Privacy Policy
Effective Date: April 5, 2025 · DocumateIT, Inc.
DocumateIT, Inc. ("DocumateIT," "we," "our," or "us") operates and owns the Docuit platform and brand. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our website at docuit.ai, our desktop application, and any related services (collectively, the "Services").
By accessing, downloading, or using the Services, you acknowledge and agree to this Privacy Policy and our Terms of Service.
Scope and Applicability
This Privacy Policy applies to all users of the Docuit platform, website, and desktop application. It covers both information you provide directly, and information collected automatically as part of our Services' operation.
This Policy does not apply to third-party websites, services, or integrations we do not control.
Information We Collect
2.1 Information You Provide
- Name and contact details (email, company, phone number if provided)
- Form submissions, demo requests, or onboarding details
- Payment or billing data processed securely by third-party providers
2.2 Information Collected Automatically
- Browser type, device type, and IP address
- Usage activity (e.g., pages visited, workflow interactions)
- System and session data required to maintain functionality and performance
2.3 Information Collected by the Docuit Desktop Application
Depending on your operating system, Docuit may request permission to capture portions of your screen or detect certain keyboard or mouse events used to trigger product features.
On macOS, the system prompts you for explicit permissions (Screen Recording, Input Monitoring, etc.). On Windows, your continued use after accepting this Policy constitutes your consent.
Captured content is processed locally whenever possible, or securely transmitted to our U.S.-based backend only when required for feature functionality. All data is encrypted in transit and at rest. We do not access your device camera, microphone, or personal files.
How We Use Your Information
- Operate, maintain, and improve Docuit and its features
- Provide customer support and respond to requests
- Analyze product usage and performance
- Ensure security and prevent fraud
- Enable features requiring screen-capture permissions
- Comply with legal and regulatory obligations
We do not sell, lease, or rent your personal data.
Use of Artificial Intelligence (AI)
Docuit uses AI-powered models for automated documentation generation, multi-language translation, and workflow summarization. All AI processing is performed in accordance with this Privacy Policy and the terms of our service providers (e.g., AWS, OpenAI, Google, Microsoft).
AI Accuracy Disclaimer
AI-generated outputs may contain inaccuracies and are provided for informational and productivity purposes only. You are responsible for verifying AI-generated content before use in production, compliance, or legal contexts. DocumateIT, Inc. disclaims all liability arising from any errors produced by AI features.
Sharing of Information
We share information only with trusted service providers (e.g., AWS, Google, Microsoft, OpenAI), legal or regulatory authorities when required by law, and business successors in the event of a merger or acquisition. All partners are required to adhere to strict confidentiality and data-protection standards.
Data Security
We employ encryption in transit (TLS/SSL) and at rest, role-based access controls and audit logs, and secure U.S.-based cloud infrastructure with continuous monitoring. Despite these measures, no system is 100% secure. You are responsible for maintaining the confidentiality of your account credentials.
Data Retention
Captured screen data is retained for no longer than 24 hours after processing is complete, then automatically and permanently deleted. Only anonymized usage metrics may be retained longer for product improvement and security monitoring.
Users may request deletion of any residual data at any time by contacting [email protected].
Your Rights and Choices
Depending on your location, you may request access to, correction of, or deletion of your personal information, or withdraw consent to certain uses. Contact us at [email protected]. We will respond within the timeframe required by applicable law.
Cookies and Tracking
We use cookies to manage logins and sessions, analyze site and app usage, and improve features and user experience. You can disable cookies in your browser, but some functionality may be limited.
Third-Party Services and Integrations
Our integrations with Google, Microsoft, AWS, and OpenAI involve the secure exchange of limited data to enable functionality. Each third party operates under its own privacy policy, and we ensure they maintain strong security and compliance practices.
International Data Transfers
Your data is processed and stored exclusively within the United States. If you access Docuit from outside the U.S., you consent to the transfer and processing of your data within U.S. jurisdictions only.
GDPR — Rights of EU/EEA Users
If you are located in the European Union or European Economic Area, the General Data Protection Regulation (GDPR) applies to our processing of your personal data. Our lawful bases for processing include:
- Consent — for screen capture and optional data processing
- Contractual necessity — to deliver the Services you requested
- Legitimate interests — for security, fraud prevention, and product improvement
- Legal obligation — where required by applicable law
As an EU/EEA user, you have the following rights:
- Right of access — request a copy of the personal data we hold about you
- Right to rectification — request correction of inaccurate data
- Right to erasure — request deletion of your personal data ("right to be forgotten")
- Right to restriction — request that we limit how we use your data
- Right to data portability — receive your data in a structured, machine-readable format
- Right to object — object to processing based on legitimate interests
- Right to withdraw consent — at any time, without affecting prior processing
To exercise any of these rights, contact us at [email protected]. We will respond within 30 days. You also have the right to lodge a complaint with your local data protection authority.
Please note: Docuit currently stores and processes all data within the United States. By using our Services, EU/EEA users consent to this transfer. We are working toward implementing Standard Contractual Clauses (SCCs) to provide additional transfer safeguards.
CCPA — Rights of California Users
If you are a California resident, the California Consumer Privacy Act (CCPA) grants you the following rights:
- Right to know — request disclosure of the personal information we collect, use, share, or sell about you
- Right to delete — request deletion of personal information we have collected from you
- Right to opt out of sale — we do not sell your personal information to third parties. You may still submit an opt-out request at [email protected]
- Right to non-discrimination — we will not discriminate against you for exercising any of your CCPA rights
To submit a verifiable consumer request, contact us at [email protected]. We will respond within 45 days as required by law.
Categories of personal information collected in the past 12 months: identifiers (name, email, IP address), internet activity (usage data), and inferences drawn from usage to improve the product. We do not sell any of this information.
Data Breach Notification
In the event of a data breach that is reasonably likely to result in harm to affected users, DocumateIT, Inc. will:
- Notify affected users via email within 72 hours of becoming aware of the breach, where feasible
- Notify relevant supervisory authorities as required by applicable law (including GDPR Article 33)
- Provide details of the nature of the breach, data affected, and steps being taken to address it
If you believe your data has been compromised, contact us immediately at [email protected].
Children's Privacy
Docuit is not directed at children under 18 years of age. We do not knowingly collect data from minors. If you believe a minor has provided personal data, please contact us to request deletion.
Changes to This Privacy Policy
We may update this Privacy Policy periodically. The updated version will be posted at docuit.ai with the effective date revised accordingly. Continued use of Docuit after updates constitutes acceptance of the revised Policy.
Contact Information
For any privacy-related questions or requests:
DocumateIT, Inc. — Attn: Legal Department
📍 56 Broad St, STE 14265, Boston, MA 02109
📧 [email protected] · [email protected]
We aim to respond to privacy inquiries within 30 days.
Acknowledgment
By accessing, installing, or using Docuit, you acknowledge that you have read and understood this Privacy Policy, consent to our collection and use of data as described, and understand that certain automated and AI-based functions may capture or generate content subject to your review and verification.