Privacy Policy

Effective Date: February 20, 2026

Docomate.ai (“Docomate,” “Company,” “we,” “us,” or “our”) is a Delaware C Corporation with its principal business address at:

1979 Marcus Avenue, Suite 210
Lake Success, New York 11042
United States

This Privacy Policy explains how we collect, use, disclose, process, and protect information when you access or use our website located at https://docomate.ai (the “Website”), our AI-powered document automation platform, APIs, applications, integrations, and related services (collectively, the “Services”).

By accessing or using our Services, you acknowledge that you have read and understand this Privacy Policy.

1. Scope of This Policy

This Privacy Policy applies to:

Visitors to our Website
Customers and trial users
End users accessing the Services through a customer account
Individuals whose information may be included in documents uploaded to our platform

This Policy does not apply to:

Third-party websites linked from our Website
Data processed by our customers outside of our Services

When we process personal data on behalf of customers as a service provider or processor, such processing is governed by the applicable customer agreement and any Data Processing Addendum.

2. Categories of Information We Collect

We collect information in the following categories:

2.1 Information You Provide Directly

A. Account and Registration Information

Full name
Email address
Company name
Job title
Phone number
Login credentials (stored in encrypted/hashed format)

B. Billing and Payment Information

Billing address
Payment method details
Transaction history
Tax identification numbers where required

Payment information is processed securely by third-party payment processors. We do not store full credit card numbers.

C. Uploaded Content and Documents

Docomate.ai provides AI-powered document automation and data extraction services. In order to provide these Services, you may upload:

Contracts
Invoices
Forms
PDFs
Images
Structured and unstructured documents
Metadata associated with files

These files may contain personal data, financial information, or confidential business information. We process this information strictly for the purpose of delivering the Services.

D. Communications

Support tickets
Emails
Chat conversations
Feedback and survey responses

2.2 Information Collected Automatically

When you use our Website or Services, we automatically collect:

A. Device and Technical Information

IP address
Browser type and version
Device type
Operating system
Time zone settings
Unique device identifiers

B. Usage Data

Pages visited
Features accessed
API calls
Log files
Date and time of access
Performance metrics
Crash reports

C. Cookies and Similar Technologies

We use cookies and related technologies for authentication, analytics, security, and performance monitoring. See Section 11 for more details.

2.3 AI Processing and Derived Data

As part of providing our AI-powered automation services, we may generate:

Structured outputs extracted from uploaded documents
Classification results
Confidence scores
Metadata tagging
Machine-generated summaries

These outputs are created solely to deliver the Services requested by you.

We do not use customer-uploaded documents to train public AI models unless explicitly agreed in writing.

3. How We Use Information

We use collected information to:

3.1 Provide and Operate the Services

Process uploaded documents
Extract and structure information
Deliver results
Provide API responses
Maintain account functionality

3.2 Improve and Develop the Services

Monitor system performance
Fix bugs and errors
Enhance AI accuracy
Develop new features
Conduct internal analytics

3.3 Security and Fraud Prevention

Monitor suspicious activity
Detect unauthorized access
Enforce terms of service
Prevent abuse

3.4 Communication

Send service-related notices
Provide customer support
Respond to inquiries
Notify you about policy changes

3.5 Legal and Compliance Purposes

Comply with legal obligations
Respond to lawful requests
Enforce contracts

4. Legal Bases for Processing (For EEA/UK Users)

If you are located in the European Economic Area or United Kingdom, we process personal data under the following lawful bases:

Performance of a contract
Legitimate interests
Legal obligations
Consent, where required

5. Data Sharing and Disclosure

We do not sell personal information.

We may share information in the following circumstances:

5.1 Service Providers

We engage trusted third-party providers for:

Cloud infrastructure
Hosting services
Payment processing
Analytics
Customer support tools
Security monitoring

These providers are contractually obligated to protect personal data.

5.2 Business Transfers

In the event of a merger, acquisition, restructuring, or sale of assets, information may be transferred as part of the transaction.

5.3 Legal Requirements

We may disclose information if required by law, subpoena, court order, or regulatory authority.

5.4 Protection of Rights

We may disclose information to:

Enforce agreements
Protect the safety of users
Prevent fraud or abuse

6. Data Security

We implement commercially reasonable safeguards, including:

Encryption in transit (TLS)
Encryption at rest
Role-based access controls
Multi-factor authentication for administrative access
Continuous monitoring and logging
Regular security testing
Secure development practices

However, no system can guarantee absolute security.

7. Data Retention

We retain personal information only as long as necessary to:

Provide Services
Maintain customer accounts
Comply with legal obligations
Resolve disputes

Uploaded files may be retained according to your subscription plan or deleted based on account settings.

Backup copies may be retained temporarily in accordance with disaster recovery policies.

8. International Data Transfers

Docomate.ai operates in the United States. If you access the Services from outside the United States, your data may be transferred to and processed in the U.S. or other jurisdictions.

Where required, we implement appropriate safeguards for cross-border transfers.

9. Your Privacy Rights

Depending on your location, you may have rights including:

Access to your personal data
Correction of inaccurate data
Deletion of personal data
Restriction of processing
Objection to processing
Data portability
Withdrawal of consent

To exercise your rights, contact: privacy@docomate.ai

We may verify your identity before responding.

10. California Privacy Rights (CCPA/CPRA)

California residents may have the right to:

Know what personal information we collect
Request deletion
Correct inaccurate information
Opt out of sale or sharing

Docomate.ai does not sell personal information.

California residents may submit requests by contacting privacy@docomate.ai.

11. Cookies and Tracking Technologies

We use cookies for:

Authentication
Session management
Security
Analytics
Performance optimization

You may control cookies through browser settings. Disabling cookies may affect functionality.

12. Children’s Privacy

Our Services are not directed to children under 16 years of age. We do not knowingly collect personal data from children under 16.

13. Third-Party Links and Integrations

Our Website may contain links to third-party services. We are not responsible for their privacy practices.

If you connect third-party integrations to Docomate.ai, data may be shared according to your configuration.

14. Automated Decision-Making

Docomate.ai uses AI-driven systems to extract, classify, and structure information from uploaded documents.

These automated processes are designed to assist business workflows and do not make legally binding decisions without human review unless configured by the customer.

15. Data Controller and Processor Roles

Depending on context:

We act as a Data Controller for account, billing, and website visitor information.
We act as a Data Processor for documents uploaded by customers.

Customers are responsible for ensuring they have appropriate legal rights to upload and process personal data using our Services.

16. Governing Law

This Privacy Policy and any disputes arising out of or related to it shall be governed by and construed in accordance with the laws of the State of New York, United States, without regard to conflict of law principles.

Any disputes related to this Privacy Policy shall be subject to the exclusive jurisdiction of the state and federal courts located in New York.

17. Changes to This Privacy Policy

We may update this Privacy Policy periodically.

If we make material changes, we will:

Update the “Last Updated” date
Provide notice via the Website or email where appropriate

Continued use of the Services after changes constitutes acceptance of the updated policy.

18. Contact Information

If you have questions regarding this Privacy Policy or our data practices, contact:

Docomate.ai
1979 Marcus Avenue, Suite 210
Lake Success, New York 11042
United States
Email: hello@docomate.ai