GrabDocs AI Policy

Effective Date: February 9, 2025

Last Updated: February 9, 2025

GrabDocs uses artificial intelligence (AI) to help you manage, search, and interact with your documents efficiently and securely. This policy explains how AI works in GrabDocs, how your data is protected, and how you can control AI features.

1. How We Use AI

GrabDocs applies AI to make document management smarter and faster, including:

  • Document Processing: AI helps extract text, classify documents, generate summaries, and detect key fields or metadata.
  • AI Chat & Q&A: Ask questions about your documents, and AI provides answers based on the content you have access to, with source references.
  • Automated Tagging & Classification: AI suggests labels, categories, and keywords for your documents. You can review or override these suggestions.
  • Search & Embeddings: AI powers semantic search, enabling faster and more accurate results across your documents and notes.

Important: AI suggestions are assistive. Final decisions remain with you.

2. Your Data and Privacy

  • Ownership: You retain full ownership of your documents and any AI-generated outputs.
  • Processing: AI only accesses documents when needed to provide features (e.g., chat responses, summaries, search). We do not share your content with third parties for marketing or training purposes.
  • Storage: Your documents, indexes, and embeddings are stored securely within GrabDocs' systems. Temporary AI processing occurs in memory or controlled temporary storage.
  • Security: All data is encrypted in transit and at rest. Access to AI processing systems is restricted and monitored.
  • Deletion: When you delete a document or your account, related AI-generated data (indexes, embeddings, summaries) is removed in accordance with our data retention policies.

3. How AI Works

  • GrabDocs uses third-party AI services (e.g., language models, embedding APIs) for processing.
  • AI is used responsibly and ethically, with safeguards to avoid bias, prevent exposure of sensitive content, and maintain fairness.
  • AI outputs may occasionally be incomplete or inaccurate; human review is recommended for critical decisions.
  • GrabDocs does not use your data to train third-party AI models.

4. Your Control

  • Disable or limit AI features: You can turn off or restrict features such as automated tagging or AI chat where available.
  • Delete AI-processed data: You can request removal of AI-generated document profiles, indexes, or chat history.
  • Usage limits: Some plans may have limits on AI features. GrabDocs enforces these to maintain system stability and fair use.

5. Limitations

  • AI is assistive, not legal, financial, medical, or professional advice.
  • AI may misinterpret complex or ambiguous documents; human review is recommended.
  • AI features depend on third-party services, which may be temporarily unavailable or subject to content rules.

6. Transparency & Support

  • AI outputs include references to the sources used whenever possible.
  • For questions, concerns, or to report errors or bias, contact us: [email protected].
  • We regularly review AI features, practices, and vendor agreements to ensure accuracy, fairness, and security.

7. Updates

GrabDocs may update this policy as our AI features or legal requirements change. The latest version is available at https://grabdocs.com/ai-policy. Continuing to use GrabDocs after updates indicates acceptance of the revised policy.

Key Takeaways for Users

  • AI helps you manage, search, and analyze documents.
  • You own your data; AI processing is secure, private, and controllable.
  • AI suggestions are assistive, not authoritative — always review important decisions.
  • You can manage, delete, or limit AI features at any time.
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