Why we ask
Each request explains the check it supports. We use the document to assess and maintain that check; the document itself is not published.
Privacy
How we protect your paperwork
A plain-English explanation of why we ask for paperwork, who can see it and the choices you have.
Who can access it
The business can access its own paperwork. Access for our team is restricted to authorised roles responsible for verification and platform administration. Every time one of them opens a document, it is logged with who opened it and when.
Where it is stored
Documents are held in private storage. When an authorised person opens one, the platform creates a short-lived access link rather than a permanent public address.
How long it is kept
Identity documents are deleted twelve months after the check is completed. Insurance and anything else with an end date is kept until it ends, then for six years. Other paperwork is kept while the business is with us, then for six years after it leaves. Replaced copies go after ninety days. Support cases are deleted six years after they close.
What happens when you upload
The platform checks the file size and reads the file signature on the server to make sure it is an accepted PDF or image format. Files carrying script, an automatic action or another file hidden inside them are turned away before anyone opens them. We do not yet run a virus scanner. The upload, replacement and review outcome are recorded, and the file then stays private while the relevant check is reviewed and maintained.
How long we keep each document
- Insurance certificates and anything else with an end date
- Kept until the cover or certificate ends, then for 6 more years. If a customer raises something years later, we need to be able to show what was checked at the time. Six years matches the period in which a claim can normally be brought.
- Identity documents
- Deleted 12 months after the check is completed. Once we have confirmed who someone is, the document itself is no longer needed — only the record that the check was done.
- Certificates of incorporation, proof of address, qualifications without an end date and other paperwork
- Kept while the business is on Approved Tradesman, then deleted 6 years after it leaves. These back up checks that stay on the record for as long as the business does, and may need to be shown if a question comes up later.
- Replaced copies of a document
- Deleted 90 days after the newer version is accepted. A short window lets us put a mistake right, after which the old copy serves no purpose.
- Support cases and their messages
- Deleted 6 years after the case is closed. Enquiries, complaints and payments may need to be accounted for later.
A daily job deletes paperwork and support cases once their period is up, and records each deletion.
Access, correction or deletion
You can ask what personal data we hold, ask us to correct inaccurate information, or ask us to delete information where there is no continuing reason to keep it. Some records may need to be retained for legal, accounting, fraud-prevention or dispute purposes. Contact us and we will respond with a case reference.
You also have the right to complain to the data protection regulator where you live: in the United Kingdom, the Information Commissioner's Office (ICO) at ico.org.uk; in Cyprus, the Commissioner for Personal Data Protection at dataprotection.gov.cy.
The public record shows the result, not your paperwork
Customers may see that a check has been completed, its status and relevant dates. They cannot see the document supplied behind that check.