Privacy Policy

DocuFinch ("we", "us", "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, and safeguard your information when you use our website (docufinch.com), our managed cloud service (app.docufinch.com), and related services.

1. Data Controller

DocuFinch is based in the European Union. For any privacy-related questions, contact us at contact@docufinch.com.

2. What Data We Collect

2.1 Marketing Website (docufinch.com)

• Waitlist form: Email address, submitted voluntarily
• No tracking: We do not use cookies, analytics, or third-party tracking scripts on our marketing site

2.2 Managed Cloud Service (app.docufinch.com)

• Account data: Name, email, organization name
• EHS data: Incidents, audits, risk assessments, documents, and other safety-related data you enter
• Usage logs: Minimal server-side logs for security and debugging (IP address, timestamps, request paths). Retained for 30 days maximum.

2.3 Self-Hosted Instances

If you self-host DocuFinch, all data remains on your infrastructure. We do not collect or have access to any data from self-hosted instances. No telemetry, no phone-home, no tracking.

3. How We Use Your Data

• To provide and maintain the DocuFinch service
• To send you important service notifications (security, updates)
• To respond to your support inquiries
• To notify waitlist members about product availability

We never sell your data, use it for advertising, or share it with third-party marketing platforms.

4. AI & Data Processing

DocuFinch includes AI-powered features (root cause analysis, predictive analytics, document parsing). All AI processing runs entirely on the hosting infrastructure — either your own servers (self-hosted) or our EU-based cloud. Your data is never sent to external AI services (no OpenAI, no Google Cloud AI, no third-party APIs).

5. Data Location & Transfers

• Managed cloud: All data is stored and processed exclusively within the European Union
• Self-hosted: Data location is determined entirely by you
• We do not transfer personal data outside the EU/EEA

6. Data Retention

• Waitlist emails: Retained until you unsubscribe or the waitlist closes
• Account data: Retained while your account is active. Deleted within 30 days of account closure upon request.
• EHS data: You control retention. Export all your data at any time in standard formats (CSV, JSON, PDF).
• Server logs: Automatically deleted after 30 days

7. Your Rights (GDPR)

Under the General Data Protection Regulation, you have the right to:

• Access: Request a copy of all personal data we hold about you
• Rectification: Correct inaccurate personal data
• Erasure: Request deletion of your personal data ("right to be forgotten")
• Portability: Export your data in machine-readable format
• Restriction: Restrict processing of your personal data
• Objection: Object to processing of your personal data

To exercise any of these rights, email contact@docufinch.com. We will respond within 30 days.

8. Cookies

Our marketing website (docufinch.com) does not use cookies. The application (app.docufinch.com) uses essential session cookies only — required for authentication. We do not use tracking cookies, advertising cookies, or any form of cross-site tracking.

9. Security

We implement industry-standard security measures including encrypted connections (TLS), secure authentication, database encryption, and regular security audits. Our codebase is open source, allowing independent security review by anyone.

10. Third-Party Services

Our marketing site uses the following external resources for functionality:

• Google Fonts (font loading)
• Tailwind CSS CDN (styling)
• Phosphor Icons CDN (icons)

These services may collect minimal technical data (IP address) as part of serving content. No personal data is shared with these services.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify users of material changes via email (for registered users) and by updating the "Last updated" date above.

12. Contact

For any privacy-related questions or data requests:

• Email: contact@docufinch.com
• Subject line: "Privacy Request"