Made in London.Kept in London.

Policy Controls is built and run in the UK. Your documents, acceptances and proofs of record are stored in London, under UK GDPR. This page sets out what we do to keep them safe, and where a few things go outside London.

Where your data lives

The short answer for your security questionnaire: Google Cloud, London region, run by a UK company. The longer answer, with the exceptions, is below.

  1. LondonThe database, files and functions run in Google Cloud's London region (europe-west2). The AI features run there too.
  2. UK GDPRPolicy Controls is a product of Armillary Ltd, registered in England and Wales with company number 07091870.
  3. Stored in the UKDocuments and records are stored in London. Email, payments and branding lookups use the services listed under sub-processors.

How it's protected

  • EncryptedIn transit (HTTPS everywhere) and at rest, by Google Cloud.
  • No passwordsSign in with Google or a one-time code sent by email. Codes expire, and repeated wrong guesses lock code sign-in for that address.
  • Each account kept apartEvery request is checked on our servers against the account and the person's role. Browsers can't write to the database directly.
  • Access by roleAdmins, Legal and staff each see what their role needs. Your law firm sees your documents, not your people or their acceptances.
  • Secrets out of the codeAPI keys for the services we use sit in Google Secret Manager. Your clickwrap API keys are shown once and stored only as a hash.
  • An audit logWho drafted, approved, sent and changed what, and when, for every account.

The evidence

  • Versions fixedAn approved version can't be edited. Its content is hashed, and a new change means a new version.
  • Proofs of recordEach acceptance gets a PDF made once, digitally signed with a key held in Google Cloud KMS, and stored write-once.
  • Locked for seven yearsNo one, us included, can change or delete a proof of record during its lock. Accounts can choose a longer period.
  • Checkable by anyoneOur verify page and API say whether a proof is genuine and unaltered, and never show who accepted.

AI features

Change summaries, document review and turning PDFs into text use Gemini on Google's Vertex AI, in London. We send the document text the feature needs, and nothing about your people or their acceptances. An Admin can switch AI features off for the whole account in Settings.

Your role and ours

For your staff, customers and the people who accept your terms, you're the controller and we're your processor. For the people who hold Policy Controls accounts, we're the controller. Ask us for our data processing agreement and we'll send it for you to accept.

Sub-processors

ServiceWhat it handlesWhere
Google CloudHosting, database, file storage, functions, signing keys and AI features (Gemini on Vertex AI)London (europe-west2)
MailgunSending email: sign-in codes, requests, copies of what people accepted and terms update emailsEU region
StripeCard payments and subscriptionsGlobal
FirecrawlLooking up a company's logo and colours from its website, at sign-up or on requestIts own infrastructure

Found a problem?

Email hello@policycontrols.app with what you found and how to reproduce it. We'll reply, keep you posted while we fix it, and credit you if you'd like. We don't currently offer bug bounties. Please don't access other people's data or disrupt the service while testing. Our security.txt has the same details.

Start with the folder you already have.

Drop in your Word, PDF and text files, archived versions included. Approve them as version 1.0, send them to your team, and every acceptance gets a signed proof of record.

Try Business free for 30 days
Next upYour first afternoon

Bring your policies folder

Word, PDF and text files, archived versions included

  • Review and approve them as version 1.0
  • Send to your team and track acceptance
  • Publish your public policies on your website
  • 30 days free, cancel any time
  • No logins or accounts needed for your staff
  • Hosted in London