Privacy Policy

Docubank Inc. ("the Company," "we," "us," or "our") operates DocuBank, an enterprise sovereign-AI document management platform (the "Service"). This Privacy Policy explains how we collect, use, protect, and manage your personal data and related information in connection with the features the Service provides. It applies to the websites, applications, and cloud-based and on-premises (Edge) systems that we own and operate, together with related online and offline services.

The Service uses artificial intelligence to help enterprises receive, recognize, classify, name, file, search, query, and analyze their documents. We recognize that enterprise documents concern your organization's core rights and obligations, and we therefore place the highest priority on data sovereignty and privacy. We pledge that we will never access, use, analyze, or process the contents of the documents you upload, except upon your instruction or authorization.

Please read this Privacy Policy carefully before using the Service. By using the Service, you acknowledge that you have fully understood and agree to this Policy and the terms and conditions set out in our Terms of Service.

To provide and continually improve the Service, we may collect the following types of information:

Information you provide to us

• Account information: name, job title, company, email address, phone number, username, and password.
• Enquiry and survey information: content you submit through contact forms, surveys, or customer service.
• Any other information you choose to provide for the purpose of using the Service.

Please note: although you upload enterprise documents to the Service for recognition, filing, and retrieval, we do not collect, use, or analyze the contents of those documents for our own purposes.

Information collected automatically

When you use the Service, we may automatically collect the following information from the device you use:

• Log information: sign-in and access times, operation records, pages viewed, and IP address.
• Device and environment information: hardware model, operating system, browser type, and language settings.
• Approximate location: the general geographic region inferred from your IP address.
• Usage information: the number of documents processed, feature usage frequency, and operating patterns (excluding document contents).
• Information collected through cookies and similar technologies.

We may use the information we collect for the following purposes:

• To provide, operate, and continually optimize the Service's document recognition, classification, filing, retrieval, query, and analysis features.
• To personalize and improve your experience in accordance with your settings.
• To respond to your enquiries, requests, and customer service needs.
• To send system notifications, technical support, billing, and administrative messages.
• To inform you of product updates, feature releases, and service-related information.
• To monitor and analyze overall usage trends in order to improve service quality and system performance.
• To detect, investigate, and prevent fraud, abuse, or activities that threaten system security.
• To protect the Company's legitimate rights and property.
• To comply with obligations imposed by applicable laws and regulations.
• For other specific purposes to which you have consented.

Important statement: We will not use, analyze, or process the contents of the documents you upload to achieve any of the purposes above without your authorization.

We understand the highly sensitive nature of your data and therefore strictly limit any external sharing of information. We may share your information only in the following circumstances:

• With service providers acting on our behalf: for example, cloud computing or storage providers, and only to the extent necessary to provide or improve the Service's features, subject to equivalent confidentiality and data-security obligations.
• Legal requirements: to comply with applicable laws, regulations, orders of competent authorities, or judicial processes.
• Protection of rights and safety: where we reasonably believe it necessary to protect the rights, property, and safety of the Company or others, or where your conduct violates our agreements or policies.
• Merger or acquisition: in connection with any merger, transfer of assets, financing, or acquisition, with the actual or prospective counterparty to such a transaction.
• With your explicit consent or at your direction: only where we have obtained your explicit consent or act on your instruction.

Important statement: Except where necessary to provide or improve the Service's features, we will not transfer your information to any third party, and we will never sell your personal data to third parties.

The Service's artificial intelligence is used for features such as optical character recognition (OCR), content classification, automatic naming, precise retrieval, and query analysis, in order to help you manage enterprise documents effectively. In our use of AI technology, we adhere to the following principles:

• AI models operate only to the extent necessary to provide the document-processing features described above; we do not use the contents of your documents to train general-purpose models for external use.
• We offer both cloud-based and on-premises (Edge) deployment options. Under the Edge deployment, data storage and AI computation can remain within your organization's own facilities, realizing the sovereign-AI principle that "data never leaves, and computation stays within the enterprise."
• Any general information provided by the AI is not intended to identify any specific individual.

We are committed to ensuring the fairness and transparency of our AI systems and to taking appropriate measures to prevent bias and discrimination.

Given the sensitivity of enterprise documents, we implement rigorous, industry-standard security measures to protect your information, including but not limited to:

• Using advanced encryption to protect data in transit and at rest.
• Implementing fine-grained access controls and authentication mechanisms, and maintaining complete audit trails of document access.
• Conducting regular security audits, vulnerability scans, and penetration tests.
• Under the on-premises (Edge) deployment, data can be retained entirely within your organization's firewall, further reducing external risk.

Please understand, however, that no method of electronic transmission or storage can be guaranteed to be absolutely secure. We will continue to enhance our measures to safeguard your data.

We will retain your personal data for as long as necessary to provide the Service and to comply with applicable laws and regulatory requirements. The documents you upload will be retained in your account or in the storage environment you designate until you choose to delete them or terminate your use of the Service. Under the Edge deployment, the retention and deletion of documents are managed entirely by your organization within its own environment.

To the extent permitted by applicable data protection laws, you may exercise the following rights with respect to the personal data we hold:

• Query, review, correct, or supplement your personal data.
• Request deletion of, or the cessation of collection, processing, and use of, your personal data.
• Object to or restrict certain processing activities.
• Request a copy of your data (data portability).
• Withdraw consent you have previously given (where applicable).

To exercise these rights, please contact us using the details provided at the end of this Policy. We will respond within a reasonable period in accordance with the law.

The Service is intended for enterprise and business users and is not directed to minors under the age of 18. If we become aware that we have unintentionally collected personal data from a minor, we will take immediate steps to delete it.

If you use the cloud-based version of the Service, we may, to the extent necessary to provide or improve the Service, transfer and store your information on servers located outside your country or region. In such cases, we will apply appropriate safeguards to ensure your information is adequately protected and to comply with relevant cross-border data transfer regulations. If you use the on-premises (Edge) version, your data can be retained entirely within your organization's own environment and is not subject to any international transfer. We will never transfer your personal data to third parties for sale or other non-service-related purposes.

We may revise this Privacy Policy from time to time in response to changes in the Service or in legal requirements. If we make material changes, we will post a notice within the Service or notify you by email or other means. The revised Policy takes effect upon posting or notification, and we encourage you to review the latest version periodically.

If you have any questions, comments, or requests regarding this Privacy Policy, please contact us using the details below. We will be glad to assist you: