded content. Your data is never used to train foundation models or third-party AI tools.

File storage and processing:

• Files are encrypted at rest (AES-256) and in transit (TLS 1.3)

• Only assigned users within your organisation can access uploaded documents

• AI only retrieves answers from the files you’ve uploaded to your workspace — nothing is shared or cross-referenced between clients or organisations

5. Cookies and tracking

We use cookies to improve site functionality and measure engagement. When you visit our website, you’ll be asked to accept or manage cookie preferences via a cookie banner.

We use:

• Essential cookies for authentication and security

• Analytics cookies (e.g. Google Analytics) to understand how users interact with our site

• Marketing cookies (e.g. Google Ads, Meta Pixel) to help us run targeted campaigns

You can control cookie settings via your browser at any time.

6. Marketing and communications

We may send you product updates or marketing communications if you’ve signed up to Dokky or expressed interest in our services. You can opt out at any time by clicking unsubscribe in the email footer.

We use Brevo for in-app communication and email delivery.

7. Third-party services

We use trusted infrastructure and technology providers, including:

• Stripe for secure payment processing

• AWS and DigitalOcean for hosting and storage

• Google Analytics for performance and usage tracking

• Brevo for email and in-app messaging

  
  

These third parties process your data in accordance with their own privacy policies and under data processing agreements where required.

8. Security

We follow modern cloud security practices to keep your data protected:

✅ Encryption at rest and in transit
✅ Private AI retrieval — no training on your data
✅ Organisation-level data isolation
✅ Role-based permissions and audit logging
✅ Access restricted to authorised users only

9. Data retention and deletion

• Trial accounts are automatically purged 14 days after expiration

• Users may delete their data and uploaded files manually at any time from within their account

• We retain essential records as required by applicable law and for operational needs

• Data is otherwise retained in line with GDPR-compliant standards

10. Your rights

Under applicable data protection laws (including the UK GDPR), you have the right to:

• Access the data we hold about you

• Request corrections or deletions

• Withdraw consent at any time

• Object to certain types of data processing

• Lodge a complaint with a supervisory authority (e.g. ICO in the UK)

  
  

To exercise these rights, email us at hello@dokky.io

hello@ dokky.io

11. International transfers

While our infrastructure may involve global providers, we ensure that all personal data is processed under appropriate legal safeguards, including standard contractual clauses where required.

12. Changes to this policy

We may update this Privacy Policy from time to time. Significant changes will be notified by email or in-app message. The latest version is always available on our website.

13. Contact

If you have any questions or concerns about this policy or how your data is handled, contact us at:
📧 hello@dokky.io