Privacy Policy

DocuTract ("DocuTract", "we", "us") helps you turn a document template and a handful of scans into a finished, filled document. This Privacy Policy explains what personal data we process when you use DocuTract at docutract.online, why we process it, and the choices and rights you have. It is written to be read alongside our Terms of Service and our Data Processing Agreement.

Who is responsible for your data

For your account and billing data, DocuTract is the data controller. For the documents, scans and templates you upload, you are the controller and DocuTract acts as your processor - we handle that content only to provide the service and only on your instructions. The Data Processing Agreement governs that processor relationship in full.

What we process

• Account data - your e-mail address, the authentication identifiers from your sign-in provider, your display name and your interface language.
• Workspace content - the templates, scans and source files you upload, the fields you define, and the documents DocuTract generates for you.
• Billing data - your plan, your monthly document usage counters, and the payment and invoice metadata handled by our payment processor. We never store full card numbers.
• Single-purchase data - if you buy a document without an account: the email address you give when paying and, if you ask for them, another address to send the document to and a company's details for an invoice.
• Technical data - log entries, IP address, device and browser information, and the events needed to operate, secure and debug the service.

How we use your data

We process your data to provide and maintain DocuTract: to authenticate you, to run extraction and document generation, to enforce plan quotas, to issue invoices, to provide support, to keep the service secure, and to comply with our legal obligations. Our legal bases are the performance of our contract with you, our legitimate interest in running and securing the service, and compliance with law.

Your documents stay private

Your uploaded documents and the documents we generate are yours. We do not sell them, we do not use them to train machine-learning models, and we do not share them with third parties except the sub-processors strictly needed to deliver the service (see below). Access by our staff is limited to what is necessary for support and operations, and is recorded in an access log.

Sub-processors and hosting

DocuTract relies on a short list of vetted sub-processors: Hetzner (server hosting in Germany), Supabase (database, sign-in and file storage, hosted in Ireland), Anthropic (AI recognition of your scans and templates), Stripe (payments) and Zone.eu (sending email, Estonia). The purpose of each, where it processes data and the safeguards for any international transfer are set out in the Data Processing Agreement. Anthropic keeps the files it processes for up to 30 days and never uses them to train models.

We also use PostHog for privacy-friendly product analytics on our website, hosted in the EU and loaded only after you give consent. It helps us understand how the site is used; it masks all text and form inputs, and it does not store the content of your documents or scans.

For advertising, we use Google Ads (provided by Google Ireland Limited) to measure the effectiveness of our marketing and reach people who have visited our site. The tag loads on our pages using Google Consent Mode: until you give consent it sets no advertising cookies and does not collect personal data — only anonymous, cookieless signals may be sent to Google for measurement. Once you consent it may set advertising cookies and transfer limited data to Google, including outside the EU under appropriate safeguards; it never receives the content of your documents or scans. You can withdraw consent at any time.

Security

Data is encrypted in transit (TLS) and at rest: our database and the storage holding your templates, scans and generated documents are encrypted by their providers. Files are kept in private storage that is never publicly accessible and is reachable only through short-lived, signed links scoped to your workspace. You can protect your account with two-factor authentication, and a workspace owner can require it of every member; our own administrators must use it. Access to production systems is restricted and authenticated, and changes to and reads of your documents, as well as every access by our staff, are recorded in an append-only access log. PDF rendering runs on our own servers.

How long we keep your data

We keep workspace content for as long as your account is active so the service can function. You can delete templates, scans and documents at any time. You can delete your account yourself in Profile → Delete account: your account, the workspaces only you belong to and all their content are deleted immediately, and any remaining copies (for example, at our sub-processors) within 30 days. Documents you created in other teams' workspaces stay with those teams. We keep only limited records (for example, invoices) that we must retain to meet legal and accounting obligations. You can also ask us to delete your account at privacy@docutract.online. Drafts started on our website without an account are deleted automatically after 24 hours. A document paid for without an account, and the links to it, are kept for 30 days after payment; then the document, the scans and the filled-in values are deleted, and the record of the purchase (amount, date, email address) is kept as an accounting record. The access log (who accessed which data, when and from where) is kept for six years to investigate security incidents, and is then deleted.

Your rights

Subject to applicable law, you may access, correct, export, restrict, object to the processing of, or delete your personal data. You may also withdraw consent where processing relies on it, and lodge a complaint with your supervisory authority. To exercise any of these rights, contact us at privacy@docutract.online; we respond within the timeframes the law requires.

International transfers

Some of our providers process data outside the EEA - notably Anthropic, which stores data in the United States, and Stripe, which is established in the United States; Supabase hosts our data in Ireland but is a US company. For these transfers we rely on the European Commission's Standard Contractual Clauses or, where available, an adequacy decision (such as the EU-US Data Privacy Framework), together with the technical measures described above.

Cookies

DocuTract needs only two cookies to work: a session/authentication cookie and a plain-text locale cookie that remembers your interface language. Analytics and advertising cookies (PostHog, Google Ads) may be set only after you consent, as described above, and you can withdraw that consent at any time.

Children

DocuTract is a tool for professional and business use and is not directed to children under 16. We do not knowingly collect data from children.

Changes to this policy

We may update this Privacy Policy as the service evolves. When we make a material change we revise the "last updated" date above and, where appropriate, notify you in the app.

Contact

Questions about this policy or your data? Write to privacy@docutract.online.