Privacy Policy

1. Introduction

Welcome to GrabDocs, LLC, a Maryland corporation ("we," "our," or "us"). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our AI-powered document management platform, including our mobile applications (iOS and Android), web platform, and related services (collectively, the "Service").

Global Service: Our Service is available to users worldwide. We are committed to protecting your privacy and ensuring the security of your personal information and documents regardless of your location. This Privacy Policy describes our practices regarding the collection, use, and disclosure of information through our Service for all users globally.

Cross-Border Data Processing: As a U.S.-based company, your information will be processed in the United States under U.S. privacy laws, but we respect and comply with applicable international privacy regulations where required.

By using our Service from any location worldwide, you agree to the collection and use of information in accordance with this Privacy Policy. If you do not agree with our policies and practices, please do not use our Service.

2. Information We Collect

2.1 Personal Information

We may collect the following personal information:

• Name and contact information (email address, phone number)
• Account credentials (username, password)
• Company or organization name
• Payment information (processed securely through Stripe)
• Profile information and preferences

2.2 Document Content

When you use our Service, we collect and process the documents you upload, scan, or create, including:

• Document files (PDFs, images, text documents)
• Scanned content from your mobile device camera
• Form responses and data
• Chat conversations with our AI assistant
• Document metadata (creation date, file size, etc.)

2.3 Usage Information

We automatically collect information about how you use our Service:

• Device information (device type, operating system, app version)
• Usage patterns and feature interactions
• IP address and geolocation data
• Browser type and language preferences
• Log files and analytics data

2.4 Camera and Storage Permissions

Our mobile applications may request permission to access your device's camera and storage to enable document scanning and file management features. You can control these permissions through your device settings.

3. How We Use Your Information

We use the collected information for the following purposes:

3.1 Service Provision

• Providing and maintaining our document management services
• Processing and analyzing your documents using AI technology
• Enabling real-time synchronization across devices
• Facilitating AI-powered chat and insights
• Managing your account and subscription

3.2 Communication

• Sending important service updates and notifications
• Responding to your inquiries and support requests
• Providing customer service and technical support
• Sending marketing communications (with your consent)

3.3 Improvement and Analytics

• Analyzing usage patterns to improve our Service
• Developing new features and functionality
• Conducting research and analytics
• Ensuring security and preventing fraud

4. AI and Machine Learning

Our Service uses artificial intelligence and machine learning technologies to provide document analysis, insights, and chat functionality. Here's how we handle your data in relation to AI:

• Your documents are processed by our AI systems to extract text, categorize content, and provide insights
• We may use anonymized and aggregated data to improve our AI models
• Your personal documents are not used to train AI models that serve other users
• All AI processing occurs within our secure infrastructure or with trusted third-party providers
• You retain control over your documents and can delete them at any time

5. Information Sharing and Disclosure

We do not sell, trade, or rent your personal information. We may share your information in the following circumstances:

5.1 Service Providers

We may share information with trusted third-party service providers who assist us in operating our Service, including:

• Cloud storage and infrastructure providers
• Payment processors (Stripe)
• Email and communication services
• Analytics and monitoring tools
• Customer support platforms

5.2 Legal Requirements

We may disclose your information if required by law or in good faith belief that such action is necessary to:

• Comply with legal obligations or court orders
• Protect and defend our rights or property
• Prevent or investigate possible wrongdoing
• Protect the personal safety of users or the public

5.3 Business Transfers

In the event of a merger, acquisition, or asset sale, your information may be transferred as part of that transaction, subject to the same privacy protections.

6. Data Security

We implement appropriate technical and organizational security measures to protect your personal information and documents:

• End-to-end encryption for data transmission
• Regular security audits and vulnerability assessments
• Access controls and authentication measures
• Secure cloud infrastructure with leading providers
• Employee training on data protection and security

While we strive to protect your information, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security but are committed to using industry-standard practices.

7. Data Retention

We retain your information for as long as necessary to provide our Service and fulfill the purposes outlined in this Privacy Policy:

• Account information: Retained while your account is active and for up to 30 days after deletion
• Documents: Retained until you delete them
• Usage data: Retained for up to 2 years for analytics and service improvement
• Payment information: Retained as required by law and payment processors

You can request deletion of your data at any time by contacting us or using the account deletion feature in our Service.

8. Your Rights and Choices

Depending on your location, you may have the following rights regarding your personal information:

8.1 Access and Portability

• Access and review your personal information
• Download your documents and data

8.2 Correction and Deletion

• Correct or update your personal information
• Delete your account and associated data
• Request deletion of specific documents or information

8.3 Marketing Communications

• Opt out of marketing emails by clicking unsubscribe
• Manage notification preferences in your account settings
• Control push notifications through your device settings

9. International Data Transfers and Global Operations

Global Accessibility: Our Service is designed to be accessible to users worldwide. We operate primarily from the United States (Maryland), and your information will be transferred to, stored, and processed in the United States regardless of your location.

Cross-Border Data Transfers: When you use our Service from outside the United States, your personal information crosses international borders. We ensure that such transfers are conducted in accordance with applicable data protection laws and implement appropriate safeguards including:

• Standard Contractual Clauses (SCCs) for EU data transfers
• Adequate security measures during data transmission
• Compliance with applicable international data protection frameworks
• Regular security assessments and updates

Data Localization: While your data is primarily processed in the United States, we may use global cloud infrastructure and service providers to ensure optimal performance and reliability for users worldwide.

10. International and Regional Privacy Rights

10.1 United States Residents

Maryland: Maryland residents have rights under the Maryland Personal Information Protection Act.
California: California residents have rights under the California Consumer Privacy Act (CCPA), including the right to know, delete, and opt-out of the sale of personal information. We do not sell personal information.
Other U.S. States: We comply with applicable state privacy laws including Virginia, Colorado, Connecticut, and other states with comprehensive privacy legislation.

10.2 European Union (GDPR)

EU residents have comprehensive rights under the General Data Protection Regulation (GDPR), including:

• Right of access to your personal data
• Right to rectification of inaccurate data
• Right to erasure ("right to be forgotten")
• Right to data portability
• Right to object to processing
• Right to withdraw consent

10.3 Exercising Your Rights

To exercise any of these rights, please contact us at [email protected]. We will respond to your request within the timeframe required by applicable law (typically 30 days). You may be required to verify your identity before we process your request.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the "Last updated" date. For significant changes, we may also send you an email notification.

Your continued use of the Service after any changes indicates your acceptance of the updated Privacy Policy.

12. Contact Us

If you have any questions about this Privacy Policy, your rights, or our privacy practices, please contact us: