Privacy Policy

1. Information We Collect

1.1 Account Information

When you create an account, we collect your email address, full name, and authentication credentials. We use this to identify you, secure your account, and communicate with you about your subscription and account activity.

1.2 Organization Information

When you create or join an organization, we store the legal name, trading name, registration number, jurisdiction, address, and industry you provide. This information is used to contextualize AI-generated documents and for billing purposes.

1.3 Documents and Content

Documents you create, upload, or generate using AI are stored in your organization's isolated workspace. Document content, versions, review comments, and approval history are retained according to your organization's governance settings and applicable retention policies.

1.4 AI Interactions

When you use AI features, we process your prompts, the context provided (company profile, knowledge items), and the generated output. AI interaction metadata—including model used, token consumption, and credit usage—is recorded in an immutable ledger for billing and audit purposes.

1.5 Usage Data

We collect technical data about how you use the platform, including pages visited, actions taken, feature usage, and performance metrics. This helps us improve the service and detect abuse.

1.6 Technical Information

We automatically collect IP address, browser type, device information, operating system, and session timestamps. This is used for security, fraud prevention, and service optimization.

1.7 Payment Information

Payment processing is handled by our payment providers (Flutterwave, Stripe, or platform-specific stores). We do not store your full card number or banking credentials. We retain transaction references, billing amounts, and invoice records for accounting and legal compliance.

2. How We Use Your Information

• Service Delivery: To provide AI document engineering, knowledge management, and governance features.
• Authentication & Security: To verify your identity, protect your account, and detect unauthorized access.
• Billing & Subscriptions: To manage your subscription, process payments, and issue invoices.
• AI Processing: To generate, analyze, and improve document outputs based on your organization's context.
• Communication: To send service notifications, billing alerts, and important account updates.
• Compliance & Audit: To maintain audit trails required by governance policies and legal obligations.
• Improvement: To analyze usage patterns and improve platform features and performance.

3. AI Processing

Austonix Docs AI uses large language models (LLMs) from third-party AI providers to generate, analyze, and process documents. When you submit an AI request:

• Your prompt and relevant organizational context are sent to the AI provider for processing.
• The AI provider processes the request and returns generated content.
• We store the generated output in your organization's workspace.
• AI credit consumption is recorded in an immutable ledger.

We employ a Credit Optimization & Caching Engine that may cache AI results to reduce unnecessary inference and credit consumption. Cached results are scoped to your organization and respect document-level permissions. Sensitive operations (compliance reviews, security analysis, confidential documents) are never cached.

4. Third-Party Processors

We use the following categories of third-party services to operate the platform:

• AI Providers: Language model providers that process AI requests.
• Payment Providers: Flutterwave, Stripe, Apple App Store, and Google Play Store for subscription billing.
• Cloud Infrastructure: Hosting, database, and file storage providers.
• Integration Providers: Optional third-party services you connect (Google Drive, Microsoft, Slack, etc.).

Each processor is bound by data processing agreements and handles your data only on our instructions.

5. Data Retention

We retain your data for as long as your account is active. After account deletion:

• Account data: Anonymized or deleted within 30 days.
• Documents: Deleted upon account deletion, unless retained by organization retention policies.
• Billing records: Retained for 7 years as required by financial regulations.
• Audit logs: Retained for 3 years for security and compliance purposes.
• Usage ledger: Retained for the current billing period plus 1 year.

6. Security

We implement industry-standard security measures including:

• Multi-tenant data isolation with Row-Level Security (RLS)
• Server-authoritative authorization for all sensitive operations
• Encrypted data transmission (TLS)
• Secrets management with no credentials in source code
• Immutable audit trails for governance and billing events
• Idempotent payment processing with webhook signature verification

7. International Transfers

Your data may be processed in countries other than your own, including the United States and the European Union. We ensure appropriate safeguards are in place for international data transfers, including standard contractual clauses where applicable.

8. Your Rights

Depending on your jurisdiction, you may have the following rights:

• Access: Request a copy of your personal data.
• Rectification: Request correction of inaccurate data.
• Erasure: Request deletion of your account and personal data.
• Data Portability: Receive your data in a structured, machine-readable format.
• Objection: Object to certain processing activities.
• Withdrawal of Consent: Withdraw consent for processing based on consent.

To exercise these rights, use the Data Management page or contact us at the email below.

9. Cookies and Storage

We use essential cookies and browser storage to maintain authentication sessions and remember your preferences. We do not use advertising cookies. Authentication tokens are stored securely and are never accessible to third-party scripts.

10. Children's Privacy

Austonix Docs AI is an enterprise platform and is not directed to children under 16. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately.

11. Policy Updates

We may update this Privacy Policy from time to time. We will notify you of material changes via email or in-app notification at least 30 days before the changes take effect.

12. Contact

For privacy questions or to exercise your rights, contact us at: