Privacy Policy

Effective Date: May 2, 2025

NexDoc AI Inc. ("NexDoc," "we," "us," or "our") respects your privacy and is committed to protecting the personal and proprietary information you share with us. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website, use our AI orchestration platform, Blueprints, Knowledge Vaults, and related services (collectively, the "Services").

Please read this Privacy Policy carefully. By accessing or using our Services, you agree to the collection and use of your information in accordance with this Privacy Policy.

1. Our Core AI Privacy Commitment: Zero Model Training

Because NexDoc AI is designed for high-stakes knowledge work, your data privacy is our foundational operating principle.

  • No Base Model Training: The proprietary data you upload, the integrations you connect, and the content you generate are never used to train, improve, or fine-tune our base foundational AI models or the models of our third-party Large Language Model (LLM) partners (e.g., Anthropic, OpenAI, Google).
  • Enterprise-Grade APIs & Transient Compliance Storage: We utilize enterprise-grade APIs for all LLM interactions. While NexDoc AI enforces a strict zero-retention policy on our end once your data is purged, our third-party LLM infrastructure partners (e.g., Google Cloud Vertex AI, OpenAI) may securely store prompt data in a transient fashion for a limited window (typically up to 30–90 days). This temporary retention is mandated strictly for Trust & Safety compliance and automated abuse monitoring. This data remains highly isolated and is never used to train or fine-tune any AI models.

2. Information We Collect

We collect information that identifies, relates to, describes, or could reasonably be linked to you ("Personal Information") and proprietary business data ("Customer Data").

A. Information You Provide to Us

  • Account Information: Name, email address, password, company name, and job title when you register for an account.
  • Billing Information: Credit card details and billing address. (Note: Payment processing is handled securely by our third-party payment processors like Stripe; we do not store full credit card numbers on our servers).
  • Customer Data (Knowledge Vaults): Documents (PDFs, Word, Excel, PPT, Images) and text you upload directly into the Services to provide context for AI generation.
  • Communications: Information you provide when you contact our support team, request a demo, or participate in surveys.

B. Information from Third-Party Integrations

If you choose to connect your NexDoc AI Knowledge Vault to third-party enterprise tools (e.g., Google Drive, Outlook, Salesforce, QuickBooks, Xero, Slack, Microsoft Teams), we will access, read, and process data from those platforms strictly to fulfill your AI generation requests. We only access the data you explicitly authorize via secure OAuth protocols.

C. Information Collected Automatically

  • Usage Data: Information about how you interact with our Services, including IP addresses, browser types, operating systems, pages viewed, time spent on pages, and token/credit usage metrics.
  • Cookies and Tracking Technologies: We use cookies, web beacons, and similar tracking technologies to monitor activity on our Services and store certain information to improve your user experience.

3. How We Use Your Information

We use the information we collect for the following purposes:

  • To Provide and Maintain the Services: Including orchestrating Agent cohorts, processing Blueprints, and enabling the Fabric workspace.
  • To Manage Your Account and Billing: Including processing top-ups, managing seat limits, and providing customer support.
  • To Ensure Security and Compliance: To monitor for fraudulent activity, unauthorized access, and ensure compliance with our Terms of Service.
  • To Improve the Services: To analyze usage patterns (metadata only) to optimize our UI, improve Blueprint orchestration, and develop new features.

4. How We Share Your Information

We do not sell, rent, or trade your Personal Information or Customer Data. We only share your information in the following limited circumstances:

  • Subprocessors and Service Providers: We share data with trusted third-party vendors who provide necessary infrastructure (e.g., AWS/Google Cloud for secure hosting, Stripe for payments, Pydantic Logfire for LLM Observability, OpenAI/Anthropic/Vertex AI via secure enterprise APIs for LLM processing). All subprocessors are bound by strict confidentiality agreements.
  • Legal and Regulatory Requirements: We may disclose your information if required to do so by law, in response to valid requests by public authorities (e.g., a court or a government agency), or to protect the rights, property, or safety of NexDoc AI, our users, or the public.
  • Business Transfers: If NexDoc AI is involved in a merger, acquisition, or asset sale, your information may be transferred as a business asset, subject to the same privacy commitments.

5. Data Security and Compliance

We implement enterprise-grade security measures designed to protect your data from unauthorized access, alteration, disclosure, or destruction.

  • Certifications: Our systems are designed and maintained in accordance with SOC-2 Type II and ISO 27001 standards.
  • Healthcare Data: We are HIPAA Compliant. For Enterprise and Business users processing Protected Health Information (PHI), we offer Business Associate Agreements (BAAs) upon request.
  • Encryption: All data is encrypted at rest (e.g., AES-256) and in transit (TLS 1.2+).
  • Data Isolation: Customer Data is logically siloed to ensure that your proprietary information never leaks into another customer's workspace.

6. Data Retention and Deletion

  • Active Accounts: We retain your Personal Information and Customer Data for as long as your account is active.
  • Cancelled/Lapsed Accounts: If your subscription is cancelled or lapses, we provide a grace period (90 days) during which your data is securely stored to allow for easy reactivation. Following this grace period, your Customer Data and Knowledge Vaults are permanently deleted from our active servers and subsequently purged from backups in accordance with our deletion schedules.
  • User-Initiated Deletion: You may delete files from your Knowledge Vault or delete your entire account at any time by contacting support, once approved it triggers an immediate soft-delete and permanent purge within 30 days.

7. Your Privacy Rights

Depending on your location (such as the EEA, UK, or California), you may have the following rights regarding your Personal Information:

  • Right to Access: You can request copies of your Personal Information.
  • Right to Rectification: You can request that we correct inaccurate or incomplete information.
  • Right to Erasure (Right to be Forgotten): You can request that we erase your Personal Information, subject to certain conditions.
  • Right to Restrict Processing: You can request that we limit the processing of your data.
  • Right to Data Portability: You can request a copy of your data in a structured, machine-readable format.

To exercise any of these rights, please contact us at the email address below.

8. International Data Transfers

NexDoc AI Inc. is based in the United States. If you access our Services from outside the US, your information may be transferred to, stored, and processed in the US or other countries where our service providers operate. We rely on legally provided mechanisms (such as Standard Contractual Clauses) to lawfully transfer data across borders.

9. Changes to This Privacy Policy

We may update our Privacy Policy from time to time. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the "Effective Date" at the top. For significant changes, we will also notify you via email or a prominent notice within the platform.

10. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us at:

NexDoc AI Inc.
1007 N Orange St.
Wilmington, DE 19801
United States

Email: privacy@nexdoc.ai