Privacy Policy

1. Overview

This Privacy Policy explains how AdviDocs (“we,” “us,” or “our”) collects, uses, and protects information in connection with your use of the AdviDocs Software and Services (the “Service”).

By using AdviDocs, you agree to this Privacy Policy. If you do not agree, do not use the Service.

We design AdviDocs to prioritize data privacy and local control. For self-hosted installations, your data remains under your control and stored locally on your infrastructure. For hosted or cloud features, limited information is processed on our servers to provide authentication, subscriptions, and related functionality.

2. Information We Collect

2.1 Information You Provide

We may collect:

• Account details: name, email address, username, and password (if applicable).
• Billing information: payment details, subscription plan, and billing address (processed by third-party payment providers).
• Support communications: information you send to us via email, chat, or feedback forms.
• API configurations: model provider keys, endpoints, or settings you choose to store locally or through encrypted configuration files.

2.2 Automatically Collected Information

When you use the Service (especially the hosted version), we may collect:

• Device and browser information (type, version, OS).
• Log data (IP address, timestamps, request metadata, diagnostic errors).
• Usage metrics (e.g., feature interactions, performance statistics).
• API usage data (e.g., request counts, endpoint calls, rate-limit activity).

This data is used for security, analytics, and operational monitoring. Logs are retained for a limited time and then deleted or anonymized.

2.3 Data from Third-Party Integrations

If you connect AdviDocs to third-party services (e.g., AI model APIs), those providers may collect or process data under their own privacy policies. We do not control or assume responsibility for their data handling. You should review their policies directly.

3. How We Use Information

We use collected data to:

• Operate, maintain, and improve the Software and Service.
• Authenticate users and enforce licensing or subscription limits.
• Provide customer support and respond to inquiries.
• Communicate updates, technical notices, and security alerts.
• Detect, prevent, and respond to misuse, fraud, or security incidents.
• Comply with legal obligations and enforce our Terms of Service.

We do not sell personal data and do not use your content for advertising or marketing.

4. User Content Processing

Your documents and data (“User Content”) remain your property.

• Self-hosted: User Content is stored and processed locally on your systems. We have no access unless you explicitly share it.
• Hosted/API-based features: limited content may be processed on our servers solely for indexing, retrieval, and model interaction.
• Text or embeddings derived from User Content may be transmitted to third-party model providers only through APIs you configure. You control what is sent and are responsible for lawful use.

5. Data Storage and Retention

When data is deleted, it is removed from active systems and eventually from backups according to our retention schedule.

6. Legal Bases for Processing (GDPR)

• Performance of a contract (to provide the Service).
• Legitimate interests (security, analytics, and service improvement).
• Legal obligations (compliance, tax, or regulatory requirements).
• Consent (for optional features like newsletters or AI integrations).

7. Sharing and Disclosure

We may share limited information with:

• Service providers (e.g., payment processors, hosting providers, security vendors) who act on our behalf under confidentiality agreements.
• Third-party APIs or AI models that you configure — only via your explicit connection.
• Legal authorities when required to comply with applicable law, regulation, or legal process.
• Successors in case of a merger, acquisition, or asset transfer (with prior notice where required).

We do not sell or rent your personal information.

8. Security

We implement reasonable administrative, technical, and physical safeguards to protect your information, including:

• Encrypted network communications (TLS).
• Access controls and authentication mechanisms.
• Encrypted API key and token storage.
• Regular vulnerability assessments and patching.

However, no system is completely secure. You are responsible for maintaining the security of your devices and self-hosted deployments.

9. Your Rights

Depending on your jurisdiction, you may have the right to:

• Access, correct, or delete your personal data.
• Object to or restrict processing.
• Port your data to another service.
• Withdraw consent (where applicable).

Requests can be submitted to support@advidocs.com. We will verify your identity and respond within applicable legal timeframes.

10. International Transfers

If you use our hosted services from outside the country of data storage, your information may be transferred across borders. We implement safeguards consistent with GDPR and other privacy laws, such as standard contractual clauses (SCCs), where applicable.

11. Children’s Privacy

AdviDocs is not intended for children under 16. We do not knowingly collect personal data from minors. If you believe a child has provided us with information, contact us to request deletion.

12. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be announced through the Service or by email. Continued use of AdviDocs after changes take effect constitutes acceptance of the revised Policy.

13. Contact Us

For privacy inquiries, data access requests, or security reports, contact:

Email: support@advidocs.com

Company: Infosphere Technologies

Subject line: “Privacy Inquiry – AdviDocs”