Last updated: July 19, 2025

1. Introduction

Welcome to DocuChampAI. We respect your privacy and are committed to protecting your personal data. This privacy policy explains how we collect, use, and safeguard your information when you use our AI-powered document analysis platform.

2. Information We Collect

2.1 Personal Information

Name and email address (when you create an account)
Payment information (processed securely through Stripe)
Profile information you choose to provide

2.2 Document Data

Documents you upload for analysis (PDF, DOCX, PPTX files)
Extracted text, images, and tables from your documents
Analysis results and insights generated by our AI

2.3 Usage Information

How you interact with our platform
Feature usage and preferences
Technical information (browser type, device information)

2.4 Device Fingerprinting for Trial Usage

To prevent abuse of our free trial service, we collect device fingerprinting information from anonymous users, including:

Screen resolution and color depth
Browser and system characteristics (user agent, platform, language settings)
Hardware information (CPU cores, available memory, touch capabilities)
Timezone and locale settings
Installed fonts detection
Canvas, WebGL, and audio context fingerprints (when available)

Purpose: This information is used solely to enforce trial usage limits (3 free analyses per device) and prevent abuse through incognito browsing or multiple sessions. We do not use this data for advertising, tracking across websites, or any other commercial purposes.

Legal Basis: Legitimate interest in preventing service abuse and ensuring fair access to free trials.

Retention: Fingerprint data is automatically deleted after 24 hours and is not linked to any personal identity.

3. How We Use Your Information

3.1 Registered Users

To provide and improve our document analysis services
To process your documents and generate AI-powered insights
To manage your account and subscription
To communicate with you about our services
To ensure platform security and prevent fraud
To comply with legal obligations

3.2 Trial Users (Anonymous)

To provide limited free trial access to our document analysis services
To enforce trial usage limits and prevent abuse
To maintain service quality and fair access for all users
To generate anonymous usage statistics for service improvement

3.3 Legal Basis for Processing (GDPR)

Contract performance: Processing your documents and providing analysis services
Legitimate interest: Preventing service abuse, improving our platform, and ensuring security
Consent: Marketing communications (where applicable)
Legal obligation: Compliance with applicable laws and regulations

4. Data Security

We implement industry-standard security measures to protect your data:

Encryption in transit and at rest
Secure cloud infrastructure
Regular security audits and updates
Access controls and authentication

5. Data Retention

We retain your personal information and document data only as long as necessary to provide our services and comply with legal obligations. You can request deletion of your data at any time by contacting us.

6. Your Rights Under GDPR

6.1 For Registered Users

You have the right to:

Access: Request a copy of your personal data
Rectification: Correct inaccurate or incomplete information
Erasure: Delete your account and personal data
Data portability: Export your data in a machine-readable format
Restriction: Limit how we process your data
Objection: Object to processing based on legitimate interests
Withdraw consent: Opt out of marketing communications

6.2 For Trial Users (Anonymous)

Since trial usage involves anonymous device fingerprinting without personal identification:

Fingerprint data is automatically deleted after 24 hours
No personal data is collected or stored for anonymous users
You can clear browser data to reset your device fingerprint
Creating an account gives you full GDPR rights over your data

6.3 How to Exercise Your Rights

To exercise any of these rights, please contact us at privacy@docuchamp.ai. We will respond to your request within 30 days as required by GDPR.

7. Cookies and Tracking Technologies

7.1 Essential Cookies

We use essential cookies and local storage for:

User authentication and session management
Remembering your preferences and settings
Trial usage tracking to prevent abuse
Security and fraud prevention

7.2 Analytics Cookies

We use Google Analytics to understand how users interact with our platform. This helps us improve our services. You can opt out of Google Analytics tracking by installing the Google Analytics Opt-out Browser Add-on.

7.3 Managing Cookies

You can control cookies through your browser settings. However, disabling essential cookies may affect the functionality of our platform, including trial usage limits.

8. Third-Party Services

We use trusted third-party services to operate our platform:

Stripe: For secure payment processing
Google OAuth: For authentication (optional)
Google Analytics: For website analytics and usage insights
Cloud providers: For hosting and data storage

These services have their own privacy policies and may collect data independently. We recommend reviewing their privacy policies for more information.

9. International Data Transfers

Your data may be transferred to and processed in countries outside your residence. We ensure appropriate safeguards are in place to protect your data in accordance with applicable data protection laws, including GDPR.

10. Contact Us

If you have any questions about this Privacy Policy, our data practices, or wish to exercise your rights, please contact us at:

Email: privacy@docuchamp.ai
Data Protection Officer: dpo@docuchamp.ai
Address: [Your Business Address]

EU Representative: If you are in the European Union and we do not have an establishment there, you can contact our EU representative at [EU Representative Details].

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable laws. We will notify you of any material changes by:

Posting the new Privacy Policy on this page
Updating the “Last updated” date
Sending email notification for significant changes (for registered users)
Displaying a prominent notice on our website

Your continued use of our services after any changes constitutes acceptance of the updated Privacy Policy.