Last updated: 10 September 2026
Dottie ("Dottie", "we", "us", "our") is an invoicing and business management tool built specifically for UK childminders and childcare professionals. Our service is available at www.godottie.cloud.
We are the data controller for the personal data you provide to us. If you have any questions about this policy or how we handle your data, please contact us at support@godottie.cloud.
We collect the following categories of personal data:
Account & profile data
Financial data
Children's data (entered by you)
Usage and technical data
We collect only what is necessary to provide the service. Children's dates of birth are used to verify parent access to invoices. Extra-needs notes you type on an enquiry can be health data (Article 9) — see Children's data below.
Dottie Enquiries helps you draft replies to parents who have asked for a childcare place. You paste the parent's message into Dottie. Dottie does not currently connect to Gmail or read your inbox.
What we store
How sending works
How long we keep enquiry data
AI processing (xAI, Anthropic failover)
What we do not claim / do not do via Gmail
Under UK GDPR, we rely on the following lawful bases:
| Processing activity | Lawful basis |
|---|---|
| Providing the invoicing service | Contract (Article 6(1)(b)) |
| Generating parent-enquiry AI drafts | Contract (Article 6(1)(b)) |
| Processing subscription payments | Contract (Article 6(1)(b)) |
| Sending transactional emails | Contract (Article 6(1)(b)) |
| Security monitoring and fraud prevention | Legitimate interests (Article 6(1)(f)) |
| Complying with tax/legal obligations | Legal obligation (Article 6(1)(c)) |
Children's dates of birth are processed under contract (necessary to provide invoice verification) and legitimate interests (preventing unauthorised access to financial documents).
We use the following sub-processors to provide our service. Each is bound by their own privacy policies and, where applicable, Data Processing Agreements (DPAs):
Database, authentication, and file storage
Subscription payment processing
Transactional email delivery
AI-assisted invoice generation, and (when xAI is unavailable) failover drafting of enquiry replies for Soft Launch Gmail Enquiries. Sending the reply is via the childminder’s Gmail, not via Anthropic. We only send what is needed to draft that reply. When invoices are auto-generated, schedule and rate data is sent to Anthropic's API. No child names or contact details are included in these invoice requests.
Drafting enquiry replies for Soft Launch Gmail Enquiries. Sending the reply is via your Gmail (gmail.send), not via xAI. We only send what's needed to draft the reply for that enquiry thread.
We do not sell your data to third parties. We do not use your data for advertising or profiling.
As a childminder, you enter data about the children in your care. This data belongs to you and is used solely to provide the invoicing service. We act as your data processor for this information — you are the data controller for the children's data.
By using Dottie, you confirm that you have appropriate consent or another lawful basis (such as the performance of a contract with the child's parent/guardian) to enter and process this data within the app.
We store children's dates of birth for the sole purpose of verifying parent identity when they access an invoice. This verification step protects your bank details from unauthorised access.
Enquiries also store parent and child names, ages, and optional extra-needs (SEN) notes you type. Extra-needs notes can be health data (UK GDPR Article 9). We store them for you as processor; we do not send those notes to xAI or Anthropic. You remain the controller for family data and confirm you have a lawful basis to record it.
We do not share children's data with any third party other than the sub-processors listed above, and only to the extent necessary to deliver the service.
| Data type | Retention period |
|---|---|
| Active account data | For the duration of your subscription |
| Data after account cancellation | 30 days (then permanently deleted) |
| Invoice records | 6 years (UK tax law requirement) |
| Payment records (Stripe) | As required by financial regulations |
| Security/access logs | 90 days |
| Enquiry records you enter | For the duration of your Enquiries subscription, then 30 days after cancellation |
Invoice records are retained for 6 years in accordance with HMRC requirements for self-employed income records. All other personal data is deleted within 30 days of account closure.
Under UK GDPR, you have the following rights. To exercise any of them, email us at support@godottie.cloud. We will respond within 30 days.
You also have the right to lodge a complaint with the UK Information Commissioner's Office (ICO) at ico.org.uk or by calling 0303 123 1113.
While we take all reasonable precautions, no internet service is completely secure. If you believe your account has been compromised, contact us immediately at support@godottie.cloud.
We may update this Privacy Policy from time to time. We will notify you of significant changes by email or by displaying a notice in the app. The "Last updated" date at the top of this page reflects the most recent revision.
Continued use of Dottie after a change is posted constitutes your acceptance of the updated policy.
For any questions, requests to exercise your rights, or data concerns, please contact us:
If you are not satisfied with our response, you have the right to complain to the ICO at ico.org.uk.