How document sharing works

Your document library is private

Documents you add belong to your trading business. They are never public, never listed, and organisers cannot browse them. Adding a document to your library does not share it.

You can view and download your own documents at any time, including archived ones.

You choose what to share

When an organiser asks for a document for an application, an offer or a booking, you choose which of your documents — and which version — to provide.

If you prefer, you can turn on automatic sharing for one document per type, such as your public liability insurance. DOKOKO then shares that one document’s current version only when an organiser asks for that type on a new application, offer or invitation. It never shares an expired or archived document, never opens up your library, and you can turn it off at any time without affecting anything already shared.

A share belongs to that application, offer or booking. For a multi-day Event you share once for the whole Event; you don’t need to share the same file again for each day.

The exact version you share is kept with that application, offer or booking as a record. If you later replace the document in your library, the version you already shared stays as it was — it is never silently swapped for the new one.

Who can see it in DOKOKO

Only the organiser managing that application or booking, and the people they have authorised to manage it, can open it through DOKOKO. Shared documents are never public.

When an organiser may need to share it further

Sometimes an organiser needs to give relevant documents to the people involved in running or approving the Event, for example:

• the venue;
• the local council;
• a licensing authority;
• another relevant regulator or authority.

This should only happen where it is reasonably necessary for that Event.

How long organisers can access and download documents

While your application is being decided, or while a confirmed booking stands, the organiser can open and download what you shared through DOKOKO. If the application is turned down or withdrawn, the offer or invitation ends, or the booking is cancelled, that access ends 30 days later.

Once access has ended, the organiser can’t download another copy through DOKOKO. A copy they have already downloaded is on their own device, and DOKOKO can’t remove it. Organisers should only keep or pass on copies for as long as reasonably needed for the Event, the venue, or relevant legal and regulatory requirements.

Your documents page shows where each document was shared and every download made through DOKOKO, including after access has ended. Your own copy always stays in your library.

What DOKOKO does not do

DOKOKO does not approve, certify or verify any document. Expiry dates shown are the ones you entered. The organiser reads the real document and decides for themselves whether it meets their requirements.