TOD-OPS holds your clients, your tickets, your invoices and your team's records. This page sets out plainly where that data lives, how we protect it, how AI is and isn't used, and how to reach us about security.
TOD-OPS is built and run by Type on Data Ltd, a UK company.
Registered with the UK Information Commissioner's Office as a data controller. Registration number C1235739.
We process your data under UK GDPR and the Data Protection Act 2018. Where we act as your processor, our Data Processing Agreement applies.
Type on Data Ltd is certified under Cyber Essentials, the UK Government-backed scheme covering the basic technical controls that stop most common cyber attacks. Valid until May 2027.
Your account data - the database, uploaded files and the mailboxes the platform sends and receives email through - is hosted in the United Kingdom by 20i Ltd. A few named services handle specific jobs:
| Service | What it does | Where |
|---|---|---|
| 20i Ltd | Hosting, database, file storage and platform email | United Kingdom |
| Stripe | Subscription billing. Card details are entered on Stripe's own checkout and never reach our servers | EEA / USA |
| Companies House | Company lookups you ask for when adding a client | United Kingdom |
| Anthropic or OpenAI | AI drafting, only if your account switches it on (see below) | Optional · USA |
| Google Fonts, jsDelivr | Fonts and one calendar component. No account data is sent | Global |
The full list, with exactly what data each one receives, is Annex 2 of our Data Processing Agreement. We tell customers before adding or replacing one.
Every record belongs to one account. The platform refuses to show data when it cannot tell whose account is asking, and automated tests check this separation on every change.
All traffic to TOD-OPS uses HTTPS. Sign-in sessions are encrypted and their cookies are marked secure.
Bank details, connection tokens, API keys and email passwords are encrypted in the database. Passwords are never stored - only a one-way hash.
The database is backed up every night and before any release that changes its structure. Backups are kept for 14 days.
Every change runs through an automated test suite and a separate staging copy first. The staging copy never sends email. Only a named person at Type on Data Ltd can release to the live service.
Only named Type on Data Ltd staff can reach the platform console, each with a defined role. Removing someone's access ends their sessions straight away.
Repeated failed sign-ins are slowed down, and password reset emails never reveal whether an account exists.
You can export your data at any time. After you cancel, it is kept for 3 months in case you return, then permanently deleted. We email you before that happens.
AI is optional and off by default. It is used for one thing: helping you bid for tenders and grants, by drafting a response or a guide to how to apply.
An account switches AI on by adding its own Anthropic or OpenAI API key. Until a key is added, nothing is sent to any AI provider. The key is stored encrypted.
Only what a tender draft needs: the tender and its documents, your company profile and knowledge base, any reference material you pick, and your brief.
Your clients' details, tickets, emails, invoices, time records and staff records are never sent to an AI provider.
We do not train AI models on your data. Anything AI writes is a draft for you to review and edit - nothing is submitted or sent on its own.
Email support@tod-ops.co.uk with "Security report" in the subject. We reply within 2 business days.
This address is also published in our security.txt file.