Privacy Policy for DocBasePro

Last Updated: January 29, 2026

Thank you for using DocBasePro ("we," "us," or "our"). This Privacy Policy explains how we collect, use, store, and protect your personal and non-personal information when you use our website at https://docbasepro.com (the "Website") and our services.

By using the Website and services, you agree to this Privacy Policy. If you do not agree, please discontinue use immediately.

1. Information We Collect

1.1 Personal Data

We collect the following personal information:

- Name: To personalize your experience and identify your account
- Email Address: For authentication, communications, subscription management, and support
- Authentication Data: OAuth tokens from Google for secure sign-in
- Payment Information: Processed securely through Stripe. We do not store credit card details on our servers
- Profile Information: Optional profile details you choose to provide

1.2 Document Data

- Uploaded Documents: PDF, DOCX, and TXT files you upload to the service
- Document Metadata: Filenames, upload dates, file sizes, and document structure
- Embeddings: AI-generated vector representations of your document content for search functionality
- Search Queries: Your search queries and conversation history to improve service quality

1.3 Non-Personal Data

- Cookies: Session cookies for authentication and preferences
- Usage Analytics: Page views, feature usage, and interaction patterns
- Technical Data: IP address, browser type, device information, operating system
- Performance Metrics: API response times and service performance data

2. How We Use Your Data

2.1 Service Delivery

- Process and store your documents securely
- Generate AI-powered search results and answers
- Manage your subscription and billing
- Provide customer support

2.2 Service Improvement

- Analyze usage patterns to improve features
- Monitor service performance and reliability
- Develop new features based on user needs

2.3 Communications

- Send transactional emails (welcome, payment confirmations)
- Provide important service updates
- Respond to support inquiries

3. Data Storage and Security

3.1 Storage Infrastructure

- Documents: Stored on AWS S3 with encryption at rest
- Database: MongoDB Atlas with encryption and regular backups
- Embeddings: Stored securely with access controls

3.2 Security Measures

- Industry-standard encryption (TLS/SSL) for data in transit
- Regular security audits and updates
- Role-based access controls
- Secure authentication via OAuth 2.0

3.3 Data Retention

- Active Accounts: Data retained while your subscription is active
- Canceled Accounts: Data deleted within 30 days of account termination
- Backups: Retained for 90 days for disaster recovery

4. Data Sharing and Third Parties

We share data only with essential service providers:

- Stripe: Payment processing
- AWS: Document storage
- OpenAI: AI-powered search and answers (your documents are NOT used to train their models)
- MongoDB Atlas: Database hosting
- Resend: Transactional email delivery

We do NOT:
- Sell your personal data
- Share your documents with third parties for any purpose
- Use your documents to train AI models
- Share data for advertising or marketing purposes

5. Your Rights and Choices

You have the right to:

- Access: Request a copy of your personal data
- Correction: Update inaccurate information through account settings
- Deletion: Request deletion of your account and all associated data
- Export: Download your documents at any time
- Opt-out: Unsubscribe from non-essential emails

To exercise these rights, contact us through your account settings or support channels.

6. Children's Privacy

DocBasePro is not intended for users under 13 years of age. We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact us immediately.

7. International Data Transfers

Your data may be processed in data centers located in different countries. We ensure appropriate safeguards are in place for international data transfers in compliance with applicable laws.

8. Updates to This Policy

We may update this Privacy Policy to reflect changes in our practices or legal requirements. Material changes will be communicated via email. Continued use after changes constitutes acceptance.

9. Contact Us

For privacy-related questions, concerns, or requests:

- Email: Through your account settings
- Website: https://docbasepro.com

Your privacy is important to us. Thank you for trusting DocBasePro with your documents.