Developer Information: Docian AI is developed and operated by Homonovus, located at Hyderabad, Telangana, India. For privacy inquiries or to exercise your data rights, contact our Data Protection Officer at support@docianai.com.
In Simple Terms: We collect your account details, documents, AI chat queries, audio, and limited device/usage data to provide document scanning, AI summarization, chat assistance, and reminders. Data is encrypted and stored in India-based servers. We share minimal data with trusted third parties like Google (for Firebase and Gemini AI) and Perplexity AI (for general queries, sending only query text and relevant document summaries, not raw files). Chat and audio data are deleted shortly after use. You control your data—view, edit, delete documents or your account via app settings or email. Uninstalling removes local data but not cloud data; use account deletion for full removal. Consent is required; without it, you cannot use the app. View the latest policy in-app.
This Privacy Policy describes how Homonovus ("we," "us," or "our") collects, uses, processes, stores, and protects your personal information when you use Docian AI, an AI-powered personal assistant for document management. By using the app, you agree to this policy. We comply with applicable laws, including India's Digital Personal Data Protection Act (DPDP), GDPR, and CCPA.
1. Information We Collect
We collect only data necessary for app functionality, with your consent. Categories include:
Account Information: Email address, name, and authentication details from Google Sign-In or OTP verification. We also collect minimal metadata like IP address, device type, and operating system for secure access and fraud prevention.
Document Data: Content from scanned or uploaded files (JPG, PNG, PDF), including extracted text via OCR, metadata (e.g., dates, names), summaries, suggestions, risks, and recommendations generated by AI. Documents may contain sensitive personal data (e.g., financial statements, medical records, identification details), which we handle with enhanced security.
AI Chat Queries: User prompts and responses in "Ask Doc" (document-related) or "Explore" (general) modes, including conversation history during active sessions. These are deleted immediately after the session ends or within 1 hour of inactivity.
Audio Data: Voice inputs for speech-to-text (STT) queries and generated text-to-speech (TTS) audio. Audio is processed temporarily and deleted after use or cached for up to 1 hour.
Usage and Device Data: App interactions (e.g., navigation patterns, feature usage like scanning or editing), device information (e.g., model, OS version, app version), and notification preferences. This helps optimize performance and is anonymized for planned analytics (not yet implemented).
We do not collect persistent device identifiers (e.g., IMEI, AAID) unless required for core functionality, and never for advertising.
2. How We Use Your Information
We use your data solely for the purposes described, based on your consent or contractual necessity:
Account Management and Authentication: To verify identity and secure access using Google Sign-In or OTP.
Document Processing: Scan/upload files, perform OCR, generate AI summaries/suggestions/risks/recommendations using Gemini AI, save encrypted data in Firebase, and create downloadable PDFs.
AI Chat and Explore Features: Process queries in chat modes, sending document summaries (not raw files) to Gemini or Perplexity AI for responses.
Notifications and Reminders: Send alerts for document deadlines based on extracted or user-added dates.
App Improvement: Analyze anonymized usage data for bug fixes and enhancements. Planned use of Google Analytics for Firebase (not yet active) will be anonymized and exclude raw document content.
Security and Compliance: Detect fraud, prevent abuse, and comply with legal obligations.
AI Usage Note: AI outputs (e.g., summaries, suggestions) are advisory only and not a substitute for professional advice. We do not use your data for training AI models without explicit consent.
3. How We Share Your Information
We share data only as necessary and never sell, rent, or trade it for marketing:
Third-Party Service Providers:
Google (Firebase, Gemini AI): For authentication, storage, hosting, OCR, AI processing, and planned anonymized analytics. Data is stored in India-based regions using HTTPS.
Perplexity AI: For "Explore" mode or combined queries, we send corrected query text and short text summaries of relevant document fields (e.g., invoice amounts for market comparison). No raw images or full documents are shared.
User-Initiated Sharing: When you download PDFs and share via external apps, data is subject to those services' policies.
Legal Obligations: If required by law, court order, or authorities, in compliance with DPDP and international laws.
Business Transfers: In mergers/acquisitions, with prompt user notification.
4. Data Storage and Security
We implement robust measures to protect your data:
Encryption: All data at rest (AES-256 in Firebase) and in transit (HTTPS).
Storage Location: Exclusively in India-based Google Cloud regions for data residency compliance.
Access Controls: Role-based permissions, continuous monitoring, and audits.
Breach Response: In case of a security incident, we contain it, rotate credentials, conduct forensic analysis, and notify affected users and regulators within 72 hours if required by law (e.g., DPDP).
While we use industry-standard safeguards, no system is infallible. We recommend strong passwords and device security.
5. Data Retention
We retain data only as long as necessary:
AI Chat and Audio Data: Deleted immediately after session or within 1 hour.
Saved Documents and PDFs: Retained until deleted by you; fully removed within 30 days post-request.
Account Information: Kept while active; deleted within 30 days of account closure.
Anonymized Usage Logs: Up to 12 months for improvement (planned, not active).
Legal/Backup Data: Up to 90 days if required by law.
6. Your Rights and Choices
Under DPDP, GDPR, CCPA, and other laws, you have rights including:
Access: View your data, documents, and processing details.
Correction: Update inaccurate information.
Deletion: Remove specific documents or your entire account (see Section 7).
Restriction/Objection: Limit processing or object to analytics (when active).
Portability: Export data in machine-readable format.
Withdraw Consent: Revoke at any time by deleting your account; prior processing remains valid.
Exercise rights via app settings or support@docianai.com. We respond within 30 days, free of charge unless manifestly unfounded.
7. Data Deletion and Account Termination
To delete your account and data: Go to App Settings > Delete Account or email support@docianai.com. We verify requests and delete primary data/backups within 30 days, except for legal retention (e.g., fraud prevention). Uninstalling removes local data/consent but not cloud data—use account deletion for complete removal.
8. Automated Decision-Making and AI
Our AI (Gemini/Perplexity) processes documents for summaries and suggestions, which are advisory and based on your inputs. No automated decisions with legal effects are made. You can flag inaccurate outputs in-app for review.
9. Cookies and Tracking Technologies
We use session tokens for authentication. Planned anonymized analytics (Google Analytics for Firebase) will not track across devices or for ads. No cookies for marketing.
10. Children’s Privacy
Docian AI is not intended for children under 16. We do not knowingly collect their data. If detected, we delete it immediately. Contact support@docianai.com for concerns.
11. Grievance Redressal and Data Protection Officer
For complaints, contact our Grievance Officer/Data Protection Officer at support@docianai.com. We acknowledge and resolve within 30 days per DPDP Act.
12. International Data Transfers
Data is processed in India. If transferred (e.g., to Gemini/Perplexity servers), we use Standard Contractual Clauses or equivalent safeguards for compliance.
13. Changes to This Privacy Policy
We may update this policy for legal or operational reasons. Changes are posted in-app and notified via email/app alerts with the revised date. Continued use constitutes acceptance.
14. Governing Law
This policy is governed by Indian laws. Disputes are subject to exclusive jurisdiction of courts in Hyderabad, Telangana, India.
15. Contact Us
For questions:
Email:support@docianai.com Company: Homonovus Address: Hyderabad, Telangana, India