AsktheDocument.com Privacy Policy

Last Updated: 2026-01-09

We value your privacy, especially regarding the sensitive technical data you handle. This policy explains how we treat your data.

1. Information We Collect

  • Account Information: Email address and authentication credentials.
  • User Content: PDF manuals and technical documents you upload.
  • Chat Logs: The questions you ask the AI and its responses.
  • Device Information: Basic device type (e.g., Mobile/Desktop) for UI optimization.

2. NO LOCATION TRACKING

We do NOT collect, store, or track your real-time geolocation. While field service often involves travel, our App does not require access to your GPS to function. We respect your privacy as a worker and do not engage in "employee monitoring."

3. How We Process Your Manuals (The "Vector Brain")

When you upload a manual:

  1. Text Extraction: We extract text from the PDF.
  2. Vectorization: We convert the text into mathematical representations ("embeddings") using third-party AI models (e.g., OpenAI).
  3. Storage: These embeddings are stored in a secure Vector Database (e.g., Pinecone/ChromaDB).
CRITICAL PRIVACY GUARANTEE (DATA ISOLATION):
  • Your uploaded manuals are siloed (isolated) to your user ID or organization ID.
  • We do NOT mix your data with other users' data.
  • We do NOT use your specific uploaded manuals to train our foundational AI models. Your data enhances your experience only.

4. Sub-Processors

To provide the Service, we share data with the following trusted third-party providers under strict data processing agreements:

  • LLM Provider: (e.g., OpenAI) - For generating answers. Note: Enterprise agreements with these providers typically state they do not train on API data.
  • Vector Database: (e.g., Pinecone/ChromaDB) - For storing document indices.
  • Hosting: (e.g., AWS/Azure/Vercel) - For running the application servers.

5. Data Retention & Deletion

  • Control: You may delete a manual from your library at any time.
  • Consequence: Deleting a manual immediately removes it from your actionable "Vector Brain," and the AI will no longer be able to answer questions about it.
  • Backup: Residual copies may remain in encrypted backups for a limited period (typically 30 days) before full erasure.

6. Your Rights (GDPR)

If you are strictly an individual user (not an enterprise employee), you have the right to:

  • Request access to your personal data.
  • Request correction or deletion of your data.
  • Withdraw consent for processing (which limits Service functionality).

7. Contact Us

For privacy concerns, please contact our Data Protection Officer at: support@askthedocument.com

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