DocMind Privacy Policy
Last updated: March 22, 2026
This policy explains how DocMind collects, uses, stores, and deletes data used to run ecommerce AI customer support, website FAQ automation, and internal helpdesk workflows. It is written to match how the product actually handles account data, knowledge sources, and connected support content today.
Customer content is protected
Uploaded documents, crawled pages, and workspace data are handled through encrypted systems and workspace-scoped access controls.
Customer data stays tied to the workspace that owns it
Support assistants retrieve from the source set assigned to that workspace rather than sharing one global answer layer.
Deletion requests follow a documented path
Teams can remove knowledge sources directly, and account deletion requests remove associated data from our systems within 30 days.
Related review pages
If your team is evaluating DocMind, read these pages together. The privacy policy covers policy language, while the security pages explain safeguards and the evidence page explains rollout context.
1. Scope
This Privacy Policy applies to DocMind's website, product, hosted assistants, and related support workflows. It covers both customer-facing deployments, such as ecommerce FAQ or order-support assistants, and internal deployments, such as helpdesk or knowledge assistants trained on internal documentation.
2. Data We Collect
Account and billing information
- Name, email address, authentication identifiers, and account profile data.
- Subscription, invoice, and billing records needed to operate paid plans through our payment providers.
- Messages you send to us through support, sales, or product review channels.
Knowledge sources and workspace content
- Documents, PDFs, pasted text, website URLs, help-center pages, or internal docs you connect to DocMind.
- Bot configuration, retrieval settings, source mappings, and workspace-level support workflows.
- Chat inputs and answer history needed to operate the assistant, diagnose issues, or review support quality.
Product usage and technical signals
- Browser, device, log, and request data used to secure the service, troubleshoot problems, and understand product usage.
- Page visits, referrers, and similar website analytics data used to improve product and site performance.
Google sign-in data
- If you sign in with Google, we receive the basic identity data needed to create and operate your DocMind account, such as your name, email address, and avatar.
3. How We Use Information
We use the information we collect to operate and improve DocMind, including to:
- Authenticate accounts and provide access to product features.
- Process connected knowledge sources so assistants can answer from the content assigned to a workspace.
- Operate billing, support, abuse prevention, troubleshooting, and service communications.
- Review product usage patterns, answer quality, and workflow issues so we can improve the service.
- Meet legal, contractual, or security obligations.
4. Knowledge Sources, Website Crawls, and Model Usage
When you upload files, paste text, or connect a website to DocMind, that content is processed so your assistant can answer from it. Public website content may be fetched and stored as part of your configured source set. Customer knowledge sources are used to operate assistants inside the workspace that owns them and are not used to train shared foundation models.
Teams are responsible for choosing which documents, pages, and internal materials are connected to each assistant. If a source should no longer be used, it should be removed from the workspace or account.
5. Retention and Deletion
We keep data for as long as it is needed to operate the service, maintain the account, meet legal obligations, and resolve support or security issues. Teams can delete connected knowledge sources directly from the product. If an account is deleted, associated data is removed from our systems within 30 days.
6. Third-Party Services and Processors
We use third-party providers to run parts of the service, such as hosting, authentication, billing, analytics, and model inference. Those providers only receive the information needed to perform their role for DocMind, subject to our contractual and operational controls.
If your procurement or security review requires more specific processor or provider detail, contact us during evaluation so we can address the current deployment scope directly.
7. Google Sign-In
If you sign in with Google, we use the identity information returned by Google to create and operate your DocMind account. This typically includes your name, email address, and avatar. We use that data for authentication, account management, and essential product communications. We do not use Google sign-in data for advertising.
You may revoke DocMind's access from your Google Account permissions page. Revoking access may affect your ability to sign in until you use another supported login method.
8. Your Rights and Choices
Depending on your location and relationship with DocMind, you may be able to:
- Request access to the personal information associated with your account.
- Request correction of inaccurate or outdated account information.
- Request deletion of your account and associated data.
- Opt out of marketing communications while still receiving essential service notices.
9. Cookies and Analytics
We use cookies and similar technologies to keep the website and product working, understand usage, and improve performance. You can control some cookie behavior through your browser settings, but some features may not work correctly without essential cookies.
10. Children's Privacy
DocMind is not directed to children under 16, and we do not knowingly collect personal information from children under 16.
11. Changes to This Policy
We may update this Privacy Policy as the product, providers, or legal requirements change. When we do, we will update the published date on this page.
12. Contact
If you have questions about this Privacy Policy, privacy requests, or data handling review, contact us at daniel@docmind.com.au. Security-specific vulnerability reports should go to security@docmind.com.au.