Legal
Privacy Policy for DocuNova
Effective Date: May 13, 2026
Welcome to DocuNova ("DocuNova", "we", "our", or "us").
This Privacy Policy explains how we collect, use, store, process, and protect your information when you use our website, applications, APIs, AI-powered document tools, and related services.
By using DocuNova, you agree to the practices described in this Privacy Policy.
1. Information We Collect
We may collect the following categories of information:
A. Account Information
When you create an account, we may collect:
- Full name
- Email address
- Password, encrypted or hashed
- Profile information
- Authentication provider details, such as Google Login
B. Uploaded Documents & Content
When you use DocuNova, you may upload PDF files, Word documents, images, scanned documents, text files, and other supported document formats. We may process these files to provide AI-powered features such as:
- Document chat
- Summarization
- OCR (Optical Character Recognition)
- Search
- Information extraction
- AI-generated responses
- Contextual question answering
C. AI Interaction Data
We may collect AI interaction data to support service quality, debugging, performance, and user experience. AI systems commonly retain conversational context temporarily for response generation and system improvement. This data may include:
- Questions asked to the AI
- Chat history
- Prompt inputs
- AI-generated outputs
- Usage analytics related to AI features
D. Technical & Device Information
We may automatically collect:
- IP address
- Browser type
- Device type
- Operating system
- Referring URLs
- Session data
- Cookies and analytics identifiers
- Error logs and crash reports
E. Payment & Billing Information
If paid plans are offered, payment processing may be handled by third-party providers. We do not store complete card details on our servers. Third-party payment processors may collect:
- Billing address
- Payment method
- Transaction metadata
2. How We Use Your Information
We use collected information to:
- Provide document processing services
- Enable AI-powered document chat
- Generate summaries and insights
- Improve AI response quality
- Authenticate users
- Manage subscriptions and billing
- Provide customer support
- Prevent fraud, abuse, or unauthorized access
- Monitor system performance and security
- Comply with legal obligations
3. AI Processing & Document Analysis
DocuNova uses artificial intelligence technologies to analyze uploaded content and generate responses.
AI-generated responses may occasionally contain inaccuracies, incomplete information, or misleading outputs. Users should independently verify important information before relying on it.
DocuNova is not responsible for decisions made solely based on AI-generated responses.
This may include:
- Text extraction
- OCR from scanned documents
- Semantic indexing
- Vector embeddings
- Retrieval-Augmented Generation (RAG)
- Large Language Model (LLM) processing
4. Data Storage & Security
We implement commercially reasonable security measures including HTTPS encryption, access controls, authentication protections, database security, secure cloud infrastructure, and encrypted data transmission.
However, no internet-based system is 100% secure. You use the platform at your own risk.
5. Data Sharing & Third Parties
We do not sell your personal data.
Third-party AI providers may temporarily process uploaded content to generate responses depending on system architecture and selected AI models.
We may share information with:
- Cloud hosting providers
- AI model providers
- Authentication providers
- Payment processors
- Analytics providers
- Legal authorities when required by law
6. Cookies & Analytics
We may use cookies and similar technologies for authentication, session management, analytics, security, and performance optimization.
You can disable cookies in your browser settings, though some features may not function properly.
7. Data Retention
We retain information only as long as necessary for providing services, legal compliance, security and fraud prevention, and business operations.
You may request deletion of your account and associated data, subject to legal or operational retention requirements.
8. User Rights
Depending on your jurisdiction, you may have rights to the following. To exercise these rights, contact us using the details below.
- Access your data
- Correct inaccurate information
- Request deletion
- Request export of your data
- Object to certain processing activities
- Withdraw consent
9. Children's Privacy
DocuNova is not intended for children under 13 years of age. We do not knowingly collect personal information from children.
If we become aware that a child has provided personal data, we will delete it promptly.
10. International Data Transfers
Your information may be processed and stored in countries outside your own jurisdiction where privacy laws may differ.
By using the service, you consent to such transfers.
11. Third-Party Services
DocuNova may contain links or integrations with third-party services. We are not responsible for the privacy practices of external websites or platforms.
Users should review their respective privacy policies separately.
12. Limitation Regarding Sensitive Data
If such information is uploaded, users do so at their own risk.
Users should avoid uploading highly sensitive information unless absolutely necessary, including:
- Government-issued IDs
- Financial credentials
- Medical records
- Confidential legal materials
- Trade secrets
- Passwords or authentication credentials
13. Changes to This Privacy Policy
We may update this Privacy Policy periodically.
Updated versions will be posted on this page with a revised Effective Date.
Continued use of the platform after updates constitutes acceptance of the revised policy.
14. Contact Information
If you have questions regarding this Privacy Policy, contact:
15. GDPR / Data Protection Notice (If Applicable)
You may contact your local data protection authority if you believe your rights have been violated.
If you are located in the European Economic Area (EEA), United Kingdom, or similar jurisdictions, we process personal data under lawful bases such as:
- Consent
- Contractual necessity
- Legitimate interests
- Legal obligations
16. AI & Automated Decision Disclaimer
DocuNova uses automated AI systems to generate outputs and responses. These systems do not constitute legal, financial, medical, or professional advice.
Users remain fully responsible for verifying outputs before relying on them.
AI-based document analysis systems can produce hallucinations, incomplete summaries, or incorrect interpretations.