Privacy Policy

1. Introduction

At DocEagle, we are committed to protecting your privacy and ensuring that your personal information is handled responsibly. This Privacy Policy explains how we collect, use, and safeguard your data when you use our services.

2. Information We Collect

We collect and store three types of information as described below:

• User Data: This consists of Name, Email address, Company Name, User Password and Comments provided by the user during account registration. This information is transmitted using SSL/TLS2.0 encryption to Doceagle's server and stored securely (passwords are stored in encrypted form). This data is only accesible to users who have been set up as authorized database admin users for the Doceagle instance and is also not accesible by us. For users's using the Demo Instance of Doceagle this data is accesible by us except the password which is stored in an encrypted format. The user data is stored until the user is active on Doceagle.
• Operational Data: There are two types of operational data collected and stored on Doceagle
  (i) Device details and IP Address Information: This is collected when the user accesses the Doceagle Application. These information is kept on logs which are stored in a secured storage on the Doceagle server and only accesible by the Doceagle instance admin. These logs are deleted on a periodical basis based on log size.
  (ii) User Uploaded Documents: These are documents uploaded to Doceagle by users. This also includes the data that Doceagle extracts from the uploaded documents. This data is accesible by authorized users of the Doceagle instance only and the database admin user. This data (the original document uploaded and the data extracted from the document) will be preserved on secured storage which could be On-Pem Datacenter storage or Secured Cloud storage depending on how the customer deploys Doceagle.
• Cookies: These are small files stored on your device to improve user experience. Doceagle stores the following information on cookies User Name, User's Email address, Doceagle Business Unit Name, User Roles and access levels. This file is destroyed when the user logs out of Doceagle application or the browser removes the cookies as per the browser's cookie management policies.

The following details describe the access to the information we collect.

• User Data: (i) If you are using the DocEagle Demo Server then we can access your User Data and manage the same for you. However, we could not see your password as that is encrypted and is not identifiable by anyone.
  (i) If you are using your own DocEagle Licensed instance, then only your designated users in the Operations and Admin role can access your User Data and manage the same. However, none could not see your password as that is encrypted and is not identifiable by anyone.
  
• Operational Data: There are two types of operational data used by Doceagle
  (i) Device details and IP Address from which Doceagle Application is accessed is collected from the HTTP request . This is captured and stored in Doceagle's log files and can be accessed by your organization's server admin. If you are using the DocEagle Demo Server, then our team has access to this data as part of log file management.
  (ii) The second type of data are documents uploaded to Doceagle. This data is stored securely in Doceagle's Database and secured file storage. This data is viewable and modifiable by people with required Authorization in Doceagle and by File Server and Database Server admins. If you are using the DocEagle Demo Server, then we will have access to this data with our Database Server and File Server access.
• Cookies: Cookie data is accesible by user's who are able to login to Doceagle (either Demo Server or Licensed Server for your organization) on their browser

4. How We Use Your Information

The following details describe how we use the three types of information collected from users

• User Data: This consists of Name, Email address, Company Name, User Password and Comments provided during account registration. This user data is not sent outside Doceagle or used for any other purpose within Doceagle other than for validating the user login to Doceagle via the application and APIs. This data is modifiable by the user and Operations team of the Doceagle instance.
• Operational Data: There are two types of usage data used by Doceagle
  (i) Device details and IP Address from which Doceagle Application is accessed is collected from the HTTP request . This is only used for the purposes of root cause analysis in case of technical issues reported by the user.
  (ii) The second type of data are documents uploaded to Doceagle. This data is used for extracting information, summarizing of content and extraction of specific data points (Points of Interest). This data is only transmitted outside Doceagle by secured APIs if the customer chooses to integrate Doceagle into their other IT systems. The customer can choose to process this data using models which are hosted on-prem in the customer's data center (i.e. data is not transmitted outside the customer's secure zone). However, if the customer chooses to process this data by third party Cloud hosted models like Google's Gemini API (Terms and Privacy Policy) or Huggingface's LLM API (Terms and Privacy Policy), then the customer should agree to the third party's Terms and Privacy Policy. Doceagle will transmit the data to these Third Party securely via HTTPS/TLS but cannot control how these third parties use the data to provide the response back to Doceagle.
• Cookies: Used to improve user experience and validate the user acess for Authentication and Authorization on Doceagle web application.

5. Data Security

Your data security is our priority. We implement robust security measures, such as encryption and access controls, to safeguard your personal information as well as the documents that are uploaded to Doceagle from unauthorized access or misuse.

6. Sharing Your Information

We do not sell or share your personal information with third parties, except:

• When required by law or legal processes.
• To trusted third-party service providers who assist us in delivering our services consisting of AI Data Extraction. However, this is a choice and can be prevented if the deployment of Doceagle is designed to perform AI data extraction and data searches using on-prem based models. However, when you use the Doceagle Demo Server then the document data that you upload are sent to third parties like Google and Huggingface for LLM based AI data extraction.