Privacy policy

1. Who we are and how to contact us

DocuSense is the controller of your account information. A person in charge of privacy oversees this policy. For any question or request, or to report an incident:

2. Information we collect

• Account: first name, last name, email address, preferred language. Your password is never stored in clear text: only a bcrypt hash is kept.
• Two-factor authentication: the authenticator-app secret (AES-256-GCM encrypted), the public key of your passkeys and hashed backup codes. No biometric data reaches us: fingerprints and faces stay on your device.
• Billing: your plan, billing period and the customer ID assigned by our payment provider. Card details are entered directly with this PCI DSS-certified provider and never pass through our servers.
• Documents: the file you upload, the extracted data (amounts, names, numbers printed on the document) and the original file name, with long digit sequences (identification and account numbers) masked.
• Smart search (if you turn it on): passages of the extracted data with identifiers masked, and their numeric representations (vectors) used for searching.
• Security log: IP address, browser, date and type of sensitive actions (sign-in, password change, export, deletion, rejected file). It never contains the content of your documents.
• Technical request log: for each call to our API, the date, the address called (without its parameters), the result, the duration, the IP address, the approximate location (country, region, city) and network operator derived from the IP address on our own servers, the device type, browser, system and language reported by your browser, and your account if you are signed in. It never contains the content of requests, your documents, passwords or tokens. It is used only for security, abuse detection and troubleshooting; it is not sold, nor used for advertising or profiling.

3. Why we use it and on what basis

• Providing the service (extracting, displaying, exporting and sending your data through the API or webhooks): performance of our contract with you.
• Securing your account and the platform (authentication, abuse detection, antivirus scanning, logging): our legitimate interest in protecting the service and its users, and our legal obligations.
• Billing your subscription and applying quotas: performance of the contract and accounting and tax obligations.
• Sending the necessary emails (verification, password reset, security alerts): performance of the contract.
• Sending product news and indexing your documents for smart search: your consent, which you can withdraw at any time.

We do not sell your information, we do not "share" it for targeted advertising and we do not use your documents to train artificial-intelligence models.

4. Processing by artificial intelligence

To extract the data, the content of your document is sent to an AI model provider through its business API. The result is an automated proposal: it may contain errors, and uncertain cases are placed in a human review queue. DocuSense makes no decision with legal effects on you based solely on automated processing.

The in-app assistant answers questions about using DocuSense. Your questions are sent to the AI provider after identifiers are masked; the assistant has no access to your documents, and conversations are not stored: only the number of questions asked is recorded to apply your plan's limits.

5. Sharing with service providers

We only share your information with the providers needed for the service (artificial intelligence, payments, email delivery, hosting), bound by contract to confidentiality and security obligations and allowed to use it only to provide their services to us. We may also disclose it where the law requires, or as part of a business reorganisation, under the same protections. The list of our providers is available on request.

If you connect an accounting app or an automation tool yourself, DocuSense sends it the data of the documents concerned, on your instructions. Those tools are then governed by their own terms; you can disconnect them at any time.

6. International transfers

Our providers may process your information in Canada, the United States or other countries. When your information leaves your country or region, we protect it with recognised safeguards: adequacy decisions, the European Commission's standard contractual clauses or their UK and Swiss equivalents, and a prior privacy impact assessment where the law requires one.

7. How long we keep it

• Uploaded file: deleted as soon as processing ends. If it waits in the processing queue, it is encrypted and deleted after 1 hour at most.
• Data extracted from tax documents: 7 years at most. Other documents: 3 years at most. You can delete them earlier, at any time.
• Security log: 5 years.
• Technical request log: 90 days, then deleted automatically.
• Sign-in sessions: they expire after 30 days at most.
• Deleted account: permanently erased 30 days after your request. Tax-document data still within its retention period is detached from your identity (anonymised, file name erased) until that period ends.

8. Security

• Encrypted connections (TLS) and AES-256-GCM encryption of secrets and queued files.
• Passwords hashed with bcrypt, two-factor authentication required after a grace period, phishing-resistant passkeys.
• Checks on uploaded files: real file type, macros, PDF active content and antivirus scanning.
• Least-privilege access, isolation of each customer's data and a log of sensitive actions.

If a security incident affects your information, we notify the competent authorities and the people concerned within the deadlines set by the applicable law (for example 72 hours to the supervisory authority in Europe), and we keep a register of incidents.

9. Your rights

Depending on where you live, you can in particular:

• access your information and get a copy in a structured, portable format: Settings → Privacy → Export my data;
• have inaccurate information corrected: Settings → Profile, or by writing to us;
• have your documents, search index or account deleted: Settings → Privacy;
• withdraw a consent (news emails, smart search) at any time in your settings;
• object to processing based on our legitimate interest, or ask us to restrict it.

For any other request, write to us. We may verify your identity before answering, and we reply within 30 days, or within the deadline set by your local law. Exercising your rights is free and never leads to unfavourable treatment.

10. Cookies and local storage

DocuSense only uses strictly necessary cookies, with no advertising or audience measurement:

• Session cookie (httpOnly, secure): keeps you signed in safely.
• ds_locale: remembers your language.
• Browser storage: display preferences (collapsed menu, dismissed messages). It stays on your device.

11. Documents about other people

When you upload documents about other people (for example your employees' payslips or your clients' statements), you are responsible for that information and must have a legal basis to entrust it to us. DocuSense then acts as a processor or service provider: we process it only on your instructions, to provide the service. A data processing agreement (DPA) is available to businesses on request.

12. Minors

The service is intended for businesses and adults. It is not intended for people under 16, or under the age of digital consent in their country if higher, and we do not knowingly collect their information.

13. Changes

If we change this policy in a significant way, we will tell you by email or in the app before the change takes effect. The update date is shown at the top of this page.

14. Region-specific information

European Union, United Kingdom and Switzerland

The GDPR, the UK GDPR and the Swiss Federal Act on Data Protection apply. DocuSense is the controller of your account data and a processor for the documents you entrust to us. The legal bases are listed in section 3. You have the rights of access, rectification, erasure, restriction, objection and portability, and you may lodge a complaint with the data protection authority of your country. Transfers outside these regions are safeguarded as described in section 6.

Canada and Québec

The Personal Information Protection and Electronic Documents Act (PIPEDA) and, in Québec, Law 25 apply. The person in charge of the protection of personal information is shown in section 1. Before disclosing information outside Québec, we assess the privacy factors (section 17 of Law 25). You may file a complaint with the Commission d'accès à l'information du Québec (cai.gouv.qc.ca) or the Office of the Privacy Commissioner of Canada (priv.gc.ca).

United States

Residents of California and of other states with a privacy law can ask to know, correct and delete their personal information, and appeal a refusal by writing to us. Categories collected in the last 12 months: identifiers (name, email, IP address), commercial information (plan, billing), information contained in the documents you upload (which may include financial information) and security activity. We do not sell or "share" personal information, and we only use sensitive information to provide the service. You may use an authorised agent to make a request.

Other countries

We apply this policy to all our users and comply with the data protection laws of your country where they apply. If they give you additional rights, write to us to exercise them.