Privacy notice

Last updated 23 August 2026

This notice covers the free declaration check on thedeclarant.com. It describes what actually happens to a document you upload — not what we reserve the right to do.

The short version

Your uploaded document is deleted automatically within 24 hours. We retain the generated report and delivery email for up to 30 days so you can reopen it. You can delete the document and report immediately at any time from the report page.

We do not sell your data, we do not use your documents to train AI models, and no account is required to run a check.

What we collect

• The document you upload. It goes directly from your browser to private object storage using a short-lived, single-use upload link. It does not pass through this website.
• Fields read from the document and the findings generated from them — for example commodity code, origin, declared values and stated Incoterm. We do not keep the raw page text.
• Your email address, only if you choose to unlock the full report. It is used to send you that report.
• Your IP address. The record we keep of your check stores only a one-way hash of it, never the address. The address itself does appear briefly elsewhere, as it does for any website: in short-lived rate-limiting counters and in standard server access logs. We do not use it to identify you.

How long we keep it

• Uploaded document: deleted within 24 hours, automatically, by a scheduled job. This job runs whether or not the checker is switched on.
• Report, findings and delivery email: up to 30 days, so you can reopen the emailed link. After that they are erased from the record.
• Immediately, on request: the “Delete my document now” button on the result page and on the emailed report page removes both. We only tell you it is deleted once storage has confirmed the object is actually gone.

Legal bases

• Running the check — performance of a service you asked for.
• Emailing you the report — the operational consent you give by submitting your address to receive it.
• Product updates — separate, optional, opt-in consent. It is a distinct unticked checkbox and is never bundled with report delivery. You can withdraw it at any time by replying to any message or writing to hello@thedeclarant.com.
• Abuse control — our legitimate interest in keeping a free public service available.

Who processes it

• Cloudflare — content delivery and private object storage.
• Hetzner Online GmbH (Germany) — application and database hosting.
• Mistral AI (France) — reads text and fields out of the uploaded document. Document content is sent to this processor for that purpose and for no other.

Report emails are sent from our own mail infrastructure; no third-party bulk-email provider receives your address.

Your rights

You can ask for access, correction, erasure, restriction, portability, or object to processing, and you can lodge a complaint with your supervisory authority. The fastest route to erasure is the delete button on the report itself. For anything else, write to hello@thedeclarant.com.

What this service is not

The declaration check is decision support. It is not a customs filing, customs clearance, certification, or legal advice, and it does not guarantee compliance. Your declarant or broker remains responsible for what is actually declared.

Contact

The Declarant is a product of Orcavera, Basel, Switzerland. Privacy questions and data-subject requests: hello@thedeclarant.com. Full legal entity and registered address details are available on request at that address.