Privacy Policy

Last Updated: 2026-02-06

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 & Usage Information: Basic device type (e.g., Mobile/Desktop) and timestamps of your interactions for system optimization and security.

2. Cookies & Tracking Technologies

We use cookies solely for the functionality of the Service.

Essential Cookies: We use "session cookies" to keep you logged in as you navigate between pages. These are strictly necessary for the App to function.
No Advertising Cookies: We do NOT use third-party tracking cookies for advertising purposes.

3. 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."

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

When you upload a manual:

Text Extraction: We extract text from the PDF.
Vectorization: We convert the text into mathematical representations ("embeddings") using Google Gemini AI.
Storage: These embeddings are stored in a secure Vector Database (ChromaDB) on our own servers.

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.

5. Sub-Processors

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

AI Provider: Google Gemini 2.0 Flash API - For generating answers from your documents. Google's API Terms of Service state that API data is not used to train their models.
Vector Database: ChromaDB - For storing document embeddings. Runs on our own servers, not a third-party cloud service.
Hosting: Strato VPS (Germany/EU) - For running the application servers. All data is stored within the European Union.

6. 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.

7. Your Rights (GDPR)

As a data subject under GDPR, 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).

8. Changes to this Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Policy on this page and updating the "Last Updated" date. You are advised to review this Policy periodically.

9. Contact Us

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