Privacy Policy

1. Who We Are and How to Reach Us

Doclair Ltd is the data controller for personal data collected through the Service. We are registered in England and Wales.

Data protection contact: support@doclair.io

We aim to respond to all privacy-related queries within 5 business days.

2. What Data We Collect

Data you give us directly

When you create an account, subscribe, or contact us, we collect:

• Name and email address
• Company name and job title
• Password (stored in hashed form — we cannot read it)
• Payment information (processed by our payment provider; we do not store card details)
• Any other information you choose to provide when contacting support

Documents and content you upload

When you use Doclair to process contracts and documents, we store those files and the outputs we generate from them (summaries, flags, questionnaire responses). This content belongs to you. We process it only to deliver the Service.

Data we collect automatically

When you use the Service we collect:

• Log data: browser type, IP address, pages visited, access times, referring URLs
• Device data: device type, operating system, unique device identifiers
• Usage data: features used, actions taken, session duration and frequency
• Approximate location: derived from IP address only (not precise GPS)
• Cookie and tracking data: see Section 6 for details

Beta-phase usage data

As Doclair is in beta, we collect additional diagnostic data to improve the platform, including error logs, feature utilisation metrics, and performance benchmarks. This data is used solely to fix bugs and improve the product. It is not linked to your uploaded documents and is not used to train AI models.

3. Legal Basis for Processing (UK GDPR)

We process your personal data on the following legal bases:

4. How We Use Your Data

We use the data we collect to:

• Create and manage your account
• Process your subscription and payments
• Deliver the document intelligence features of the Service
• Send transactional messages (receipts, security alerts, product updates)
• Respond to support requests
• Identify and fix bugs during the beta phase
• Detect and prevent fraud or misuse
• Comply with our legal obligations

We do not sell your data. We do not use your data for advertising purposes. We do not use your uploaded documents or AI-generated outputs to train machine learning models.

5. AI Processing and Third-Party Models

Doclair uses third-party AI models to analyse your documents and generate outputs. Currently, this includes Google Gemini (operated by Google LLC). When you upload a document and request analysis, the relevant content is sent to the AI provider to generate a response.

Key points:

• Document content is sent to AI providers only when you actively request analysis
• We use API-level access, which means your data is not used by AI providers to train their public models under standard API terms
• Google's data processing terms apply to content processed via the Gemini API
• We do not send more data than is necessary for the specific task requested

If you process documents containing sensitive personal data or confidential commercial information, you should review Google's API data handling commitments before using the Service.

6. Cookies and Tracking Technologies

We use cookies and similar technologies to operate the Service and understand how it is used. The types we use:

You can manage cookie preferences through your browser settings. Disabling non-essential cookies will not affect core Service functionality.

7. Who We Share Data With

We do not sell or rent your personal data. We share it only in the following circumstances:

Service providers

We share data with trusted vendors who help us operate the Service, including cloud hosting providers, payment processors, email delivery services, and AI model providers. These providers process data only on our instructions and are contractually bound to protect it.

AI model providers

As described in Section 5, document content is processed by Google Gemini when you use AI analysis features. This is integral to the Service's functionality.

Legal requirements

We may disclose data if required by law, regulation, court order, or government authority, or where we believe disclosure is necessary to protect the rights, property, or safety of Doclair, our users, or the public.

Business transfers

If Doclair is acquired, merged, or sells its assets, your data may be transferred as part of that transaction. We will notify you before any such transfer and give you the option to close your account.

With your consent

We will share your data in any other circumstances only with your explicit consent.

8. International Data Transfers

Doclair is operated from the United Kingdom. When we use third-party service providers (including AI providers and cloud infrastructure), your data may be transferred to and processed in countries outside the UK, including the United States.

Where we transfer personal data outside the UK, we ensure appropriate safeguards are in place, including:

• UK adequacy regulations for transfers to countries with equivalent protections
• Standard contractual clauses approved by the UK Information Commissioner's Office (ICO) for transfers to other countries

You can request details of the specific safeguards in place for any transfer by contacting support@doclair.io.

9. How Long We Keep Your Data

We retain your personal data for as long as your account is active or as needed to provide the Service. Specifically:

• Account data: retained for the duration of your account, plus up to 12 months after closure to handle any disputes or legal obligations
• Uploaded documents and AI outputs: retained while your account is active; deleted within 90 days of account closure unless you export them first
• Payment records: retained for 7 years to meet UK legal and tax obligations
• Beta diagnostic logs: retained for up to 12 months, then deleted
• Support correspondence: retained for 3 years

You can request deletion of your data at any time. See Section 10 for your rights.

10. Your Rights Under UK GDPR

As a data subject under UK GDPR, you have the following rights:

• Right of access: request a copy of the personal data we hold about you
• Right to rectification: request correction of inaccurate or incomplete data
• Right to erasure: request deletion of your data where there is no lawful basis for us to continue processing it
• Right to restriction: request that we limit how we use your data while a dispute is resolved
• Right to data portability: request your data in a structured, machine-readable format
• Right to object: object to processing based on legitimate interests, including profiling
• Right to withdraw consent: where we rely on consent, you can withdraw it at any time without affecting the lawfulness of prior processing

To exercise any of these rights, contact us at support@doclair.io. We will respond within one month. There is no fee for making a request.

If you are not satisfied with our response, you have the right to lodge a complaint with the UK Information Commissioner's Office (ICO) at ico.org.uk.

11. Security

We implement industry-standard technical and organisational measures to protect your personal data, including encrypted storage, access controls, and regular security reviews.

No internet transmission is completely secure. While we work hard to protect your data, we cannot guarantee absolute security. If you believe your account has been compromised, contact support@doclair.io immediately.

In the event of a data breach that affects your rights and freedoms, we will notify affected users and the ICO as required by UK GDPR.

12. Children

The Service is not directed at, and we do not knowingly collect personal data from, anyone under the age of 18. If we become aware that we have collected data from a minor, we will delete it promptly. If you believe a minor has registered, please contact support@doclair.io.

13. Not Legal Advice

Doclair is a document intelligence tool. The outputs it generates — including contract summaries, risk flags, and questionnaire responses — do not constitute legal advice and should not be relied upon as a substitute for advice from a qualified legal professional. Processing your documents through Doclair does not create an attorney-client relationship.

14. Changes to This Policy

We may update this Privacy Policy from time to time. Where changes are material, we will notify you via the Service or by email at least 14 days before they take effect.

The "last updated" date at the top of this page reflects the most recent revision. Your continued use of the Service after the effective date constitutes acceptance of the updated Policy.

15. Contact and Complaints

For any questions about this Privacy Policy or how we handle your data:

• Email: support@doclair.io
• Doclair Ltd, registered in England and Wales

For unresolved complaints, you can contact the ICO:

• Website: ico.org.uk
• Helpline: 0303 123 1113