Privacy Policy

Last updated: [Month Day, Year]

DocsHund (operated by [Legal Entity Name], "DocsHund," "we," or "us") helps customers extract structured fields from documents and route the results into their own tools. This policy explains what we collect, how we use it, and the choices you have.

1. Information we collect

Information you provide

• Account details — your name, email address, and (optionally) company name when you register.
• Authentication credentials — a hashed password. We never store passwords in plain text.
• Billing information — managed by our payment processor, Stripe. We store your subscription tier and plan metadata but do not see or store your full card number.
• Templates and configuration — the document templates, tags, and field-transformation rules you create.

Information from your documents

• Uploaded files — PDFs and images you upload for extraction. By default we hold these only long enough to run extraction; when you opt in to "keep source," files are retained for the configured retention window so you can revisit results.
• Extracted field values — the text DocsHund pulls out of your documents according to your templates.
• Email-intake messages — when you forward email to your DocsHund intake address, we process the attached documents and record sender, subject, and timestamp metadata for your audit log.

Information from third-party integrations (only when you connect them)

• Google account email and OAuth tokens — when you connect Google Sheets, we receive your account email and an OAuth access + refresh token scoped to the permissions you granted on Google's consent screen.
• Spreadsheet metadata — the IDs and titles of spreadsheets you bind to, plus tabs we create or write into.

Information we collect automatically

• Usage and request logs — IP address, browser user agent, request paths, timestamps, and error traces. Retained for a limited operational window for debugging and abuse-prevention.
• API audit records — extraction status, page counts, quality scores, and duration metrics linked to your account for billing and rate-limit accounting.

2. How we use information

• To provide the document-extraction service — running your uploads through our extractor and returning structured fields.
• To deliver results to the integrations you configure (Google Sheets, downloaded XLSX, etc.).
• To authenticate you, secure your account, and prevent abuse.
• To bill you on the plan you chose and enforce monthly quotas.
• To send transactional email — sign-up verification, password reset, intake-result summaries.
• To diagnose errors, monitor service health, and improve extraction quality.

We do not train models on your documents. Your uploads and extracted values are used to fulfill your extraction request and to deliver results to integrations you configure. They are not used to train, fine-tune, or improve any machine-learning model.

3. How we share information

We do not sell your data. We share limited information with the third-party processors that make the service work:

• Stripe (payments) — billing details and subscription metadata.
• Mailgun (email delivery and inbound intake) — sender, recipient, subject, and the body / attachments of email you forward to your intake address.
• Google — when you've connected Google Sheets, we send extracted rows to the spreadsheet you bound, and call Drive/Sheets APIs on your behalf using the OAuth token you granted.
• Cloud infrastructure — our hosting provider ([e.g. DigitalOcean, AWS]) stores account data, logs, and (when retention is enabled) source documents.

We may disclose information if required by law, valid legal process, or to protect the rights, safety, or property of DocsHund, our users, or the public.

4. Google API data use (Limited Use disclosure)

DocsHund's use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. Specifically:

• Data accessed via Google APIs is used only to provide or improve user-facing features of DocsHund that are prominent in your experience and only after you have explicitly consented to the relevant OAuth scopes.
• We do not use Google user data to serve advertisements.
• We do not transfer Google user data to third parties except as necessary to provide or improve user-facing features (for example, writing rows to the spreadsheet you yourself bound), to comply with applicable law, or as part of a merger, acquisition, or sale of assets with appropriate notice to users.
• We do not allow humans to read Google user data except: (a) with your affirmative agreement for specific data points; (b) for security purposes (such as investigating abuse); (c) to comply with applicable law; or (d) where the data has been aggregated and anonymized for internal operations.

5. Storage, retention, and deletion

• Account data and templates — kept while your account is active and for a reasonable period after closure (typically up to 90 days) so account closure can be reversed if requested.
• Source documents — when "keep source" is enabled on an extraction, the file is stored for the retention window configured on your account (default [N] days). Otherwise the file is discarded immediately after extraction.
• Extraction results — kept while your account is active; deleting an extraction removes the result.
• Email-intake attachments — handled in-process; we do not persist the raw email body.
• Logs — retained for operational purposes, typically 30–90 days.
• Backups — encrypted backups roll off within [N] days after creation.

6. Security

We protect data with encryption in transit (TLS), hashed passwords (bcrypt), strict access controls on production systems, and audit logging for sensitive operations. No system is perfectly secure — if you believe your account has been compromised, contact us immediately at the address below.

7. Your rights and choices

• Access and export — log in and download your extraction results, templates, and groups any time. Email us to request a full export.
• Correction — edit your profile, templates, and configurations from the dashboard.
• Deletion — delete individual extractions, templates, and groups from the dashboard. Email us to delete your entire account and associated data.
• Disconnect integrations — revoke Google Sheets access at any time from the Integrations page, or directly at https://myaccount.google.com/permissions.
• Marketing email — we send only transactional email related to your account and intake processing; we do not run a marketing list.
• EU / UK residents — you have rights under the GDPR to access, rectify, erase, restrict, or port your personal data, and to object to processing. Contact us to exercise any of these rights.
• California residents — under CCPA / CPRA you have the right to know, delete, correct, and limit use of your personal information. We do not sell or share personal information for cross-context behavioural advertising.

8. Children's privacy

DocsHund is not directed to anyone under 16. We do not knowingly collect personal information from children. If you believe a child has provided us information, contact us so we can delete it.

9. International transfers

DocsHund is operated from [country]. If you are accessing the service from outside that region, your information will be processed where our servers and service providers operate. By using DocsHund you consent to this transfer.

10. Changes to this policy

We may update this policy as the service evolves. Material changes will be announced by email or via a notice in the dashboard at least 14 days before they take effect. The "Last updated" date at the top tells you when the policy was last revised.

11. Contact us

Questions about this policy, or to exercise any of the rights described above: privacy@docshund.com.

[Legal Entity Name]
[Mailing Address]
[Country]