Privacy Policy

1. Introduction

DokuBrain ("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 intelligent document processing platform, website, and API services (collectively, the "Services").

By using our Services, you consent to the data practices described in this Privacy Policy. If you do not agree with the practices described herein, please do not use our Services.

2. Information We Collect

2.1 Information You Provide

• Account Information: When you create an account, we collect your name, email address, password, and organization details.
• Documents and Content: Documents you upload for processing, including any text, images, tables, and metadata contained therein.
• Payment Information: If you subscribe to a paid plan, we collect billing details. Payment processing is handled by secure third-party processors.
• Communications: Any messages, feedback, or support requests you send to us.

2.2 Information Collected Automatically

• Usage Data: Information about how you use the Services, including API calls, features accessed, and interaction patterns.
• Device Information: Browser type, operating system, device identifiers, and IP address.
• Cookies and Tracking: We use cookies and similar technologies to maintain sessions and analyze usage patterns.
• Log Data: Server logs that record requests, timestamps, and system performance metrics.

3. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve the Services
• Process documents and deliver AI-powered analysis
• Create embeddings and indexes for semantic search functionality
• Process transactions and manage your account
• Respond to your inquiries and provide customer support
• Send you service-related communications and updates
• Monitor and analyze usage trends to improve user experience
• Detect, prevent, and address security issues and fraud
• Comply with legal obligations and enforce our terms
• Develop new features and services

4. Document Processing and AI

Our Services use artificial intelligence to process your documents. Here's how we handle your document data:

• Processing: Documents are processed to extract text, classify content, and create searchable embeddings.
• Storage: Documents and processed data are stored in encrypted form in secure cloud infrastructure.
• AI Training: We do not use your documents to train our AI models without your explicit consent.
• Retention: Documents are retained as long as your account is active or as needed to provide Services.

5. Information Sharing and Disclosure

We may share your information in the following circumstances:

• Service Providers: With third-party vendors who assist in providing the Services (e.g., cloud hosting, payment processing).
• AI Partners: With AI service providers (such as OpenAI or Anthropic) for document processing, subject to their privacy policies and our data processing agreements.
• Legal Requirements: When required by law, subpoena, or government request.
• Business Transfers: In connection with a merger, acquisition, or sale of assets.
• With Your Consent: When you have given us explicit permission to share information.

We do not sell your personal information to third parties.

6. Data Security

We implement robust security measures to protect your information:

• Encryption: Data is encrypted in transit (TLS 1.3) and at rest (AES-256).
• Access Controls: Strict access controls and authentication mechanisms protect system access.
• Infrastructure: We use enterprise-grade cloud infrastructure with SOC 2 compliance.
• Monitoring: Continuous security monitoring and regular security assessments.

While we strive to protect your information, no method of transmission or storage is 100% secure. We cannot guarantee absolute security.

7. Data Retention

We retain your information for as long as necessary to:

• Provide the Services and maintain your account
• Comply with legal obligations
• Resolve disputes and enforce agreements
• Maintain business records as required by law

When you delete your account, we will delete or anonymize your personal information within 30 days, except where retention is required by law.

8. Your Rights and Choices

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

• Access: Request access to your personal information we hold.
• Correction: Request correction of inaccurate or incomplete information.
• Deletion: Request deletion of your personal information.
• Portability: Request a copy of your data in a portable format.
• Opt-Out: Opt out of marketing communications at any time.
• Restrict Processing: Request restriction of certain processing activities.

To exercise these rights, please contact us at privacy@dokubrain.com.

9. Cookies and Tracking Technologies

We use cookies and similar technologies for:

• Essential Cookies: Required for the Services to function properly (e.g., authentication).
• Analytics Cookies: Help us understand how users interact with our Services.
• Preference Cookies: Remember your settings and preferences.

You can control cookies through your browser settings. Note that disabling certain cookies may affect the functionality of the Services.

10. International Data Transfers

Your information may be transferred to and processed in countries other than your own. We ensure appropriate safeguards are in place for international transfers, including:

• Standard contractual clauses approved by relevant authorities
• Data processing agreements with service providers
• Compliance with applicable data protection frameworks

11. GDPR Compliance (European Users)

If you are located in the European Economic Area (EEA), you have additional rights under the General Data Protection Regulation (GDPR):

• Right to object to processing based on legitimate interests
• Right to lodge a complaint with a supervisory authority
• Right to withdraw consent at any time

Our legal bases for processing include: contract performance, legitimate interests, legal obligations, and consent (where applicable).

12. CCPA Compliance (California Users)

If you are a California resident, you have rights under the California Consumer Privacy Act (CCPA):

• Right to know what personal information is collected
• Right to know whether personal information is sold or disclosed
• Right to say no to the sale of personal information
• Right to access your personal information
• Right to equal service and price

We do not sell personal information. To submit a CCPA request, contact us at privacy@dokubrain.com.

13. Children's Privacy

Our Services are not intended for children under 18 years of age. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately.

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by:

• Posting the new Privacy Policy on this page
• Updating the "Last updated" date at the top
• Sending you an email notification (for significant changes)

We encourage you to review this Privacy Policy periodically for any changes.

15. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us:

For data protection inquiries in the EU, you may also contact our Data Protection Officer at dpo@dokubrain.com.