Privacy Policy
Last updated: 5 October 2026
1. Who we are
Retempla is a trading name of Caoilfhinn Atkinson, a sole trader based in Ireland, of Old Orchard House, Ballyare, Ramelton, Co. Donegal, Ireland ("we", "us"). You can reach us about anything in this policy at support@retempla.com. For your account and usage data we are the controller under the EU General Data Protection Regulation (GDPR) and the Irish Data Protection Acts 1988 to 2018. For the content of the documents you upload we act as a processor on your behalf: your documents are yours, and we process them only on your instructions, that is, to perform the conversions you request.
2. What we process
- Account data: your email address. That is the only personal detail an account requires (sign-in is passwordless).
- Your documents: the templates and documents you upload, and the converted files, reports and workbooks produced from them.
- Operational records: an append-only audit log of account activity (sign-in requests, sign-ins, uploads, conversions, downloads, deletions) including timestamps and IP addresses, kept for security and accountability.
- Billing records: your plan, its status and renewal date, your credit balance, and the reference numbers Paddle gives your customer account and subscription. Paddle, not us, handles your payment details; we never see or store your card number.
- Enquiries: if you book a migration assessment, the name, email address, company, role and project details you put in the form, used to reply to you.
- Error reports: technical error details sent to our monitoring service, configured to exclude request bodies, cookies and personal data.
We do not sell your data, and we do not use the contents of your documents for anything other than the conversion you asked for. Your documents are never used to train AI models.
3. Lawful bases (GDPR)
- Performance of a contract: providing the service: processing your documents, sending sign-in links and service emails such as job-completion notifications, and keeping your plan and credit balance in step with your payments.
- Legal obligation: keeping the billing records the law requires.
- Legitimate interests: keeping the service secure: rate limiting, audit logging, error monitoring and abuse prevention, and replying to enquiries you send us.
- Consent: where we ask for it explicitly; you can withdraw it at any time.
4. Subprocessors
We use a small number of service providers to run Retempla. Each one sees only what its role requires:
| Provider | Purpose | What it processes |
|---|---|---|
| Railway | Application hosting and database | All service data in transit and at rest during processing |
| Cloudflare R2 | File storage | Your uploaded and converted files (deleted after at most 30 days) |
| Anthropic | Optional AI formatting analysis | Document content, only when AI features are used for a conversion |
| Resend | Transactional email | Your email address and the content of service emails |
| Paddle | Payments, invoices and tax, as Merchant of Record. Paddle is the seller of record for your purchase and is itself a controller of the payment details you give it; see Paddle's own privacy policy | Your name, email address, billing address, and payment details entered at checkout |
| Google Analytics | Website visitor measurement, only with your consent | Public-site page visits, approximate location and device type; no document content and nothing from the signed-in application |
| Sentry | Error monitoring | Technical error details; no document content, request bodies or cookies |
We will update this list before adding or replacing a subprocessor that handles your data.
5. Retention
- Documents and converted results: deleted automatically after at most 30 days; every deletion is logged. You can delete files sooner at any time.
- Account data: kept until you delete your account, which removes your files and data immediately.
- Billing records: our copy is removed when you delete your account. Paddle, as the seller, keeps invoices and payment records for as long as tax law requires.
- Enquiries: kept while we are in discussion with you, and deleted on request.
- Audit and security records: retained for as long as needed for security and legal accountability.
6. International transfers
Several of our subprocessors are based in, or process data in, the United Kingdom or the United States. Transfers to the United Kingdom rely on the European Commission's adequacy decision for the UK. Transfers to the United States rely on the EU-US Data Privacy Framework where the provider is certified under it, and otherwise on the European Commission's Standard Contractual Clauses. You can ask us for details of the safeguard used for any provider.
7. Your rights
Under the GDPR you have the right to access, rectify, erase, restrict and port your personal data, and to object to processing based on legitimate interests. To exercise any of these, email support@retempla.com; we reply within one month. You also have the right to complain to the Data Protection Commission, Ireland's data protection regulator (dataprotection.ie).
8. Security
How we protect your documents and account, including encryption, access controls, file isolation and automatic deletion, is described in detail on our security page.
9. Cookies
We use as few cookies as we can, and we ask before setting any that are not strictly necessary.
| Cookie | Purpose | Consent needed | Expires |
|---|---|---|---|
docubrand_session |
Keeps you signed in. Without it the service cannot work. | No, strictly necessary | When your session ends |
retempla_consent |
Remembers whether you accepted or declined analytics, so we stop asking. | No, strictly necessary | 6 months |
_ga, _ga_* |
Google Analytics. Counts visits and shows us which pages are read, so we can improve them. | Yes. Set only if you click Accept | Up to 2 years |
Analytics is genuinely optional. If you decline, or simply ignore the banner, no Google script is loaded and no analytics cookie is created. Declining costs you nothing: every part of the service works the same either way.
Analytics runs on our public website only. It is switched off once you are signed in, so the pages where your documents, batches and templates appear are never reported to Google.
To change your mind at any time, use the Cookie settings link at the bottom of any public page. You can also delete cookies in your browser settings, and browsers offer their own controls for blocking them.
10. Changes and contact
If we make material changes to this policy we will notify account holders by email. Questions and requests: Caoilfhinn Atkinson, trading as Retempla, Old Orchard House, Ballyare, Ramelton, Co. Donegal, Ireland. Email: support@retempla.com.