Privacy Policy

Last Updated: November 17, 2024

1. Introduction

DeepDocs.io ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Service. Please read this Privacy Policy carefully.

2. Information We Collect

2.1 Personal Information

We collect personal information that you provide directly to us, including:

• Name and email address (when you create an account)
• Payment information (processed securely through third-party payment processors)
• Profile information (optional)
• Communications with us (support requests, feedback)

2.2 Document Content

When you upload documents to our Service, we collect and process the content of those documents to provide our AI-powered analysis features. This may include:

• Text content from uploaded documents
• Document metadata (file name, size, type, upload date)
• Queries and questions you submit about your documents
• AI-generated responses and analysis results

2.3 Usage Information

We automatically collect certain information about your use of the Service:

• Log data (IP address, browser type, operating system)
• Device information (device type, unique device identifiers)
• Usage patterns (features used, time spent, interaction data)
• Cookies and similar tracking technologies

3. How We Use Your Information

We use the collected information for the following purposes:

• To provide, maintain, and improve the Service
• To process your documents and generate AI-powered responses
• To manage your account and process payments
• To communicate with you about the Service, updates, and support
• To personalize your experience
• To analyze usage patterns and improve our AI models
• To detect, prevent, and address technical issues and security threats
• To comply with legal obligations

4. AI Model Training

We want to be transparent about how your data may be used in relation to our AI systems:

• Document Content: Your uploaded documents are processed by our AI models to provide analysis and responses. By default, we do not use your document content to train or improve our AI models.
• Aggregated Usage Data: We may use aggregated, anonymized usage patterns to improve our Service and AI capabilities, but this data cannot be traced back to individual users or documents.
• Opt-in Training: We may offer optional programs where users can consent to contribute their data for model improvement in exchange for benefits. Participation is always voluntary.

5. Data Sharing and Disclosure

We do not sell your personal information. We may share your information in the following circumstances:

5.1 Service Providers

We may share information with third-party service providers who perform services on our behalf, such as:

• Cloud hosting providers (AWS, Azure, etc.)
• Payment processors
• Analytics services
• Customer support tools
• AI/ML infrastructure providers

5.2 Legal Requirements

We may disclose information if required by law or in response to valid legal requests.

5.3 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity.

5.4 With Your Consent

We may share information with third parties when you give us explicit consent to do so.

6. Data Security

We implement appropriate technical and organizational measures to protect your information, including:

• Encryption of data in transit and at rest
• Regular security assessments and audits
• Access controls and authentication mechanisms
• Secure data centers with physical security measures
• Employee training on data protection

However, no method of transmission over the Internet or electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

7. Data Retention

We retain your information for as long as necessary to provide the Service and fulfill the purposes outlined in this Privacy Policy. Specifically:

• Account information is retained while your account is active
• Document content is retained according to your subscription plan and deletion requests
• Usage logs are typically retained for 90 days
• Financial records are retained as required by law

You can request deletion of your data at any time by contacting us or using account deletion features in the Service.

8. Your Rights and Choices

Depending on your location, you may have the following rights:

• Access: Request access to your personal information
• Correction: Request correction of inaccurate information
• Deletion: Request deletion of your information
• Portability: Request a copy of your data in a portable format
• Restriction: Request restriction of processing
• Objection: Object to certain types of processing
• Withdraw Consent: Withdraw previously given consent

To exercise these rights, please contact us at privacy@deepdocs.io. We will respond to your request within the timeframe required by applicable law.

9. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to collect usage information and improve the Service. You can control cookies through your browser settings. However, disabling cookies may limit your ability to use certain features of the Service.

10. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. These countries may have different data protection laws. We ensure appropriate safeguards are in place for such transfers in accordance with applicable law.

11. Children's Privacy

The Service is not intended for children under 13 years of age (or 16 in the European Economic Area). We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately.

12. Third-Party Links

The Service may contain links to third-party websites or services. We are not responsible for the privacy practices of these third parties. We encourage you to review their privacy policies.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on the Service and updating the "Last Updated" date. Your continued use of the Service after such changes constitutes acceptance of the updated Privacy Policy.

14. Contact Us

If you have questions or concerns about this Privacy Policy or our privacy practices, please contact us at:

• Email: privacy@deepdocs.io
• Address: [Your Company Address]

15. Data Protection Officer

If required by applicable law, we have appointed a Data Protection Officer. You can contact our DPO at: dpo@deepdocs.io