Legal and Data Protection documents
You will find below all legal documents. Our data protection policies are compliant with:
Terms & Conditions
Last updated: 20/10/2025
Please read these Terms & Conditions (the “Terms”) carefully before using the Doc.AI services (the “Service”). By accessing or using our Service, you agree to be bound by these Terms. If you do not agree with all of these Terms, you must not use the Service.
1. Definitions
In these Terms:
- “Company”, “we”, “us”, or “our” means Doc.AI (or the legal entity operating the Service).
- “You”, “your”, “Customer”, or “User” means you, the individual or legal entity accessing or using the Service.
- “Authorized Users” means your employees, agents or representatives who are permitted by you to access or use the Service (and for whom you are responsible).
- “Account” means the account you create to access the Service.
- “Customer Data” means all data, documents, image files (including photos/PDFs), outputs, text or other materials that you or your Authorized Users upload, input or process through the Service.
- “Service” means the Doc.AI platform, tools, software, API, modules, documentation and any other related services made available by the Company.
- “Subscription” or “Plan” means any paid or free tier of access to the Service subject to pricing or usage terms.
- “Intellectual Property Rights” (or “IPR”) means all intellectual property rights worldwide, including, without limitation, patents, copyrights, trademarks, trade secrets, moral rights, database rights, design rights, and any rights in data.
2. Acceptance of Terms
By creating an Account, logging in, or otherwise using the Service, you confirm that you have read, understood and agree to be bound by these Terms and any additional policies referenced herein (including our Privacy Policy, Cookies Policy and Data Processing Agreement if applicable). If you do not agree to these Terms, you must stop using the Service.
3. Grant of Rights / Licence
Subject to your compliance with these Terms, the Company grants you a limited, non-exclusive, non-transferable, non-sublicensable right to use the Service during the term of your Subscription solely for your internal business purposes.
You shall not:
- rent, lease, sublicense, resell, assign or otherwise transfer the Service or your rights to use it to any third party;
- modify, adapt, translate, reverse engineer, decompile or disassemble the Service (except to the extent permitted by applicable law);
- use the Service for any purpose other than that for which it is provided under these Terms.
4. Ownership & Intellectual Property
All rights, title and interest in and to the Service (including all software, documentation, features, improvements) and all associated Intellectual Property Rights remain with the Company or its licensors.
You retain all rights to your Customer Data. By using the Service you grant the Company a worldwide, royalty-free, non-exclusive license to host, use, process, reproduce, adapt, modify, distribute, and aggregate your Customer Data (including anonymized or de-identified data) solely for the purpose of providing, improving and analysing the Service and developing new features (while ensuring no personally-identifiable information of your users/residents is disclosed outside the scope of the Service).
You agree you will not remove or obscure any proprietary notices or markings on the Service.
5. Payments & Billing (if applicable)
If you subscribe to a paid plan:
- You agree to pay all fees specified for the Subscription you choose.
- Fees may be billed monthly, annually or otherwise as described on our website or in an order form.
- You are responsible for all taxes, duties or other governmental charges arising in connection with your Subscription (excluding taxes based on the Company’s income).
- If we do not receive payment when due, we may suspend or terminate your access to the Service without liability to you.
- Unless otherwise stated, fees are non-refundable.
- We reserve the right to change the subscription pricing, and we will notify you in advance of any material price change.
6. Term & Termination
- The agreement between you and the Company for your use of the Service begins when you accept these Terms or register for the Service, and continues for the duration of your Subscription.
- Either party may terminate the Subscription in accordance with your service download or order form (or freetrial terms).
- We may immediately suspend or terminate your access if you breach these Terms or if you pose a security risk, or for any reason we deem dangerous to the Service.
- Upon termination: (a) you must pay any outstanding fees; (b) your license to use the Service ends; (c) The Company may delete or archive your Customer Data after a reasonable period (as described in our Data Retention Policy).
- Sections that by their nature should survive termination (e.g., ownership, indemnity, limitation of liability, governing law) shall survive.
7. User Accounts & Security
- You are responsible for your Account and all activity under it (including all Authorized Users).
- You must keep your credentials secure, notify us immediately of any unauthorized use, and ensure your Authorized Users comply with these Terms.
- You must not use the Service (or allow use) in a way that compromises security or violates applicable laws.
- We may disable your Account at any time if we suspect unauthorized or fraudulent use.
8. Acceptable Use
You agree to use the Service only for lawful purposes and in accordance with these Terms and any applicable policies. In particular, you must not:
- use the Service to upload, transmit or store any material that is illegal, infringing, harmful, threatening, defamatory, obscene or otherwise objectionable;
- interfere with or disrupt the integrity or performance of the Service or any third-party services;
- attempt to gain unauthorized access to the Service or related systems or networks;
- remove or alter any proprietary notices or content from the Service;
- use the Service to create competitive products or services, train other machine-learning or AI systems (unless explicitly permitted), or otherwise exploit the Service beyond the intended scope without our written consent.
9. Data Protection & Privacy
- You represent and warrant that you have all rights, consents and permissions to submit Customer Data to the Service and to allow the Company to process it in accordance with these Terms and the Privacy Policy.
- The Company will implement reasonable technical and organizational measures to protect Customer Data; however, given that the audit of frameworks such as GDPR, HIPAA, SOC 2 and ISO 27001 is not yet complete, we do not guarantee full compliance with such frameworks at this time.
- You are responsible for making your own assessments regarding your regulatory obligations (for example under data protection laws, health-data laws, industry-specific compliance) when using the Service.
10. Warranties & Disclaimer
- The Service is provided “as is” and “as available” and the Company expressly disclaims all warranties, whether express or implied, including but not limited to warranties of merchantability, fitness for a particular purpose, non-infringement or uninterrupted service.
- The Company does not guarantee that the Service will be error-free, completely secure or available at all times.
- You acknowledge and agree that you use the Service at your own risk.
11. Limitation of Liability
- To the maximum extent permitted by applicable law, the Company’s total liability arising out of or in any way connected with these Terms or the Service shall not exceed the total fees paid by you to the Company in the twelve (12) months preceding the event giving rise to the claim (or if no fees paid, a nominal amount).
- In no event will the Company be liable for any indirect, incidental, special, punitive or consequential damages, including loss of profits, loss of business, loss of data or goodwill, even if we have been advised of the possibility of such damages.
- These limitations apply even if the exclusive remedy provided here fails its essential purpose.
- Nothing in this Clause limits liability where applicable law prohibits such limitation (for example death or personal injury caused by our negligence).
12. Indemnification
You shall indemnify, defend and hold harmless the Company, its officers, directors, employees and agents (each, an “Indemnified Party”) from and against any third-party claim, demand, action, loss, liability, cost or expense (including reasonable legal fees) arising from or related to: (a) your use of the Service in breach of these Terms; (b) your Customer Data or your Authorised Users’ actions; (c) your violation of any law or rights of another; or (d) any claim that your use of the Service violated applicable law or rights of a third party.
13. Modifications to Terms
We may amend these Terms from time to time. If we make a material change, we will use reasonable efforts to notify you (for example via email or notice on the Service) at least [30] days before the change becomes effective. Your continued use of the Service after such notice constitutes acceptance of the amended Terms. If you do not agree with the changes, you must stop using the Service.
14. Miscellaneous
- Governing Law & Jurisdiction: These Terms will be governed by and construed in accordance with the laws of [Country/State] (to be specified) without regard to conflict of laws principles. Any dispute arising under these Terms shall be subject to the exclusive jurisdiction of the courts of [City/State/Country].
- Severability & Waiver: If any provision of these Terms is held invalid or unenforceable, the remaining provisions will still apply. The failure of either party to enforce any right or provision will not constitute a waiver.
- Assignment: You may not assign or transfer your rights or obligations under these Terms without our prior written consent. The Company may assign or transfer its rights or obligations without your consent.
- Entire Agreement: These Terms (together with any referenced policies) constitute the entire agreement between you and the Company regarding the Service and supersede all prior or contemporaneous agreements and representations.
- Notices: We may send notices to you (including via email) at the address you provide in your Account or by posting on the Service. You may send notices to us at [contact email address].
- Third-Party Services: The Service may integrate or rely on third-party services or APIs. Your use of such third-party services may be subject to additional terms and conditions, and the Company is not responsible for those third-parties.
15. Confirmation
By using the Service you confirm that you have read, understood and agree to be bound by these Terms.
16. Contact Information
If you have questions, concerns, or requests regarding this DPA or our data handling practices, please contact us at EMAIL.
Data Processing Agreement
Last Updated: 20/10/2025
This Data Processing Agreement (“Agreement” or “DPA”) forms part of the Terms & Conditions (the “Main Agreement”) between:
- DOC.ai (“Processor”,”we”, “us”, or “our”), and
- You, the customer or entity using DOC.ai’s services (“Controller”, “you”, or “your”).
Both parties agree as follows:
1. Purpose & Scope
1.1. This DPA governs the processing of documents, images, and data (“Customer Data“) that you upload or submit to DOC.ai’s services (“Service”).
1.2. DOC.ai will process Customer Data solely for the purpose of providing and improving the Service described in the Main Agreement.
1.3. No additional processing or disclosure will occur except as required to operate, maintain, secure, or enhance the Service, or as otherwise instructed by you.
2. Roles of the Parties
2.1. You are the data owner and remain responsible for the content, accuracy, and legality of the Customer Data you provide.
2.2. DOC.ai acts as a data processor/service provider, processing Customer Data on your behalf and according to your instructions.
2.3. You determine what Customer Data is uploaded, how it is classified, and who is authorised to access your account.
3. Instructions
3.1. DOC.ai shall process Customer Data only:
(a) to provide and maintain the Service;
(b) to fix or improve product performance;
(c) to prevent or address service issues, technical faults, or misuse;
(d) to comply with applicable law or valid government requests.
3.2. DOC.ai will not process Customer Data for advertising, profiling, or unrelated commercial purposes.
4. Security Measures
4.1. DOC.ai will maintain reasonable technical and organisational measures to protect Customer Data from unauthorised access, alteration, disclosure, or destruction.
4.2. These measures may include:
Encrypted data transfer (HTTPS/TLS)
Access control and authentication procedures
Regular security reviews and monitoring
Data isolation between customers
Backup and recovery processes
4.3. DOC.ai may update security measures periodically to improve protection.
5. Confidentiality
5.1. All Customer Data is treated as confidential.
5.2. DOC.ai ensures that its employees, contractors, and service providers who access Customer Data are subject to confidentiality obligations at least equivalent to those set out in this DPA.
6. Sub-Processors
6.1. To deliver the Service, DOC.ai may engage trusted third-party service providers (“Sub-Processors“)—for example, for hosting, storage, or analytics.
6.2. DOC.ai will:
- (a) ensure Sub-Processors are bound by written agreements requiring data protection obligations consistent with this DPA;
- (b) remain responsible for Sub-Processors’ performance.
6.3. A list of current Sub-Processors can be made available upon request.
7. Data Location & Transfers
7.1. Customer Data may be stored or processed on servers located in any region where DOC.ai or its Sub-Processors operate.
7.2. DOC.ai will use commercially reasonable measures to ensure Customer Data is handled securely, regardless of location.
7.3. You agree that such processing locations are acceptable for the purpose of providing the Service.
8. Data Retention & Deletion
8.1. Customer Data is retained only for as long as necessary to deliver the Service or as required by law.
8.2. Upon account termination or upon your written request, DOC.ai will:
- (a) delete Customer Data from active systems within a reasonable period; or
- (b) provide a copy of Customer Data (if technically feasible) before deletion.
8.3. Residual backups may persist temporarily in secure storage before being overwritten in the normal course of business.
9. Assistance & Requests
9.1. DOC.ai will provide reasonable assistance to help you:
respond to lawful data requests;
address technical or security issues related to Customer Data;
recover or delete Customer Data if requested.
10. Incident Notification
10.1. If DOC.ai becomes aware of any unauthorised access, disclosure, or loss of Customer Data (a “Security Incident“), we will:
notify you without undue delay after confirming the incident;
provide available information about its nature, scope, and potential impact; and
take all reasonable steps to mitigate its effects.
10.2. DOC.ai’s obligation to report does not include events that do not compromise Customer Data.
11. Liability
11.1. The liability of each party under this DPA is subject to the limitations and exclusions set forth in the Main Agreement.
11.2. Nothing in this DPA expands either party’s total liability beyond what is agreed in the Main Agreement.
12. Term & Termination
12.1. This DPA remains in force for as long as DOC.ai processes Customer Data on your behalf under the Main Agreement.
12.2. Upon termination of the Main Agreement, this DPA automatically ends, except for obligations that by their nature should survive (e.g., confidentiality, data deletion).
13. Miscellaneous
13.1. If any provision of this DPA is found invalid or unenforceable, the remainder remains in effect.
13.2. This DPA is governed by the same law and jurisdiction as the Main Agreement.
13.3. In case of conflict between this DPA and the Main Agreement, this DPA prevails with respect to data-processing matters.
14. Contact Information
If you have questions, concerns, or requests regarding this DPA or our data handling practices, please contact us at EMAIL.
Privacy Policy
Last updated: 20/10/2025
DOC.ai (“we”, “us”, or “our”) respects your privacy and is committed to protecting your personal data.
This Privacy Policy explains in detail how we collect, use, store, and safeguard your information when you use our website, applications, or related services (collectively, the “Service”).
We encourage you to read this Policy carefully to understand how DOC.ai handles your data and what choices you have.
Any capitalized term not defined in this DPA shall have the meaning given to it in the Agreement.
1. Scope and Purpose
This Privacy Policy applies to all visitors, users, and subscribers of DOC.ai. It covers all information that we collect from you directly or indirectly when you:
- Visit or browse our website;
- Register for an account or subscription;
- Upload documents, images, or files to be processed by our AI;
- Interact with our customer support or marketing communications; or
- Integrate our API or tools into your systems.
2. Information We Collect
To deliver and improve our Service, DOC.ai may collect several types of information:
(a) Account & Identity Information
When you register or log in, we collect your name, company name, user credentials, and role or department (if applicable).
(b) Contact & Communication Information
We collect your email address, phone number, and any communication you send to us (for example, through contact forms, chat, or support tickets).
(c) Billing & Payment Information
When you purchase a subscription, we collect billing details and payment information (handled securely by our payment processors). DOC.ai itself does not store your complete credit card data.
(d) Technical & Usage Information
When you use our website or platform, we automatically collect:
- IP address, device type, and browser information;
- Access times and referring URLs;
- Feature usage data, logs, and API activity;
- Error reports and performance metrics.
This helps us understand how the Service is used and how we can make it better.
3. How We Collect Information
We collect information from you in three main ways:
1. Directly: when you fill out a form, register for an account, upload a document, or contact us.
2. Automatically: through cookies, usage analytics, and system logs that track interactions with our Service.
3. From Third Parties: such as payment processors, resellers, or integration partners who provide limited data necessary for billing or authentication.
4. How We Use Information
DOC.ai uses your information for the following legitimate business purposes:
- To Provide the Service: To create and manage your account, process uploaded data, and deliver requested outputs and downloads.
- To Improve Our Platform: To analyse how users interact with the Service, enhance performance, fix bugs, and develop new features.
- To Communicate with You: To send notifications about service updates, account status, or important operational changes.
- To Process Payments and Subscriptions: To manage billing, verify transactions, and maintain accurate financial records.
- To Provide Customer Support: To respond to inquiries, technical requests, and troubleshooting issues.
- To Ensure Security: To detect, investigate, and prevent potential misuse, fraud, or unauthorized access.
- To Comply with Legal Requirements: To respond to lawful requests or enforce our Terms & Conditions.
We may also use aggregated or anonymized data for analytics and internal reporting, but this data cannot be used to identify you or your organization.
5. Legal Basis & Data Ownership
You remain the sole owner of your data and any content you upload to DOC.ai. We act as a processor, handling your information only as necessary to deliver the Service.
All outputs generated from your documents (for example, Excel, JSON, or HTML files) are your property. DOC.ai does not claim ownership of your input or output data.
We may retain anonymized statistics, such as document size, language, or processing time, for analytical and product improvement purposes. These statistics contain no personally-identifiable information.
6. Data Sharing and Disclosure
We may share your data in limited, controlled situations:
1. Service Providers:
We partner with trusted third parties to assist us in delivering our Service (for example, payment processors, hosting providers, analytics services).
2. Professional Advisors:
We may share information with lawyers, accountants, or auditors when reasonably necessary for our business operations.
3. Legal Authorities:
We may disclose data when required by law, court order, or legitimate government request.
4. Business Transfers:
In case of a merger, acquisition, or sale of assets, data may be transferred to the acquiring entity, subject to confidentiality protections. We never sell, rent, or trade your personal data to third parties for marketing purposes.
7. Data Retention
We retain information only for as long as necessary to fulfil the purposes outlined in this Policy or as required by law.
Uploaded files and processing results are typically deleted automatically after completion or after a set retention period.
If you close your account, we will delete or anonymize your personal data within a reasonable time unless retention is required for legitimate business or legal purposes (such as invoices or transaction records).
Backups may temporarily contain residual data, which will be overwritten or deleted in regular cycles.
8. Data Security
DOC.ai takes data protection seriously. We maintain a combination of technical and organizational measures designed to protect your data, including:
- Encrypted transmission (HTTPS/TLS);
- Secure authentication and access controls;
- Segregation of customer environments;
- Regular monitoring and vulnerability management;
- Controlled access for employees and contractors.
While no online service can guarantee absolute security, DOC.ai continuously reviews and improves its security framework to reduce risks of unauthorized access, loss, or misuse.
9. Cookies and Tracking Technologies
DOC.ai uses cookies and similar technologies to:
- Maintain user sessions and authentication;
- Remember user preferences and interface settings;
- Analyze how visitors interact with our website;
- Measure the effectiveness of product updates or campaigns.
You can manage your cookie preferences through your browser settings. For more detailed information, please refer to our separate Cookies Policy.
10. Your Choices and Rights
Depending on your location and applicable laws, you may have the right to:
- Access the information we hold about you;
- Request correction or deletion of your account data;
- Withdraw consent for receiving marketing communications;
- Export or download data stored in your account.
You can exercise these rights by contacting us at EMAIL. We may verify your identity before fulfilling certain requests to protect your account.
11. International Data Handling
As DOC.ai operates globally, your information may be stored or processed in multiple geographic regions, depending on where our servers and partners are located.
We take reasonable steps to ensure that data remains protected regardless of where it is processed.
12. Updates to This Privacy Policy
Any changes we may make to our Privacy Policy in the future will be posted on this page and, where appropriate, notified to you by email. Please check back frequently to see any updates or changes to our Privacy Policy.
See on the top of this page for the date this Privacy Policy was last updated. This version replaces any other Privacy Policy previously applicable from this date.
13. Contact Information
If you have questions, concerns, or requests regarding this Privacy Policy or our data handling practices, please contact us at EMAIL.