Privacy Policy

Last updated: June 18, 2026

1. Introduction

Docsphere Solutions (“we”, “our”, “us”) respects your privacy and is committed to protecting your personal data. This Privacy Policy explains what information we collect when you use Docsphere, how we use it, and your rights in relation to it. By using our service, you acknowledge that you have read and understood this policy.

2. Information We Collect

We collect the following categories of information:

Account Data

  • Name, email address, and hashed password
  • Registration date and account preferences

Usage Data

  • Which modules and features you use
  • Credit transaction history
  • Search queries submitted through the platform

Uploaded Content

  • PDFs and documents you upload for AI processing

Payment Data

  • Credit transaction references processed via KiteGateway
  • We do not store card numbers or raw payment credentials — these are handled entirely by KiteGateway

Technical Data

  • IP address, browser type, and device information collected for security purposes

3. How We Use Your Information

We use the information we collect to:

  • Deliver, operate, and continuously improve the Docsphere service
  • Process credit purchases and track credit transactions
  • Send transactional emails such as email verification, password resets, and low-credit alerts
  • Detect, prevent, and investigate fraud and security incidents
  • Comply with applicable legal and regulatory obligations

4. Data Storage & Security

  • Your data is stored on secure servers hosted on DigitalOcean infrastructure in EU and US regions.
  • Passwords are hashed using bcrypt — they are never stored in plain text.
  • PDFs you upload are processed temporarily for AI analysis. They are not stored permanently beyond your active session unless you explicitly save them to your Library.
  • All data transmitted between your browser and our servers is encrypted using HTTPS/TLS.

5. Data Sharing

We do not sell your personal data to third parties. We share data only with the following third-party processors where strictly necessary to deliver the service:

  • Anthropic — AI processing. Document and query content is sent to Anthropic’s API to generate AI outputs.
  • KiteGateway — Payment processing. Handles credit purchases and payment transactions.
  • Resend — Transactional email delivery (verification, password reset, alerts).
  • DigitalOcean — Cloud hosting and infrastructure.

Each processor handles data under their own privacy terms and receives only the data necessary for their specific function.

6. Cookies

We use essential session cookies required for authentication and to keep you logged in. We do not use advertising, tracking, or analytics cookies. No third-party tracking scripts are embedded in the platform.

7. Your Rights (GDPR)

If you are located in the European Economic Area or UK, you have the following rights regarding your personal data:

  • Right of access — Request a copy of the personal data we hold about you.
  • Right to rectification — Request correction of inaccurate or incomplete data.
  • Right to erasure — Request deletion of your account and associated personal data.
  • Right to data portability — Request your data in a structured, machine-readable format.

To exercise any of these rights, contact us at support@docspheresolutions.ai. We will respond within 30 days.

8. Data Retention

  • Account data is retained for as long as your account remains active.
  • Upon account deletion, personal data is purged from our systems within 30 days.
  • Payment and transaction records are retained for 7 years to meet legal and accounting compliance requirements.

9. Children’s Privacy

Docsphere is not intended for users under 18 years of age. We do not knowingly collect personal data from minors. If we become aware that a user is under 18, we will take steps to remove their account and delete any associated data promptly.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you by email of any material changes before they take effect. The “Last updated” date at the top of this page will always reflect the most recent revision.

11. Contact Us

For any questions, concerns, or data subject requests relating to this Privacy Policy, please contact us at support@docspheresolutions.ai.

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