Where your documents live, and who can see them

When you upload a passport scan, you are trusting us with somebody's identity. "We take security seriously" is not an answer to that; a list of facts is. So here is the list.

Which servers, in which country

• The application runs on our servers at Hetzner, in a data centre in Falkenstein, Germany.
• The database, sign-in and your files (templates, scans, generated documents) are held by Supabase in Ireland, in the EU.
• Recognition. To read a scan, its content is sent to our AI provider, Anthropic. It keeps what it processes for at most thirty days and never uses it to train models. Anthropic stores data in the United States; that transfer is covered by the European Commission's Standard Contractual Clauses.
• Payments go through Stripe and never touch document content. Analytics runs only if you agree to it, is hosted in the EU and masks everything you type.

Every one of these is named, with its purpose and location, in our Data Processing Agreement. If the list changes, we say so in advance.

How the files are protected

• Encrypted in transit and at rest. Traffic is encrypted, and so are the database and the storage that holds your files.
• Never public. Files are stored privately. When you open or download one, DocuTract creates a link that works for five minutes and only for your workspace.
• Two-factor sign-in is available to every account, and a workspace owner can require it of the whole team.
• Your documents are never used to train models, ours or anyone else's.

Who has looked at what

Every change to a document and every time someone opens one, downloads a scan or a generated file is written to an access log: who, when, from which address, and what exactly. The same log records every page our own staff open in the admin panel.

The log can only be added to. Entries cannot be edited or removed, not even by the application itself, except by the automatic clean-up of entries older than six years. If something ever goes wrong, this is how we find out exactly what happened, rather than guessing.

What you control

You can delete any document at any time, and you can delete your whole account from your profile. How long each kind of data is kept is set out in the Privacy Policy.

If you need any of this in a form your own compliance team can file, write to us: we will send it.