Privacy Policy

1. Introduction

At Kodexa AI, we take your privacy seriously. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our document processing services.

We are committed to protecting your data and maintaining transparency about our practices. This policy applies to all users of our services.

2. Information We Collect

2.1 Information You Provide

• Account Information: Name, email address, company name, and contact details
• Payment Information: Billing address and payment method details (processed securely through third-party payment processors)
• Documents and Content: Files and documents you upload for processing
• Support Communications: Messages and information you provide when contacting support

2.2 Information Automatically Collected

• Usage Data: Information about how you use our services, including processing volumes and feature usage
• Log Data: IP address, browser type, device information, and access times
• Performance Data: Processing times, accuracy metrics, and system performance information
• Cookies and Tracking: Information collected through cookies and similar technologies

3. How We Use Your Information

We use collected information for the following purposes:

• Service Delivery: To provide, maintain, and improve our document processing services
• Processing Documents: To extract, analyze, and structure information from your documents
• Account Management: To manage your account and provide customer support
• Analytics: To understand usage patterns and improve our services
• Security: To detect, prevent, and address technical issues and security threats
• Communications: To send service updates, technical notices, and support messages
• Compliance: To comply with legal obligations and enforce our terms

4. Data Processing and Storage

Your documents and data are processed using secure, industry-standard practices:

• All data is encrypted in transit using TLS/SSL
• Data at rest is encrypted using AES-256 encryption
• We maintain SOC-2 certification for security and compliance
• Documents are processed in secure, isolated environments
• We implement strict access controls and monitoring

5. Data Retention

We retain your information for as long as necessary to provide our services and comply with legal obligations:

• Account Data: Retained while your account is active and for a reasonable period after closure
• Processed Documents: Retention periods as specified in your service agreement
• Usage and Log Data: Typically retained for 12-24 months for security and analytics
• Legal Requirements: Some data may be retained longer to comply with legal obligations

6. Data Sharing and Disclosure

We do not sell your personal information. We may share your information only in the following circumstances:

• Service Providers: With third-party vendors who perform services on our behalf (cloud hosting, payment processing)
• Legal Requirements: When required by law, court order, or government regulation
• Business Transfers: In connection with a merger, acquisition, or sale of assets
• With Your Consent: When you explicitly authorize us to share your information

7. Your Rights and Choices

You have the following rights regarding your personal information:

• Access: Request access to the personal information we hold about you
• Correction: Request correction of inaccurate or incomplete information
• Deletion: Request deletion of your personal information
• Export: Request a copy of your data in a portable format
• Opt-out: Unsubscribe from marketing communications
• Restrict Processing: Request restriction or object to certain processing activities

8. Cookies and Tracking Technologies

We use cookies and similar technologies to improve your experience and analyze usage. You can control cookies through your browser settings. Note that disabling cookies may limit some functionality of our services.

9. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. We ensure appropriate safeguards are in place for international transfers in compliance with applicable data protection laws.

10. Children's Privacy

Our services are not directed to individuals under 16 years of age. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately.

11. Security

We implement industry-standard security measures to protect your information. However, no method of transmission over the Internet or electronic storage is 100% secure. While we strive to protect your data, we cannot guarantee absolute security.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by email or through our service. Your continued use after changes indicates acceptance of the updated policy.

13. Contact Us

If you have questions or concerns about this Privacy Policy or our data practices, please contact us:

• Email: privacy@kodexa.ai
• Address: 6135 Park South Dr., Suite 500, Charlotte, NC 28210
• Data Protection Officer: dpo@kodexa.ai

14. Additional Information for Specific Jurisdictions

14.1 California Residents (CCPA)

California residents have additional rights under the California Consumer Privacy Act (CCPA), including the right to know what personal information is collected, the right to delete personal information, and the right to opt-out of the sale of personal information. We do not sell personal information.

14.2 European Union Residents (GDPR)

If you are located in the European Union, you have rights under the General Data Protection Regulation (GDPR), including the right to access, rectification, erasure, restriction of processing, data portability, and objection to processing.