Privacy Policy
Last updated: October 2026
At DocMind AI, we take document confidentiality and data privacy seriously. This document outlines how data flows through our service and private system options, what external APIs are used, and how retention is handled.
1. Processing Service (Path A)
When you submit documents to our managed extraction service (including free samples, pilot batches, or monthly plans), your files are stored on our servers and sent via secure API to the OpenAI API for vision-based OCR and data extraction.
- OpenAI Retention: OpenAI API data may be retained in abuse-monitoring logs for up to 30 days, subject to its retention policies and exceptions.
- Our Handling & Retention: Your documents and extracted data are processed exclusively for delivering your results and are handled according to our strict data-processing practices. Files can be deleted immediately upon your request.
- No Third-Party Sharing: We do not sell, rent, or share your documents or extracted information with any advertisers or unrelated third parties.
2. Private System Deployment (Path B)
With a private deployment, you maintain full sovereignty over your application environment:
- Your Server & Storage: The application, database, authentication credentials, and stored documents reside exclusively on your server or private cloud infrastructure. We do not receive, store, or access your files unless you explicitly provide them for technical support.
- Your OpenAI Account: Extraction requests run directly from your server to OpenAI using your own OpenAI API key. Usage costs are billed directly to your OpenAI account.
- OpenAI API Policy: OpenAI retains API abuse-monitoring logs for up to 30 days per OpenAI’s API data retention policy. Organizations eligible for Zero Data Retention (ZDR) may configure their OpenAI organization accordingly.
3. Non-Disclosure Agreements (NDAs)
We are happy to sign a Non-Disclosure Agreement (NDA) upon request before you transmit any sample documents or business files.
4. Inquiries & Contact
Information submitted via our inquiry forms (name, company, email, sample document) is used solely to respond to your request and provide extraction samples. You may contact us at any time via WhatsApp or email to request immediate deletion of your submitted inquiries.