Privacy Policy-V1.0

Version / Last Updated: August 2023

DOC.AI working to build reliable, interpretable, and steerable invoice digitalize platform. We are committed to protecting your personal information and your right to privacy. If you have any questions or concerns about this privacy notice, or our practices with regards to your personal information, please contact us at info@docai.pro.

This Privacy Policy is applicable to DOC AI company and its affiliates (together as “we”, “our” or “us”) as related to our services, which collectively include:

• the use of our website
• the use of our services including our free trial, and
• marketing campaigns.

Our website and services may contain links to other third-party websites (social networks, GitHub etc.). We are not responsible for the collection and processing of personal information or content of such third parties. Any links do not imply that we endorse or review such third-party content.

Please read this privacy notice carefully as it will help you understand what we do with the information that we collect.

1. WHAT INFORMATION DO WE COLLECT?

Personal information you disclose to us

In Short: We collect personal information that you provide to us.

WHEN

• you request a free trial to evaluate our services,
• you connect with us directly via email, support, social media, and so on,
• we or customer account administrators grant you access to our applications and services,
• you, customer account administrators or end users upload or enter personal information into the application,
• you participate in a marketing/sales promotion,
• you register or attend our product launches, webinars, or other events, and
• you contract the use of our services.

WHAT

The personal information we collect may include first and last name, title, phone number, business email address, company name.

When you are an end user of our applications, we collect your name, business email address, and any comments you make regarding our services.

In addition, we may collect data uploaded by you, your employer or other users of our application that may be required to use our services. We expect all users to follow their organization’s privacy policy and any applicable regulatory requirements when uploading, accessing, and using personal information in relation to our services. The data uploaded may include personal information like:

• employee or other representatives’ names, email addresses, and
• end-users’ names, email addresses, company name or other personal data necessary for our services.

Information automatically collected

In Short: Some personal information — such as your Internet Protocol (IP) address and/or browser and device characteristics.

WHEN

We collect personal information about your visits to our website and your use of our services when you land on any of our web pages through business intelligence tools, cookies, or similar tracking technology.

WHAT

The personal information collected about your visit to our website may include:

• access times,
• pages you view,
• links you click on,
• search terms you enter,
• actions you take in connection with any of the visited pages,
• your device information such as IP address, location, browser type and language,
• the Uniform Resource Locator (URL) of the website that referred you to our website, and
• the URL you browse away from our pages if you click on an external link. The information collected about your use of the services includes in particular:
• access times and metadata,
• number of processed pages,
• usage of extensions,
• user interface interaction details,
• type of documents

We may also collect personal information when you open email messages from us or click on links within those email messages.

2. HOW DO WE USE YOUR INFORMATION?

In Short: We process your information for purposes based on legitimate business interests, the fulfillment of our contract with you, compliance with our legal obligations, and/or your consent.

We use the personal Information to:

• Deliver the contracted services, including the free trial, and allow full use of the functionality as purchased by the customers.
• To communicate with you directly through emails, calls, chats, video conferencing or other channels and tools.
• Analyze user clicks and usage of our website and services to improve user experience and maximize usage of our services. The uploaded documents may be further processed and used for research, development and training of our services and artificial intelligence.
• Manage our website and services to maintain and deliver the contracted functionality.
• Enforce our terms of use and/or separate contracts (if applicable) with you.
• Send communications to you about:
  • –  new features and upgrades,
  • –  our services and offerings,
  • –  event announcements,
  • –  product notices and changes to our terms and policies,
• Prevent fraud and other prohibited or illegal activities.
• Protect the security or integrity of our websites, our business or services and related platforms.
• We may use your information to develop and display personalized content and advertising tailored to your interests and/or location and to measure its effectiveness.
• Otherwise, as disclosed to you at the point of collection or as required or permitted by law.

We do not sell your information, including any statistical and analytical data, to any third party.

3. WILL YOUR INFORMATION BE SHARED WITH ANYONE?

In Short: We only share information with your consent, to comply with laws, to provide you with services, to protect your rights, or to fulfill business obligations.

We may process or share your data that we hold based on the following legal basis:

• Consent: We may process your data if you have given us specific consent to use your personal information for a specific purpose.
• Legitimate Interests: We may process your data when it is reasonably necessary to achieve our legitimate business interests.
• Performance of a Contract: Where we have entered into a contract with you, we may process your personal information to fulfill the terms of our contract.
• Legal Obligations: We may disclose your information where we are legally required to do so in order to comply with applicable law, governmental requests, a judicial proceeding, court order, or legal process, such as in response to a court order or a subpoena (including in response to public authorities to meet national security or law enforcement requirements).
• Vital Interests: We may disclose your information where we believe it is necessary to investigate, prevent, or take action regarding potential violations of our policies, suspected fraud, situations involving threats to the safety of any person and illegal activities, or as evidence in litigation in which we are involved.

4. HOW DO WE KEEP YOUR INFORMATION SAFE?

In Short: We aim to protect your personal information through a system of organizational and technical security measures.

We have implemented appropriate technical and organizational security measures designed to protect the security of any personal information we process. However, despite our safeguards and efforts to secure your information, no electronic transmission over the Internet or information storage technology can be guaranteed to be 100% secure, so we cannot promise or guarantee that hackers, cybercriminals, or other unauthorized third parties will not be able to defeat our security, and improperly collect, access, steal, or modify your information. Although we will do our best to protect your personal information, transmission of personal information to and from our website is at your own risk. You should only access the Website within a secure environment.

5. Privacy terms applicable to juveniles

We pay great attention to the security and protection of juveniles’ privacy and data. We will be unable to identify whether the user is a juvenile unless we are expressly notified of the same. We will neither use personal information of juveniles nor disclose personal identity information of juveniles to any third-party, if we are informed that the user is a juvenile, unless for the purpose of providing necessary and emergent help or as stipulated herein. If any guardian or interested party of the juvenile finds that there is issue of juvenile’s information involved in Our Products, please contact us via our customer service support to file complaint at support@docai.pro. Upon verification and concluding we have the issue, we will soonest possibly delete information, cancel account, or respond otherwise as required. If development of relevant legislation has new demand for protection of juvenile’s privacy, we will take further action soonest possible and ensure our strict compliance in operation.

6. Remedies for divulgence of secrets

If your personal information has been or may be leaked, destructed, or lost, we will take remedies at once and notify you soonest possible (via alert/announcement posted on the website, push notification, text, telephone or e-mail) and report to the relevant authority; In any event of leakage, destruction or loss where the threat level is high, our remedies may include discontinuation of service for the account involved (to be resumed soonest practicable). If our remedies require your assistance, please assist.

If you are aware your personal information has been or may be leaked, please notify us in a timely manner. We will use our best efforts to take reasonable measures to offer assistance.

7. Special provisions applicable to certain country/region

In the circumstance where the EU General Data Protection Regulation applies to the services provided by us, we commit that you will in addition have the relevant rights and interests under the Regulation including but not limited to right of access to data (you have the right to obtain from us confirmation as to whether or not personal data concerning you are being processed, where they are being processed and for what purpose they are being processed), right to data portability (under certain condition, we will provide to you or another designated data controller upon your request your data in the form stipulated by the Regulation), right to erase (under certain condition, we will erase all personal data concerning you without undue delay upon your request).

In the United States, Our Products and services will comply with all applicable legal provisions including but not limited to the US Privacy Act, the US Electronic Communications Privacy Act and the US Children's Online Privacy Protection Act.

If your rights and interests under the applicable legal provisions differ from what is stipulated herein, that part of the applicable legal provisions prevails, provided, however, in case the abovementioned legal provision conflicts with the mandatory provision under the governing law of the Privacy Policy, we will on the premise of abiding by the mandatory provision, comply with the applicable legal provision to the extent possible.

8. Severability

If there is anything herein contradicting the legal provisions applicable to it, the legal provisions prevail over the contradicting part. If there is anything not covered hereunder, the applicable legal provisions will fill in and govern.

If any clause or part of the Privacy Policy is declared or ruled according to applicable law unlawful, invalid or unenforceable, the other clause or other part of the Privacy Policy shall not be affected. The Privacy Policy is to be interpreted with the unlawful, invalid or unenforceable clause or part being deleted.

9. Implementation of Privacy Policy

We will regularly inspect the implementation of the Privacy Policy. If you have any questions, suggestions, complaints or reports about our Privacy Policy, please contact us at the e-mail address, support@docai.pro. with the e-mail subject: Issues about Privacy Policy.

We pay high level to attention to your information security and specially have a commission of information security, which leads and coordinates relevant departments in handling information security and inspects our company’s risk level of information security on a periodical basis; in the meanwhile, the head of the commission will be the Data Protection Officer whose duty includes guarantee of our company-wide performance in fulfilling the commitment of information security, etc.

10. DO WE MAKE UPDATES TO THIS NOTICE?

Yes, we will update this notice as necessary to stay compliant with relevant laws.

We may update this privacy notice from time to time. The updated version will be indicated by an updated "Revised" date and the updated version will be effective as soon as it is accessible. If we make material changes to this privacy notice, we may notify you either by prominently posting a notice of such changes or by directly sending you a notification. We encourage you to review this privacy notice frequently to be informed of how we are protecting your information.