Introduction
At TradingDocs.AI, we respect your privacy and are committed to protecting your personal data. This Privacy Policy explains how we collect, use, and safeguard your information when you use our website or services.
Please read this Privacy Policy carefully. By accessing or using TradingDocs.AI, you acknowledge that you have read, understood, and agree to be bound by the terms of this Privacy Policy.
How We Use Your Information
We use the information we collect to:
- Provide, maintain, and improve our services
- Process and complete transactions
- Send transactional messages, including confirmations, invoices, technical notices, updates, and support messages
- Monitor and analyze trends, usage, and activities in connection with our services
- Detect, investigate, and prevent fraudulent transactions and other illegal activities
- Personalize our services and provide recommendations
- Communicate with you about products, services, offers, promotions, and events
- Respond to your comments, questions, and customer service requests
Data Security
We implement appropriate technical and organizational measures to protect the security of your personal information. However, please be aware that no method of transmission over the Internet or method of electronic storage is 100% secure.
Your document data is encrypted both in transit and at rest. We utilize industry-standard encryption protocols and follow security best practices to ensure the confidentiality and integrity of your trade documents.
Document Privacy
We understand that the trade documents you upload contain sensitive business information. We handle these documents with the utmost care:
- Your documents are processed in secure, isolated environments
- Access to document data is strictly controlled and monitored
- Documents are only retained for the period necessary to provide our services
- We do not sell or share your document data with third parties for marketing purposes
Sharing Your Information
We may share your information in the following situations:
- Service Providers: We may share your information with third-party vendors, consultants, and other service providers who perform services on our behalf, such as cloud hosting providers, payment processors, and customer service providers.
- Business Transfers: We may share or transfer your information in connection with a merger, acquisition, reorganization, sale of assets, or bankruptcy.
- Legal Requirements: We may disclose your information if required to do so by law or in response to valid requests by public authorities.
- With Your Consent: We may share your information with third parties when we have your consent to do so.
Legal Basis for Processing (GDPR)
For users in the European Economic Area (EEA), United Kingdom, and other jurisdictions where GDPR applies, we process your personal data based on the following legal grounds:
Consent
We rely on your explicit consent when you:
- Create an account and agree to our Terms of Service and Privacy Policy
- Use our free document check service and provide your email and company information
- Subscribe to our marketing communications
- Voluntarily submit information through our contact forms
You may withdraw your consent at any time by contacting us at support@tradingdocs.ai. Withdrawal of consent does not affect the lawfulness of processing based on consent before withdrawal.
Contractual Necessity
We process your data when necessary to perform a contract with you, including:
- Providing our document analysis and processing services
- Managing your account and subscription
- Processing payments and sending invoices
- Communicating with you about service-related matters
Legitimate Interests
We may process your data based on our legitimate business interests, where those interests are not overridden by your rights and freedoms:
- Improving and optimizing our services and user experience
- Preventing fraud and ensuring security of our platform
- Analyzing usage patterns to enhance our AI capabilities
- Responding to customer support inquiries
Legal Obligations
We may process your data to comply with applicable laws, regulations, and legal processes.
Data Retention
We retain your personal data only for as long as necessary to fulfill the purposes for which it was collected, including:
- Account data: Retained for the duration of your account plus 30 days after deletion request
- Documents: Retained according to your subscription plan settings, with a maximum of 90 days after account termination
- Free document check data: Session data retained for 30 days; if you create an account, governed by account retention policies
- Transaction records: Retained for 7 years to comply with financial record-keeping requirements
Your Rights and Choices
Under GDPR and other applicable privacy laws, you have the following rights regarding your personal data:
- Right of Access: You have the right to request a copy of the personal data we hold about you.
- Right to Rectification: You have the right to request correction of any inaccurate or incomplete personal data.
- Right to Erasure ("Right to be Forgotten"): You have the right to request deletion of your personal data in certain circumstances.
- Right to Restrict Processing: You have the right to request that we limit how we use your data.
- Right to Data Portability: You have the right to receive your personal data in a structured, commonly used, machine-readable format.
- Right to Object: You have the right to object to processing of your personal data based on legitimate interests or for direct marketing purposes.
- Right to Withdraw Consent: Where processing is based on consent, you have the right to withdraw that consent at any time.
- Right to Lodge a Complaint: You have the right to lodge a complaint with a supervisory authority if you believe your rights have been violated.
To exercise any of these rights, please contact us at support@tradingdocs.ai. We will respond to your request within 30 days. We may request additional information to verify your identity before processing your request.
Cookie Policy
We use cookies and similar tracking technologies to collect information about your browsing activities and to improve your experience on our website. You can manage your cookie preferences through your browser settings.
We use the following types of cookies:
- Essential Cookies: Necessary for the website to function properly
- Analytical/Performance Cookies: Help us understand how visitors interact with our website
- Functionality Cookies: Allow the website to remember choices you make
- Targeting Cookies: Record your visit to our website, the pages you visit, and the links you follow
Children's Privacy
Our services are not intended for individuals under the age of 18. We do not knowingly collect personal information from children. If you are a parent or guardian and believe that your child has provided us with personal information, please contact us.
International Data Transfers
Your information may be transferred to, and processed in, countries other than the country in which you reside. These countries may have data protection laws that are different from the laws of your country.
We have implemented appropriate safeguards to ensure that your information remains protected in accordance with this Privacy Policy.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last Updated" date.
We encourage you to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.