Who we are. ILM Dox Limited (company number 17560708, registered office 20 London Road, Woore, Crewe, England, CW3 9SF) provides document verification, witnessing and collection services to law firms through its network of field agents. This policy explains how the ILM Dox Agent app and the ILM Dox platform use personal data. ILM Dox is the data controller for agents' data and acts on the instructions of the instructing law firm for clients' data. Contact: support@ilmdox.co.uk.
Who this app is for. The app is for agents registered with ILM Dox. Accounts are created by ILM Dox by invitation; the app has no public sign-up.
Data about you (the agent)
| Data | Why we use it | Legal basis |
|---|---|---|
| Name, email address, phone number | Your account, signing in, contacting you about jobs | Contract |
| Home address and its map position | Offering you jobs within your travel radius | Contract |
| Availability windows | Matching you to clients' preferred appointment times | Contract |
| Your signature (image) | Placed on certificates of completion for visits you carry out | Contract |
| Training records and certificates (photos/PDFs you upload) | Confirming you are qualified for a job type | Legal obligation / contract |
| Push notification token | Sending you job offers and account notices | Contract |
| Device permission status (camera, notifications, location) | Making sure the app can perform a visit; we record whether each was granted | Contract |
| Sync records (which captures were uploaded, when) | Keeping an audit trail of each visit | Legitimate interests (integrity of the service) |
We do not use your data for advertising, profiling or tracking across other companies' apps or websites, and we do not sell it.
Data about clients that you handle during a visit
On a visit the app shows you the client's name, date of birth, contact details and address, and you capture evidence for the instructing law firm: photographs of identity documents and of the documents collected or signed, the client's on-screen signature, consent confirmations, visit notes and, for cold-call visits, the outcome of each attempt. This is the law firm's data: ILM Dox processes it on the firm's instructions and passes it to the firm. You must only use it to carry out the visit.
Location. When a document is signed in the app, the phone's precise location is recorded once and attached to the signature, so the certificate of completion can state where the signing took place. The app does not track your location at any other time.
Where data is kept and for how long
- On your phone: job details and captures are stored in an encrypted database so you can work without signal. Captures are deleted from the phone as soon as they have been uploaded; job details are removed when the job is no longer yours or when you sign out. Photos are protected by the device's file protection and are excluded from device backups.
- On ILM Dox's servers (hosted in the United Kingdom): agent account data for as long as you are an active agent and one year afterwards; visit evidence for as long as the instructing law firm requires — it is the firm's data, and is kept or deleted on the firm's instruction.
Who we share data with
The instructing law firm (visit evidence and your name as the attending agent); our hosting and email/push-notification providers as processors (Laravel Cloud for hosting, Resend for email, Vonage for text messages, Expo and Apple for push notifications); authorities where the law requires it. No data is sold or shared for advertising.
Your rights
Under UK GDPR you can ask for a copy of your data, correction, deletion, or restriction of processing, and you can complain to the Information Commissioner's Office. To delete your agent account and your personal data, email team@ilmdox.co.uk from your registered address — the app has no self-service deletion because accounts are managed by ILM Dox.
Changes
We will post changes here and, where significant, notify agents in the app.
Last updated: 4 November 2026.