Privacy Policy
Last Updated: March 25, 2025
Table of Contents
1. Introduction
This Privacy Policy describes how we collect, use, process, and disclose your information, including personal information, in conjunction with your access to and use of our Policy Management Application ("Service").
We are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains our practices regarding the collection, use, and disclosure of your data when you use our Service and the choices you have associated with that data.
By using our Service, you agree to the collection and use of information in accordance with this policy. Unless otherwise defined in this Privacy Policy, terms used in this Privacy Policy have the same meanings as in our Terms of Service.
2. Information We Collect
2.1 Information You Provide to Us
We collect information you provide directly to us when you:
- Create an account or user profile
- Upload policy documents to our Service
- Use the AI features to interact with your policies
- Fill out forms or respond to surveys
- Communicate with us via email, phone, or otherwise
- Subscribe to newsletters or other communications
This information may include:
- Personal identifiers (name, email address, phone number)
- Account credentials (username, password)
- Billing information (payment method details, billing address)
- Company information (company name, job title, department)
- Content of policy documents you upload
- Questions and queries you submit to the AI system
2.2 Information We Collect Automatically
When you use our Service, we automatically collect certain information about your device and usage, including:
- Device information (IP address, browser type, operating system)
- Usage data (pages visited, time spent on pages, links clicked)
- Log data (access times, hardware and software information)
- Location information (based on IP address or if you choose to share precise location)
- Information collected through cookies and similar technologies
3. How We Use Your Information
We use the information we collect for various purposes, including to:
- Provide, maintain, and improve our Service
- Process and complete transactions
- Send you technical notices, updates, security alerts, and support messages
- Respond to your comments, questions, and requests
- Develop new products, services, features, and functionality
- Monitor and analyze trends, usage, and activities in connection with our Service
- Detect, investigate, and prevent fraudulent transactions and other illegal activities
- Personalize and improve your experience
- Train and improve our AI systems to better analyze and interact with policy documents
3.1 Legal Bases for Processing (for EEA, UK, and similar jurisdictions)
If you are located in the European Economic Area (EEA), United Kingdom, or similar jurisdictions, we collect and process your personal information based on one or more of the following legal bases:
- Performance of a contract: To provide you with the Service you have requested
- Legitimate interests: For our legitimate business interests, such as improving our Service
- Compliance with legal obligations: To comply with applicable laws and regulations
- Consent: With your consent, which you may withdraw at any time
4. Data Storage and Security
We use commercially reasonable technical, administrative, and organizational measures to protect your information against unauthorized access, theft, and loss. We implement a variety of security measures when a user enters, submits, or accesses their information.
Your policy documents and personal information are stored on secure servers and protected by firewalls. Access to this information is restricted to authorized personnel only.
While we strive to use commercially acceptable means to protect your personal information, no method of transmission over the Internet or method of electronic storage is 100% secure. Therefore, we cannot guarantee its absolute security.
We retain your personal information for as long as necessary to provide you with our Service and as needed to comply with our legal obligations, resolve disputes, and enforce our policies.
5. Information Sharing and Disclosure
We do not sell, trade, or rent your personal information to third parties. We may share your information in the following circumstances:
5.1 Service Providers
We may share your information with third-party vendors, service providers, contractors, or agents who perform services for us or on our behalf and require access to such information to do that work. Examples include:
- Cloud storage providers
- Payment processors
- Analytics services
- Customer support services
- AI and machine learning service providers
These third parties are only permitted to use your personal information to provide these services to us and are required to maintain the confidentiality of your information.
5.2 Compliance with Laws
We may disclose your information where required to do so by law or subpoena or if we believe that such action is necessary to:
- Comply with a legal obligation
- Protect and defend our rights or property
- Prevent or investigate possible wrongdoing in connection with the Service
- Protect the personal safety of users of the Service or the public
- Protect against legal liability
5.3 Business Transfers
If we are involved in a merger, acquisition, or sale of all or a portion of our assets, your information may be transferred as part of that transaction. We will notify you via email and/or a prominent notice on our Service of any change in ownership or uses of your personal information, as well as any choices you may have regarding your personal information.
6. Your Rights and Choices
Depending on your location, you may have certain rights regarding your personal information, including:
- Access: You can request copies of your personal information that we hold
- Rectification: You can ask us to correct inaccurate information or complete incomplete information
- Erasure: You can ask us to erase your personal information in certain circumstances
- Restriction: You can ask us to restrict the processing of your information in certain circumstances
- Data portability: You can ask that we transfer your information to another organization or to you
- Objection: You can object to our processing of your personal information
- Withdraw consent: Where we rely on your consent, you can withdraw that consent at any time
To exercise any of these rights, please contact us using the information provided in the "Contact Information" section below. We will respond to your request within a reasonable timeframe and in accordance with applicable data protection laws.
Please note that some of these rights may be limited where we have compelling legitimate grounds or legal obligations to process your personal information.
8. AI Processing of User Data
Our Service uses artificial intelligence (AI) technologies to analyze policy documents and provide insights, answers, and other functionality. Here's how we process your data with AI:
- When you upload policy documents, our AI systems analyze the content to enable you to interact with and query these documents
- Your queries and interactions with the AI are processed to generate responses and improve the accuracy of the system
- We may use anonymized and aggregated data from policy documents to improve our AI models and enhance the Service
We implement appropriate safeguards to protect the confidentiality and security of your data during AI processing:
- Your policy documents are processed in secure, isolated environments
- We do not use your policy documents to train AI models for other customers
- We implement access controls to limit who can access your data
- We regularly review and update our AI systems to ensure they process data fairly and securely
9. Children's Privacy
Our Service is not directed to children under the age of 16, and we do not knowingly collect personal information from children under 16. If we learn that we have collected personal information from a child under 16, we will take steps to delete such information as quickly as possible.
If you are a parent or guardian and you are aware that your child has provided us with personal information, please contact us so that we can take necessary actions.
10. International Data Transfers
Your information, including personal information, may be transferred to — and maintained on — computers located outside of your state, province, country, or other governmental jurisdiction where the data protection laws may differ from those of your jurisdiction.
If you are located outside the United States and choose to provide information to us, please note that we transfer the data, including personal information, to the United States and process it there.
When we transfer personal information from the European Economic Area, United Kingdom, or Switzerland to the United States or other countries which have not been deemed to provide an adequate level of protection under applicable data protection law, we use standard contractual clauses or other appropriate legal mechanisms to safeguard the transfer.
Your consent to this Privacy Policy followed by your submission of such information represents your agreement to such transfers.
11. Changes to This Privacy Policy
We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last Updated" date at the top of this Privacy Policy.
You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.
For significant changes to this Privacy Policy, we will make reasonable efforts to provide notification through our Service or via email.
12. Contact Information
If you have any questions about this Privacy Policy or our data practices, please contact us at:
Email: [email protected]
By using our Service, you acknowledge that you have read and understand this Privacy Policy and agree to its terms.