Chat With Docs

Privacy Policy

Last updated: January 21, 2025

At Chat With Docs, we take your privacy seriously. This policy describes how we collect, use, and protect your information when you use our service.

Our Privacy Commitment

  • We never train our AI models on your documents
  • Your documents are encrypted at rest and in transit
  • You can delete your data at any time
  • We comply with GDPR, CCPA, and other privacy regulations

1. Information We Collect

1.1 Information You Provide

  • Account Information: Name, email address, and password when you create an account
  • Payment Information: Billing details processed securely through Stripe (we don't store credit card numbers)
  • Documents: Files you upload to our service for processing
  • Communications: Messages you send to our support team

1.2 Information We Collect Automatically

  • Usage Data: How you interact with our service, including features used and documents processed
  • Device Information: Browser type, operating system, and IP address
  • Cookies: We use essential cookies for authentication and functionality

2. How We Use Your Information

We use your information to:

  • Provide and improve our document processing services
  • Process your documents and generate AI-powered responses
  • Authenticate your account and ensure security
  • Send service updates and respond to support requests
  • Comply with legal obligations

3. How We Process Your Documents

Important: While we don't train our AI models on your documents, we do process them to provide our service:

  • Documents are temporarily processed by third-party AI providers (OpenAI) to generate embeddings and responses
  • These providers process your data according to their data processing agreements but don't retain it
  • Documents are stored encrypted in our secure cloud infrastructure (Cloudflare R2)
  • We maintain your documents only as long as you have an active account or as required by law

4. Data Sharing and Third Parties

We share your information only in these circumstances:

4.1 Service Providers

  • OpenAI: For AI processing and embeddings (data processed but not retained)
  • Cloudflare: For secure document storage and content delivery
  • Stripe: For payment processing
  • Vercel: For hosting our application
  • PostHog: For privacy-focused product analytics (no personal document content shared)

4.2 Legal Requirements

We may disclose information if required by law, court order, or government request, or if necessary to protect our rights or the safety of our users.

5. Data Security

We implement industry-standard security measures:

  • End-to-end encryption for all documents
  • TLS encryption for all data in transit
  • Regular security audits and monitoring
  • Access controls and authentication
  • Secure data centers with physical security

6. Your Rights and Choices

You have the right to:

  • Access: Request a copy of your personal data
  • Correction: Update or correct your information
  • Deletion: Delete your account and associated data
  • Portability: Export your data in a machine-readable format
  • Opt-out: Unsubscribe from marketing communications

7. Data Retention

We retain your data only as long as necessary:

  • Active account data: Retained while your account is active
  • Deleted documents: Permanently removed within 30 days
  • Backups: Deleted from backups within 90 days
  • Legal obligations: Some data may be retained longer if required by law

8. International Data Transfers

Your data may be processed in the United States and other countries where our service providers operate. We ensure appropriate safeguards are in place for international transfers, including standard contractual clauses.

9. Children's Privacy

Chat With Docs is not intended for children under 13. We do not knowingly collect personal information from children under 13. If you believe we have collected such information, please contact us immediately.

10. Changes to This Policy

We may update this privacy policy from time to time. We will notify you of significant changes by email or through our service. Your continued use of Chat With Docs after changes constitutes acceptance of the updated policy.

11. Contact Us

If you have questions about this privacy policy or our data practices, please contact us:

  • Email: privacy@chatwithdocs.co
  • Address: Chat With Docs, Inc.
  • Data Protection Officer: dpo@chatwithdocs.co

GDPR Information for EU Residents

If you are located in the European Union, you have additional rights under the General Data Protection Regulation (GDPR), including the right to lodge a complaint with your local supervisory authority.

Legal basis for processing: We process your data based on contract performance (to provide our services), legitimate interests (to improve our services), and consent (for marketing communications).

CCPA Information for California Residents

California residents have additional rights under the California Consumer Privacy Act (CCPA), including the right to know what personal information we collect and the right to opt-out of the sale of personal information.

We do not sell your personal information.