1Who we are
DocuMind (“we”, “us”) is a document-answering service operated by the owner of this website. We decide how the personal data described here is processed, and we are responsible for it.
Organizations use DocuMind to let their people ask questions about internal policies. Where an organization uploads documents that contain personal data, that organization is responsible for having the right to share them with us; we process them only to provide the service to it.
2Data we collect
Account data
Your name and email address, and the date your account was created. If you sign in with Google, we also receive your basic Google profile (name, email address and profile picture link).
Authentication data
- Session records: a session token, its expiry, and the IP address and browser (user agent) it was created from.
- Your password, stored only as a salted hash. We never store or see it in plain text.
- One-time codes for email verification and password resets, stored as hashes and valid for 10 minutes.
- If you use Google sign-in, the tokens Google returns to complete the sign-in.
Organization membership
The organizations you belong to, your role in each, and invitations sent to your email address, including who sent them.
Documents and derived data
PDFs uploaded by an organization's admin, and what we derive from them to answer questions: the extracted text split into passages, numerical representations of those passages (embeddings), and metadata such as the title, document code, department, country, document type, a short summary and the section outline.
Chat messages and feedback
Your questions, the answers, the sources each answer cited, conversation titles, and any feedback you give on an answer (thumbs up or down and an optional note).
Usage metrics
For each request to the language model: the operation, model, service tier, token counts, latency and cost, linked to the organization and the user who made the request.
Contact form submissions
Your name, email address, message and the time you sent it. Your IP address is used for rate limiting (see below) and isn't stored with the message.
Web analytics
Aggregated page-view statistics from Umami, a cookieless analytics tool we host ourselves. It doesn't set cookies, doesn't track you across sites and doesn't build a profile of you.
Technical logs
Our servers log requests (time, path, response status and a request ID) to keep the service running and to investigate errors.
3How we use it
- To provide the service: creating and securing your account, managing organizations and members, storing and indexing documents, and showing you your conversations.
- To answer questions from your organization's documents: finding the relevant passages and writing an answer that cites them. Your organization's documents are used only for that organization.
- For security and abuse prevention: rate limiting chat messages, sign-in attempts and contact-form submissions, and investigating misuse.
- For support: replying to contact-form messages and helping with problems you report.
- To improve the service: measuring answer quality from feedback, and cost and latency from usage metrics.
We rely on the following legal bases: performing our contract with you or your organization (providing the service), our legitimate interests (security, abuse prevention, support and improving the service), and your consent where we ask for it. We don't sell personal data, use it for advertising or use your documents to train AI models.
4Service providers
These providers process personal data on our behalf, only as needed for the purposes above:
- OpenAI generates answers and embeddings. It receives document text when a document is indexed, and your question, the retrieved passages and recent messages of the conversation when an answer is written. Under OpenAI's API terms, this data isn't used to train its models by default; OpenAI may keep it for a limited time to monitor abuse.
- Resend delivers transactional email: verification codes, password-reset codes and organization invitations. It receives your email address and the email's content.
- Google provides sign-in with Google, if you choose it.
- Upstash stores short-lived rate-limit counters, keyed by your user ID (chat) or your IP address (contact form).
- n8n, a workflow tool we run on our own server, receives contact-form submissions and delivers them to us.
- Hostinger provides the virtual private server that runs the application, the database and the private file storage.
- Umami, self-hosted on our server, produces the aggregated web analytics described above.
5Cookies and local storage
We use only the cookies needed to keep you signed in (a session cookie, plus short-lived cookies during Google sign-in). Your light or dark theme choice is saved in your browser's local storage. We don't use advertising or tracking cookies.
6How long we keep it
- Account and membership data: for as long as your account exists. Sessions expire on their own and are deleted when you sign out or your account is removed.
- Documents: for as long as the organization keeps them. When an admin deletes a document, the file is removed from storage and its passages and embeddings are deleted.
- Organizations: until the organization is closed. When it is, we delete its documents and files, memberships, settings and conversations.
- Conversations: until you delete them, or until your account or the organization is deleted.
- Usage metrics: kept for cost accounting. They may remain after an account is deleted, linked only to an internal ID, without your name or email address.
- Contact messages: as long as needed to handle your request.
- Rate-limit counters: expire automatically within minutes.
You can ask us to delete your account and the data linked to it at any time through the contact form.
7Security
Connections to DocuMind are encrypted with TLS. Passwords and one-time codes are stored as hashes. Documents are kept in private storage with no public links and are served only through the application, after it checks that you're signed in and allowed to see them. Every request is checked against your role and organization membership, the application's internal API requires a secret key, and sign-in, chat and contact requests are rate-limited. No system is perfectly secure, but we work to protect your data and will tell affected users about a breach as the law requires.
8Your rights
Depending on where you live, you may have the right to:
- access the personal data we hold about you and get a copy of it;
- correct data that is inaccurate or incomplete;
- have your data deleted;
- object to, or ask us to restrict, processing based on our legitimate interests;
- receive your data in a portable format;
- withdraw consent where processing is based on it.
To exercise any of these rights, use the contact form. We may need to confirm your identity first. If your request concerns documents uploaded by your organization, we may refer it to the organization's admin. You also have the right to complain to your local data protection authority.
9International transfers
Some of the providers above, including OpenAI, Resend, Google and Upstash, may process data in the United States or other countries outside your own. Where the law requires it, we rely on appropriate safeguards for these transfers, such as the European Commission's standard contractual clauses.
10Children
DocuMind is a workplace tool and isn't intended for children under 16. We don't knowingly collect their personal data; if you believe we have, contact us and we'll delete it.
11Changes to this policy
We'll update this policy when the service or the law changes, and change the effective date above. If a change materially affects how we use your data, we'll tell signed-up users by email or in the app before it takes effect.
12Contact
For questions about this policy or your data, write to us through the contact form. We'll reply by email.