Docudent, Inc. ("Docudent", "we", "us", or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, share, and store your personal information when you use our website (docudent.ai) and document storage and file sharing platform (collectively, the "Services").

By using our Services, you agree to the collection and use of information in accordance with this policy. If you do not agree, please discontinue use of the Services.

1. Who We Are

Docudent, Inc. is the data controller responsible for your personal data. We provide document storage and file sharing services for individuals and teams.

Contact: legal@docudent.ai | https://docudent.ai

2. Information We Collect

2.1 Information You Provide Directly

• Account registration – Name, email address, password, and optionally a profile photo.

• Billing information – Payment card details and billing address (processed securely by our payment processor; we do not store full card numbers).

• Content you upload – Documents, files, folders, and any metadata you associate with them.

• Communications – Messages you send to our support team or through the platform.

• Survey and feedback responses – When you participate in optional research.

2.2 Information Collected Automatically

• Usage data – Pages visited, features used, time spent, clicks, and search queries within the platform.

• Device and browser information – IP address, browser type and version, operating system, device identifiers, and screen resolution.

• Log data – Server logs including timestamps, referring URLs, and error reports.

• Cookies and tracking technologies – As described in our Cookie Policy (https://docudent.ai/cookies).

2.3 Information from Third Parties

• Single Sign-On (SSO) providers – If you log in via Google or Microsoft, we receive your name, email, and profile photo from that provider.

• Payment processors – We receive transaction confirmations and billing status from Stripe.

• Analytics providers – Aggregated, anonymized usage insights from Google Analytics and Hotjar.

3. Why We Collect Your Information

We use your information for the following purposes:

• Providing the Services – To operate, maintain, and improve Docudent, including storing and syncing your files.

• Account management – To create and manage your account, verify your identity, and handle authentication.

• Billing and payments – To process transactions, issue invoices, and manage subscriptions.

• Customer support – To respond to your inquiries, troubleshoot issues, and provide assistance.

• Security – To detect, investigate, and prevent fraudulent transactions, abuse, and other illegal activities.

• Communications – To send transactional emails (e.g., password resets, receipts) and, where you have consented, marketing communications.

• Product improvement – To analyse usage patterns and conduct research to improve our features and user experience.

• Legal compliance – To comply with applicable laws, regulations, and legal processes.

4. How We Collect Information

We collect information:

• Directly from you when you register, upload files, fill in forms, or contact us.

• Automatically through cookies, log files, and similar technologies as you use the Services.

• From third-party services you connect to your Docudent account (e.g., SSO providers).

5. How We Share Your Information

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

• Service providers – Trusted vendors who help us deliver the Services (e.g., cloud hosting, payment processing, analytics). These parties are contractually obligated to protect your data and use it only for the purposes we specify.

• Business transfers – If Docudent is involved in a merger, acquisition, or sale of assets, your data may be transferred as part of that transaction. We will notify you before your data is subject to a different privacy policy.

• Legal requirements – We may disclose your information if required by law, court order, or governmental authority, or to protect the rights, property, or safety of Docudent, our users, or the public.

• With your consent – We may share your information for other purposes with your explicit consent.

• Team administrators – If you are part of a Docudent Team, your organization's administrators may have access to your account data as described in our Teams policy.

6. How Long We Store Your Information

• Account data – Retained for as long as your account is active. After account deletion, we delete or anonymize your personal data within 90 days, unless retention is required by law.

• Uploaded files – Deleted within 30 days of account closure or file deletion, subject to any legal hold obligations.

• Billing records – Retained for 7 years to comply with financial regulations.

• Log data – Retained for up to 12 months for security and debugging purposes.

• Marketing consent records – Retained until you withdraw consent or request deletion.

7. How We Use Cookies

We use cookies and similar technologies to operate the Services, remember your preferences, and understand how visitors interact with our site. For a full breakdown of the cookies we use, including how to manage your preferences, please see our Cookie Policy at https://docudent.ai/cookies.

8. Data Security

We implement industry-standard security measures to protect your data, including:

• Encryption in transit (TLS 1.2+) and at rest (AES-256).

• Role-based access controls to limit who within Docudent can access your data.

• Regular security audits and penetration testing.

• Multi-factor authentication (MFA) options for all accounts.

No method of transmission over the internet is 100% secure. While we strive to protect your data, we cannot guarantee absolute security.

9. International Data Transfers

Docudent is based in the United States. If you are located in the EU or UK, your personal data will be transferred to and processed in the US. We rely on Standard Contractual Clauses (SCCs) approved by the European Commission to ensure your data receives an adequate level of protection.

10. Children's Privacy

Our Services are not directed to children under 13 (or under 16 in the EU/UK). We do not knowingly collect personal information from children. If you believe a child has provided us with personal data, please contact us at legal@docudent.ai and we will delete it promptly.

11. Your Rights

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

• Access – Request a copy of the personal data we hold about you.

• Correction – Ask us to correct inaccurate or incomplete data.

• Deletion – Ask us to delete your personal data (subject to legal obligations).

• Restriction – Ask us to limit how we process your data.

• Portability – Receive your data in a structured, machine-readable format.

• Objection – Object to processing based on legitimate interests or for direct marketing.

• Withdraw consent – Withdraw consent at any time where processing is consent-based.

• Lodge a complaint – File a complaint with your local supervisory authority (e.g., the ICO in the UK, or your EU member state's data protection authority).

To exercise your rights, email us at legal@docudent.ai. We will respond within 30 days.

12. Changes to This Policy

We may update this Privacy Policy periodically. We will notify you of material changes by email or via an in-app notification at least 30 days before the changes take effect. Continued use of the Services after that date constitutes acceptance of the revised policy.

13. Contact Us

Docudent, Inc.

798 Shipwatch Drive E

Jacksonville, Florida, 32225, USA

Email: legal@docudent.ai

Website: https://docudent.ai