PRIVACY POLICY

Effective date: February 18, 2025

Introduction

We at Userdoc Pty Ltd (“us”, “we”, or “our”) respect your privacy and are strongly committed to keeping secure any information we obtain from you or about you. This Privacy Policy describes our practices with respect to Personal Information we collect from or about you when you use our website, applications, and services (collectively, “Services”). This Privacy Policy does not apply to content we process on behalf of customers of our business offerings, Code Import or ad-hoc data processing. Our use of that data is governed by separate customer agreements covering access to and use of those offerings.

Important:

No data entered by you or your team within Userdoc is used to train or fine-tune LLM models
Data entered into Userdoc is private to your team and is not visible to anyone outside your team
Your data is protected with industry-standard encryption and is stored securely, ensuring compliance with global data privacy regulations

1. Personal information we collect

We collect personal information relating to you (“Personal Information”) as follows:

Personal information you provide: We collect Personal Information if you create an account to use our Services or communicate with us as follows:

Account Information: When you create an account with us, we will collect information associated with your account, including your name, contact information, account credentials, and job title (collectively, “Account Information”).
User Content: When you use our Services, we collect Personal Information that is included in the input, file uploads, or feedback that you provide to our Services (“Content”).
Prompt Content: When you use our Services, we temporarily store user-entered prompt data that is then sent to a secure LLM ("Prompt").
Communication Information: If you communicate with us, we collect your name, contact information, and the contents of any messages you send (“Communication Information”).
Social Media Information: We have pages on social media sites like YouTube and LinkedIn. When you interact with our social media pages, we will collect Personal Information that you elect to provide to us, such as your contact details (collectively, “Social Information”). In addition, the companies that host our social media pages may provide us with aggregate information and analytics about our social media activity.
Other Information You Provide: We collect other information that you may provide to us, such as when you participate in our events or surveys or provide us with information to establish your identity (collectively, “Other Information You Provide”

Personal information we receive automatically from your use of the Services: When you visit, use, or interact with the Services, we receive the following information about your visit, use, or interactions (“Technical Information”):

Log Data: Information that your browser or device automatically sends when you use our Services. Log data includes your Internet Protocol address, browser type and settings, the date and time of your request, and how you interact with our Services
Usage Data: We may automatically collect information about your use of the Services, such as the types of content that you view or engage with, the features you use and the actions you take, as well as your time zone, country, the dates and times of access, user agent and version, type of computer or mobile device, and your computer connection.
Device Information: Includes name of the device, operating system, device identifiers, and browser you are using. Information collected may depend on the type of device you use and its settings.
Cookies: We use cookies to operate and administer our Services, and improve your experience. A “cookie” is a piece of information sent to your browser by a website you visit. You can set your browser to accept all cookies, to reject all cookies, or to notify you whenever a cookie is offered so that you can decide each time whether to accept it. However, refusing a cookie may in some cases preclude you from using, or negatively affect the display or function of, a website or certain areas or features of a website.
Analytics: We may use a variety of online analytics products that use cookies to help us analyse how users use our Services and enhance your experience when you use the Services.

3. How we use personal information

To provide, administer, maintain and/or analyse the Services;
To improve our Services and conduct internal research;
To communicate with you; including sending you information about our Services and events;
(you can easily opt out of this communication using an unsubscribe link in the emails).
To develop new programs and services;
To prevent fraud, criminal activity, or misuse of our Services, and to protect the security of our IT systems, architecture, and networks;
To carry out business transfers; and
To comply with legal obligations and legal process and to protect our rights, privacy, safety, or property, and/or that of our affiliates, you, or other third parties.

4. How we use Prompt content

Userdoc uses user-entered Prompt content to process via an LLM and return AI-generated content to fulfil the Services.
Userdoc will never use user-entered Prompt content input to train LLMs, and no LLMs will be trained on any document or other sources of business information that you enter into Userdoc

Prompt content and personally identifiable information

As Userdoc helps build and maintain software requirements, there is generally no reason for you to input personally identifiable information (PII) as Prompt (Prompt Content), unless it is relevant to the given purpose.

Whilst Prompt content is stored securely and temporarily, we recommend that if there is no direct need to enter personally identifiable information belonging to you or any other person(s) as Prompt content into Userdoc, then do not unless you have a specific need (we recommend the same with any AI service, not just Userdoc).

However, there may be some examples where you do wish to enter personally identifiable information as Prompt content into Userdoc:

Using the Userdocs document upload feature, where the document contains PII
Using Userdocs AI to generate a software requirement that requires a person's name, contact number, and email in the output. E.g. a "Contact Support" feature.
Using Userdocs AI to generate a real-life User persona, based on someone's actual information. Please ensure you get permission to do this beforehand.

5. Retention of Data

We will retain your Personal Data only for as long as is necessary for the purposes set out in this Privacy Policy. We will retain and use your Personal Data to the extent necessary to comply with our legal obligations (for example, if we are required to retain your data to comply with applicable laws), resolve disputes, and enforce our legal agreements and policies.

We will also retain Usage Data for internal analysis purposes. Usage Data is generally retained for a shorter period, except when this data is used to strengthen the security or to improve the functionality of our Service, or we are legally obligated to retain this data for longer time periods.

6. Transfer of Data

Your information, including Personal Data, may be transferred to – and maintained on – computers located outside of your state, province, country or other governmental jurisdiction where the data protection laws may differ from those of your jurisdiction.

Your consent to this Privacy Policy followed by your submission of such information represents your agreement to that transfer.

Userdoc will take all the steps reasonably necessary to ensure that your data is treated securely and in accordance with this Privacy Policy and no transfer of your Personal Data will take place to an organisation or a country unless there are adequate controls in place including the security of your data and other personal information.

7. Disclosure of Data

We may disclose personal information that we collect, or you provide:

Disclosure for Law Enforcement

Under certain circumstances, we may be required to disclose your Personal Data if required to do so by law or in response to valid requests by public authorities.

Business Transaction

If we or our subsidiaries are involved in a merger, acquisition or asset sale, your Personal Data may be transferred.

Other cases. We may disclose your information also:

to our subsidiaries and affiliates;

to contractors, service providers, and other third parties we use to support our business;

for the purpose of including your company’s logo on our website;

with your consent in any other cases;

if we believe disclosure is necessary or appropriate to protect the rights, property, or safety of the Company, our customers, or others.

Security of Data

Userdoc is a SOC2-compliant company, and the security of your data is highly important to us but remember that no method of transmission over the Internet or method of electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your Personal Data, we cannot guarantee its absolute security.

8. Your Data Protection Rights Under the General Data Protection Regulation (GDPR)

If you are a resident of the European Union (EU) and European Economic Area (EEA), you have certain data protection rights, covered by GDPR. – See more at https://eur-lex.europa.eu/eli/reg/2016/679/oj

We aim to take reasonable steps to allow you to correct, amend, delete, or limit the use of your Personal Data.

If you wish to be informed what Personal Data we hold about you and if you want it to be removed from our systems, please email us at contact@userdoc.fyi.

In certain circumstances, you have the following data protection rights:

the right to access, update or to delete the information we have on you;

the right of rectification. You have the right to have your information rectified if that information is inaccurate or incomplete;

the right to object. You have the right to object to our processing of your Personal Data;

the right of restriction. You have the right to request that we restrict the processing of your personal information;

the right to data portability. You have the right to be provided with a copy of your Personal Data in a structured, machine-readable and commonly used format;

the right to withdraw consent. You also have the right to withdraw your consent at any time where we rely on your consent to process your personal information;

Please note that we may ask you to verify your identity before responding to such requests. Please note, we may not able to provide Service without some necessary data.

You have the right to complain to a Data Protection Authority about our collection and use of your Personal Data. For more information, please contact your local data protection authority in the European Economic Area (EEA).

Your Data Protection Rights under the California Privacy Protection Act (CalOPPA)

CalOPPA is the first state law in the nation to require commercial websites and online services to post a privacy policy. The law’s reach stretches well beyond California to require a person or company in the United States (and conceivable the world) that operates websites collecting personally identifiable information from California consumers to post a conspicuous privacy policy on its website stating exactly the information being collected and those individuals with whom it is being shared, and to comply with this policy. – See more at: https://consumercal.org/about-cfc/cfc-education-foundation/california-online-privacy-protection-act-caloppa-3/

According to CalOPPA we agree to the following:

users can visit our site anonymously, however they cannot access parts of the service which require unique user authentication

our Privacy Policy link includes the word “Privacy”, and can easily be found on the page specified above on the home page of our website;

users will be notified of any privacy policy changes on our Privacy Policy Page;

users are able to change their personal information by emailing us at contact@userdoc.fyi.

We honor Do Not Track signals and do not track, plant cookies, or use advertising when a Do Not Track browser mechanism is in place. Do Not Track is a preference you can set in your web browser to inform websites that you do not want to be tracked.

You can enable or disable Do Not Track by visiting the Preferences or Settings page of your web browser.

9. Your Data Protection Rights under the California Consumer Privacy Act (CCPA)

If you are a California resident, you are entitled to learn what data we collect about you, ask to delete your data and not to sell (share) it. To exercise your data protection rights, you can make certain requests and ask us:

What personal information we have about you. If you make this request, we will return to you:

The categories of personal information we have collected about you.

The categories of sources from which we collect your personal information.

The business or commercial purpose for collecting or selling your personal information.

The categories of third parties with whom we share personal information.

The specific pieces of personal information we have collected about you.

A list of categories of personal information that we have sold, along with the category of any other company we sold it to. If we have not sold your personal information, we will inform you of that fact.

A list of categories of personal information that we have disclosed for a business purpose, along with the category of any other company we shared it with.

Please note, you are entitled to ask us to provide you with this information up to two times in a rolling twelve-month period. When you make this request, the information provided may be limited to the personal information we collected about you in the previous 12 months.

To delete your personal information. If you make this request, we will delete the personal information we hold about you as of the date of your request from our records and direct any service providers to do the same. In some cases, deletion may be accomplished through de-identification of the information. If you choose to delete your personal information, you may not be able to use certain functions that require your personal information to operate.

To stop selling your personal information. We don't sell or rent your personal information to any third parties for any purpose. You are the only owner of your Personal Data and can request disclosure or deletion at any time.

Please note, if you ask us to delete or stop selling your data, it may impact your experience with us, and you may not be able to participate in certain programs or membership services which require the usage of your personal information to function. But in no circumstances, we will discriminate against you for exercising your rights.

To exercise your California data protection rights described above, please send your request(s) by email: contact@userdoc.fyi

Your data protection rights, described above, are covered by the CCPA, short for the California Consumer Privacy Act. To find out more, visit the official California Legislative Information website. The CCPA took effect on 01/01/2020.

10. Service Providers

We may employ third party companies and individuals to facilitate our Service (“Service Providers”), provide Service on our behalf, perform Service-related services or assist us in analyzing how our Service is used.

These third parties have access to your Personal Data only to perform these tasks on our behalf and are obligated not to disclose or use it for any other purpose.

AI / LLM Service Providers

We primarily leverage artificial intelligence services via OpenAI hosted on Azure to power features and functionalities within Userdoc.

However, in addition, and when certain features demand it, we may use AI models such as Google Gemini through Google Cloud, or other large language models like Claude Sonnet via AWS Bedrock. These third-party AI providers help us offer advanced AI-driven features, but your data is processed securely and in compliance with our privacy and data protection policies.

It's important to note that no personally identifiable account information is sent to these LLMs from Userdoc.
Only Prompt content is sent that is specifically inputted by you to generate AI assistance within Userdoc.

None of these providers train on any of the data entered by you, and each of these providers adheres to strict data privacy standards and only processes data necessary to deliver the AI services.

For more information on their privacy practices, please refer to their privacy policies:

OpenAI on Azure: https://privacy.microsoft.com/en-us/privacystatement

Google Cloud: https://policies.google.com/privacy

AWS: https://aws.amazon.com/privacy/

Analytics

We may use third-party Service Providers to monitor and analyze the use of our Service.

Google Analytics

Google Analytics is a web analytics service offered by Google that tracks and reports website traffic. Google uses the data collected to track and monitor the use of our Service. This data is shared with other Google services. Google may use the collected data to contextualize and personalize the ads of its own advertising network.

For more information on the privacy practices of Google, please visit the Google Privacy Terms web page: https://policies.google.com/privacy?hl=en

We also encourage you to review Google's policy for safeguarding your data: https://support.google.com/analytics/answer/6004245.

Mixpanel analytics

Mixpanel is an advanced analytics service provided by Mixpanel Inc. that helps us understand how our users engage with our Service. Mixpanel uses a set of cookies and other tracking technologies to collect and store information about your interactions on our Service, including various user actions and page visits. This information assists us in analyzing and improving user experience and understanding key performance indicators.

For more detailed information on Mixpanel's data practices and privacy policy, please visit the Mixpanel Privacy Policy web page: https://mixpanel.com/legal/privacy-policy/

CI/CD tools

We may use third-party Service Providers to automate the development process of our Service.

GitHub

GitHub is provided by GitHub, Inc.

GitHub is a development platform to host and review code, manage projects, and build software.

For more information on what data GitHub collects for what purpose and how the protection of the data is ensured, please visit GitHub Privacy Policy page: https://help.github.com/en/articles/github-privacy-statement.

Behavioral Remarketing

Userdoc uses remarketing services to advertise on third party websites to you after you visited our Service. We and our third-party vendors use cookies to inform, optimise and serve ads based on your past visits to our Service.

Google Ads (AdWords)

Google Ads (AdWords) remarketing service is provided by Google Inc.

You can opt-out of Google Analytics for Display Advertising and customize the Google Display Network ads by visiting the Google Ads Settings page: http://www.google.com/settings/ads

Google also recommends installing the Google Analytics Opt-out Browser Add-on – https://tools.google.com/dlpage/gaoptout – for your web browser. Google Analytics Opt-out Browser Add-on provides visitors with the ability to prevent their data from being collected and used by Google Analytics.

For more information on the privacy practices of Google, please visit the Google Privacy Terms web page: https://policies.google.com/privacy?hl=en

Payments

We may provide paid products and/or services within Service. In that case, we use third-party services for payment processing (e.g. payment processors).

We will not store or collect your payment card details. That information is provided directly to our third-party payment processors whose use of your personal information is governed by their Privacy Policy. These payment processors adhere to the standards set by PCI-DSS as managed by the PCI Security Standards Council, which is a joint effort of brands like Visa, Mastercard, American Express and Discover. PCI-DSS requirements help ensure the secure handling of payment information.

The payment processors we work with are:

Stripe:

Their Privacy Policy can be viewed at: https://stripe.com/us/privacy

11. Links to Other Sites

Our Service may contain links to other sites that are not operated by us. If you click a third party link, you will be directed to that third party's site. We strongly advise you to review the Privacy Policy of every site you visit.

We have no control over and assume no responsibility for the content, privacy policies or practices of any third party sites or services.

12. Children's Privacy

Our Services are not intended for use by children under the age of 13 (“Children”).

We do not knowingly collect personally identifiable information from Children under 13. If you become aware that a Child has provided us with Personal Data, please contact us. If we become aware that we have collected Personal Data from Children without verification of parental consent, we take steps to remove that information from our servers.

13. Changes to This Privacy Policy

We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page.

You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.

14. Contact Us

If you have any questions about this Privacy Policy, please contact us by email: contact@userdoc.fyi