Privacy Policy
Last updated: 12 May 2025
DocumentInsight.ai (“we”, “our”, or “us”) respects your privacy. This Privacy Policy explains how we collect, use, share, and safeguard personal data when you visit or use our web-based platform and related services (the “Service”). If you disagree with any part of this Policy, please do not use the Service.
1. Scope
This Policy applies to information we process: (a) when you create an account or use the Service; (b) when you interact with us via email, chat, or social media; and (c) when you visit our public website. It does not apply to third-party sites or services that may link to or integrate with the Service.
2. Information We Collect
| Category | Examples | Purpose |
|---|---|---|
| Account Information | Name, email address, password (hashed), organization, subscription plan | Create and secure your account, communicate with you |
| File Content & Metadata | Documents you upload and the generated text, keywords, summaries, etc. | Provide core features such as conversion, search, indexing |
| Prompts & Outputs | Your natural-language queries and the AI responses | Deliver results and maintain conversation context |
| Payment Data | Card details handled by our payment processor; we store billing address, plan, and transaction IDs | Process payments, detect fraud, comply with tax and accounting rules |
| Usage & Device Data | IP address, browser type, referral URL, pages viewed, clicks, date/time, error logs | Analyze performance, improve the Service, detect abuse |
We do not deliberately collect sensitive personal data (e.g., health or biometric data) unless you choose to upload it. Please scrub or anonymize such content before upload if possible.
3. How We Use Your Information
- Provide and operate the Service, including converting, indexing, and querying your files;
- Authenticate and secure accounts, enforce usage limits, and prevent fraud;
- Process payments and manage subscriptions;
- Respond to support requests and send transactional messages;
- Improve and develop new features on aggregated and anonymized data only;
- Comply with legal obligations and protect our rights or those of other users.
4. Legal Bases (GDPR)
Where the EU / EEA General Data Protection Regulation (GDPR) applies, our legal bases are:
- Contractual necessity – to provide the Service you request;
- Legitimate interests – to secure and improve the Service, prevent fraud, and market related products (you may opt out);
- Consent – for certain cookies and marketing communications;
- Legal obligation – to keep tax records, respond to lawful requests.
5. How We Share Information
We share personal data only as needed:
- Service Providers – cloud hosting, AI model APIs (e.g., OpenAI), email, analytics, customer-support, and payment processors bound by confidentiality agreements;
- Legal & Safety – to comply with law, court orders, or defend legal claims;
- Business Transfers – as part of a merger, acquisition, or sale of assets (we will notify you and honour this Policy).
We require third parties to protect personal data and use it only for contracted purposes.
6. International Transfers
We and many of our service providers operate globally. When we transfer personal data outside your jurisdiction (for example, from the EU to the US), we rely on recognized safeguards such as Standard Contractual Clauses, adequacy decisions, or your explicit consent.
7. Data Retention
- Active Content – Stored for as long as you keep it in your account.
- Deleted Content – Removed from the user interface immediately and erased from live systems within 30 days; backups are purged within 90 days.
- Account Data – Retained while your account is active and for up to 12 months after closure (longer if legally required).
You may delete files or close your account at any time from the dashboard or by emailing us.
8. Security Measures
We employ industry-standard safeguards:
- Encryption in transit (TLS 1.2+) and at rest;
- Role-based access controls and audit logs;
- Regular penetration testing and vulnerability scanning;
- Isolated processing of AI prompts and outputs.
No system is 100% secure; you share responsibility for choosing strong passwords and keeping them confidential.
9. Your Rights
Depending on your location, you may have rights to:
- Access, correct, or delete personal data;
- Port data to another service;
- Restrict or object to processing;
- Withdraw consent at any time without affecting prior processing;
- Lodge a complaint with a supervisory authority.
Request these rights via privacy@documentinsight.ai. We will respond within 30 days.
10. Cookies & Tracking
We use cookies and local storage to:
- Keep you signed in;
- Remember preferences;
- Gather analytics on site performance and usage.
You can disable cookies in your browser, but the Service may not work properly.
11. Children’s Privacy
The Service is intended for users 18 years and older. We do not knowingly collect data from children under 18. If you believe a child has provided data, contact us and we will delete it.
12. Changes to This Policy
We may update this Policy to reflect changes in law or Service features. If we make material changes, we will notify you (e-mail or in-app). Continued use after the effective date means you accept the revised Policy.
13. Contact Us
For privacy questions, requests, or complaints, email privacy@documentinsight.ai
We encourage you to review this Policy periodically to stay informed about how we protect your information.