Privacy policy

This privacy policy explains how personal data and documents are handled on chatdocument.ai and in the ChatDocument service. The controller of personal data is the administrator of the chatdocument.ai service. You can reach the administrator about anything in this policy at [email protected].

• Account data: the work email address you sign up with, a hash of your password (never the password itself) and the one-time confirmation code we email to verify the address.
• Documents and their index: the files you upload or sync from a connected drive, the text extracted from them, and the search index built so the service can find and cite passages.
• Questions and answers: the questions you ask, the answers and citations returned, saved threads and answers you share by link.
• Usage logs: IP address, browser user agent, date and time, pages requested, actions taken in the service and error records, used to run, secure and limit the service.
• Billing data: plan, billing period and payment status. Card details are entered on the payment operator's page and handled by the payment operator. We do not store full card numbers.
• The one-time demo: when you try it, the text of the document you add and your question.

• To provide the service you signed up for, including indexing documents, answering questions and syncing connected folders. Legal basis: performance of a contract.
• To verify your email address, secure accounts, prevent abuse and enforce usage limits. Legal basis: our legitimate interest in a secure and fair service.
• To bill subscriptions and keep accounting records. Legal basis: performance of a contract and legal obligations.
• To send service emails such as confirmation codes, billing notices and changes to these documents. Legal basis: performance of a contract.
• To answer your messages to [email protected]. Legal basis: our legitimate interest in replying to you.

We do not sell personal data and we do not share it for cross-context behavioral advertising.

Documents, questions and answers are used only to provide the service to you. They are never used to train AI models. The AI model providers that process passages to produce an answer are bound by contract not to train on your content and process it under API terms that exclude training.

We share data only with service providers that help us run ChatDocument, each limited to what its task needs. By category:

• Hosting provider, which stores the service, documents and backups.
• Payment operator, which processes subscription payments.
• Email delivery provider, which sends service emails.
• AI model providers, which process the passages needed to answer a question and are bound by contract not to train on your content.

We may also disclose data where the law requires it.

Data is encrypted in transit (TLS) and at rest. Access inside a workspace follows the roles you assign (owner, editor, asker). Business and Enterprise plans keep an audit log of activity in a workspace.

• The demo reads the file in your browser. The demo file and its text are not uploaded or stored by us.
• Documents and their index are kept while they are in a space. They are deleted when you delete them, when you delete the space, or on request, and they are removed from backups within 30 days.
• Account data is kept while the account is active and deleted on request, except records we must keep for accounting and tax purposes.
• Usage logs are kept for a limited period needed for security and limits, then deleted.

Depending on where you live, you may have the right to access your data, correct it, delete it, receive a copy in a portable format, restrict or object to processing, and withdraw consent where processing is based on consent. Residents of the European Economic Area and the United Kingdom may also complain to their data protection authority. Residents of US states with privacy laws have similar rights to know, correct, delete and opt out, and we will not treat you differently for using them. To use any right, email [email protected] from the address on your account. We may need to confirm your identity before acting on a request.

ChatDocument uses only strictly necessary cookies: a session cookie that keeps you signed in and security cookies that protect forms and accounts. We do not use advertising cookies or third-party tracking cookies, so there is no cookie banner to accept.

Service providers may process data in countries other than yours. Where that happens, transfers rely on safeguards required by applicable law, such as standard contractual clauses.

ChatDocument is a business service and is not directed to children. We do not knowingly collect data from anyone under 16.

We may update this policy when the service or the law changes. The date at the top shows the latest version. Significant changes are announced by email to account owners before they take effect.

Questions about this policy or your data: [email protected].