Privacy Policy

DocMGMT.ai ("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 AI-powered document management and ERP platform (the "Service").

By accessing or using our Service, you agree to this Privacy Policy. If you do not agree with the terms of this Privacy Policy, please do not access the Service.

Personal Information

We may collect personally identifiable information that you voluntarily provide, including:

• Name and contact information (email address, phone number)
• Company name and business address
• Account credentials (username and password)
• Billing and payment information
• Job title and department

Business Data

Through your use of our Service, we process business data including:

• Documents uploaded for processing (invoices, purchase orders, quotes)
• Customer and vendor information you enter
• Order and inventory data
• Email communications processed through Gmail integration
• Financial and accounting records

Automatically Collected Information

When you access our Service, we automatically collect:

• Device information (browser type, operating system)
• IP address and location data
• Usage patterns and feature interactions
• Log data and error reports

We use the information we collect to:

• Provide, operate, and maintain our Service
• Process documents using AI and machine learning technologies
• Improve and personalize your experience
• Communicate with you about updates, support, and promotional offers
• Process transactions and send related information
• Monitor and analyze usage trends and preferences
• Detect, prevent, and address technical issues or fraud
• Comply with legal obligations

Our Service uses artificial intelligence and machine learning to process your documents. This includes:

• Document AI: We use Google Cloud Document AI to extract text and data from uploaded documents. Documents are processed securely and deleted after processing.
• AI Analysis: We may use AI models (including Claude AI) to analyze document content, generate insights, and automate workflows.
• Email Processing: With your authorization, we process emails from connected Gmail accounts to extract orders, quotes, and business communications.

Important: Your documents and data are never used to train AI models. All processing is performed solely to provide our Service to you.

We may share your information in the following circumstances:

• Service Providers: With third-party vendors who perform services on our behalf (cloud hosting, payment processing, analytics)
• Business Transfers: In connection with a merger, acquisition, or sale of assets
• Legal Requirements: When required by law or to protect our rights
• With Your Consent: With your explicit permission for specific purposes

We do not sell your personal information to third parties.

We implement industry-standard security measures to protect your information:

• Encryption in transit (TLS/SSL) and at rest
• Secure cloud infrastructure (Google Cloud Platform)
• Role-based access controls
• Regular security audits and monitoring
• Multi-factor authentication options
• Secure API authentication

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

We retain your information for as long as your account is active or as needed to provide our Service. We will also retain and use your information as necessary to:

• Comply with legal obligations
• Resolve disputes
• Enforce our agreements

Upon account termination, your data will be deleted within 90 days, unless retention is required by law or for legitimate business purposes.

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

• Access: Request a copy of your personal data
• Correction: Request correction of inaccurate data
• Deletion: Request deletion of your data
• Portability: Request transfer of your data
• Objection: Object to certain processing activities
• Restriction: Request restriction of processing

To exercise these rights, please contact us at the email address below.

Our Service integrates with third-party services including:

• Google Cloud Platform (infrastructure and AI services)
• Firebase (authentication)
• QuickBooks (accounting integration)
• Stripe (payment processing)
• Gmail (email integration)
• Shipping carriers (EasyPost, FedEx, UPS)

These services have their own privacy policies. We encourage you to review their policies.

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

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last Updated" date. Your continued use of the Service after any changes constitutes acceptance of the updated policy.

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