Privacy Policy

1. Introduction

Welcome to Documentra ("we," "our," or "us"). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our AI-powered document builder and editing service (the "Service").

We are committed to protecting your privacy and ensuring the security of your personal information. Please read this Privacy Policy carefully to understand our practices regarding your data.

2. Information We Collect

We collect several types of information to provide, improve, and secure our Service:

2.1 Personal Information

• Account Information: Name, email address, and other details you provide when creating an account
• Payment Information: Billing details processed securely through Paddle, our payment provider
• Contact Information: Any additional contact details you provide for support or communications

2.2 Document Content

• Documents You Create: Content, text, images, and other materials you create or upload to our Service
• Document Metadata: Document titles, creation dates, and organizational information
• AI Interactions: Prompts, responses, and interactions with our AI features

2.3 Technical Information

• Usage Data: Pages visited, features used, time spent, and interaction patterns
• Device Information: Browser type, operating system, device type, and screen resolution
• Log Data: IP address, access times, and technical error information
• Cookies and Tracking: Cookies and similar technologies for functionality and analytics

3. How We Use Your Information

We use the collected information for various purposes:

• Service Provision: To provide, maintain, and improve our Service
• Account Management: To create and manage your account
• Payment Processing: To process payments and manage subscriptions through Paddle
• Communication: To send you important notices, updates, and support communications
• AI Functionality: To power our AI features and improve their accuracy and performance
• Security: To detect, prevent, and address technical issues and security threats
• Analytics: To understand usage patterns and improve our Service
• Legal Compliance: To comply with legal obligations and enforce our Terms and Conditions

4. Information Sharing and Disclosure

We may share your information in the following circumstances:

4.1 Service Providers

We engage trusted third-party companies to perform services on our behalf, including:

• Paddle: Payment processing as our Merchant of Record
• Cloud Services: Hosting and infrastructure providers
• Analytics Services: Tools that help us understand usage patterns
• Email Services: For sending communications and notifications

4.2 Legal Requirements

We may disclose your information when required by law or to protect our rights:

• To comply with legal obligations, court orders, or government requests
• To protect and defend our rights, property, or safety
• To prevent fraud or enforce our Terms and Conditions
• In connection with a business transfer, merger, or acquisition

4.3 User Consent

We may share your information with your consent for specific purposes, such as integrating with third-party services you choose to connect with our platform.

5. Data Security

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

• Encryption: Data is encrypted in transit and at rest using industry-standard encryption
• Access Controls: Strict access controls limit who can access your data
• Secure Infrastructure: We use secure cloud infrastructure with regular security updates
• Payment Security: Payment information is processed securely through Paddle
• Regular Audits: We conduct regular security assessments and audits

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

6. Data Retention

We retain your information for different periods depending on the purpose:

• Account Information: Retained while your account is active and for a reasonable period after account closure
• Document Content: Retained according to your account settings and service tier
• Payment Records: Retained as required for legal and accounting purposes
• Analytics Data: Retained in anonymized or aggregated form for analytical purposes

You can request deletion of your account and associated data at any time, subject to legal and operational requirements.

7. Your Rights and Choices

Depending on your location, you may have certain rights regarding your personal information:

• Access: Request access to the personal information we hold about you
• Correction: Request correction of inaccurate or incomplete information
• Deletion: Request deletion of your personal information
• Portability: Request transfer of your data to another service
• Objection: Object to certain processing activities
• Restriction: Request restriction of processing activities
• Withdraw Consent: Withdraw consent where processing is based on consent

To exercise these rights, please contact us using the information provided below.

8. Cookies and Tracking Technologies

We use cookies and similar technologies to enhance your experience:

• Essential Cookies: Required for basic functionality and security
• Performance Cookies: Help us understand how our Service is used
• Functionality Cookies: Remember your preferences and settings
• Targeting Cookies: Used for personalized content and advertising (with consent)

You can control cookie settings through your browser preferences. Note that disabling certain cookies may affect the functionality of our Service.

9. Third-Party Services

Our Service may integrate with third-party services or contain links to third-party websites. These third parties have their own privacy policies and practices:

• Paddle: Processes payments and handles related data. Review their privacy policy at paddle.com/privacy
• AI Services: We may use third-party AI services to power certain features
• Analytics Providers: Services like Google Analytics or similar tools

We are not responsible for the privacy practices of third-party services. We encourage you to review their privacy policies.

10. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. We ensure appropriate safeguards are in place to protect your information in accordance with this Privacy Policy and applicable data protection laws.

When we transfer your information internationally, we use standard contractual clauses or other legally recognized mechanisms to ensure adequate protection.

11. Children's Privacy

Our Service is not intended for children under the age of 13. We do not knowingly collect personal information from children under 13. If we become aware that we have collected information from a child under 13, we will take steps to delete such information.

12. 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 updated policy on our website
• Updating the "Last updated" date
• Sending you an email notification for significant changes

Your continued use of our Service after such changes constitutes your acceptance of the updated Privacy Policy.

13. Contact Information

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

We will respond to your privacy-related inquiries within a reasonable timeframe, typically within 30 days.

14. Legal Basis for Processing (GDPR)

If you are located in the European Economic Area (EEA), we process your personal information on the following legal bases:

• Contractual Necessity: To provide our Service under our agreement with you
• Legal Obligation: To comply with legal requirements
• Legitimate Interests: For purposes such as security, fraud prevention, and service improvement
• Consent: When you provide consent for specific processing activities

15. Data Subject Rights (GDPR)

Under the General Data Protection Regulation (GDPR), you have the right to:

• Request access to your personal data
• Request correction of inaccurate data
• Request deletion of your personal data
• Object to processing of your personal data
• Request restriction of processing
• Request data portability
• Withdraw consent at any time
• Lodge a complaint with a supervisory authority