Privacy Policy

1. Data Controller

DocuSense AI is the data controller for the personal data processed through this application. If you have any questions about this policy or how we handle your data, please contact us through your account administrator.

2. What personal data we collect

We collect only the personal data necessary to provide the DocuSense AI service:

• Account information: name, email address, and role.
• Usage data: actions performed within the application.
• Document data: invoices and related documents uploaded by you or on your behalf.
• Technical data: IP address, browser type, and device information required for security and session management.

3. Legal basis for processing

We process personal data on the basis of:

• Contractual necessity — to provide the DocuSense AI service under our agreement with your organisation.
• Legitimate interests — to maintain security, prevent fraud, and improve our service.
• Legal obligation — where required by applicable tax, accounting, or other laws.
• Consent — for non-essential cookies and tracking, where applicable.

4. How we use your data

We use personal data to authenticate users, process invoices, generate audit trails, provide customer support, and ensure the security of the platform.

5. Data retention

We retain personal data for as long as your organisation maintains an active DocuSense AI account or as required by applicable law. When an account is closed, data is deleted or anonymised in accordance with our data retention schedule, unless a longer retention period is required for legal or regulatory purposes.

6. Your rights under UK GDPR

Under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, you have the right to:

• Access the personal data we hold about you.
• Request correction of inaccurate data.
• Request erasure of your personal data.
• Object to or restrict certain processing.
• Request data portability.
• Withdraw consent at any time.

To exercise these rights, please contact your organisation's DocuSense AI administrator or reach out to our support team.

7. Security

We implement appropriate technical and organisational measures to protect personal data against unauthorised access, alteration, disclosure, or destruction.

8. International transfers

Personal data is processed within the United Kingdom and the European Economic Area (EEA) unless otherwise agreed with your organisation. Any transfer outside the UK/EEA is protected by appropriate safeguards, such as the UK International Data Transfer Agreement or Standard Contractual Clauses.

9. Changes to this policy

We may update this Privacy Policy from time to time. We will notify users of material changes through the application or by email.