Privacy Policy

1. Introduction

Copywrite ("we," "our," or "us"), operated by XolvedAI, provides document workflow management services (the "Service"). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Service.

We are committed to protecting your privacy and handling your data with transparency. Please read this Privacy Policy carefully. By accessing or using our Service, you acknowledge that you have read, understood, and agree to be bound by this Privacy Policy.

2. Information We Collect

2.1 Information You Provide

• Account Information: When you create an account, we collect your name, email address, and organizational affiliation.
• Document Content: Documents, annotations, comments, and other content you create or upload through the Service.
• Communications: Information you provide when you contact us for support or other inquiries.

2.2 Information Collected Automatically

• Usage Data: We collect information about how you interact with the Service, including pages visited, features used, and actions taken.
• Device Information: Browser type, operating system, and device identifiers.
• Log Data: IP addresses, access times, and referring URLs.
• Audit Records: The Service maintains comprehensive audit trails of document-related actions for compliance purposes.

3. How We Use Your Information

We use the information we collect to:

• Provide, operate, and maintain the Service
• Manage your account and provide customer support
• Enforce role-based access controls and document workflows
• Maintain audit trails for regulatory compliance purposes
• Improve, personalize, and develop the Service
• Communicate with you about service updates, security alerts, and administrative messages
• Detect, prevent, and address technical issues and security threats
• Comply with legal obligations and enforce our terms

4. Data Retention

We retain your personal information for as long as your account is active or as needed to provide the Service. Document data and audit records are retained in accordance with our configurable retention policies, with a default retention period of six (6) years to meet regulatory compliance requirements.

Upon account termination or expiration of the applicable retention period, we will delete or anonymize your information in accordance with our data retention procedures, unless retention is required by applicable law.

5. Data Security

We implement industry-standard security measures to protect your data, including:

• Encryption of data in transit (TLS) and at rest
• Row-level security policies enforcing access controls at the database layer
• Role-based access control limiting data access to authorized personnel
• Regular security assessments and monitoring
• Immutable version snapshots preventing unauthorized modification of approved documents

While we strive to protect your information, no electronic transmission or storage method is 100% secure. We cannot guarantee absolute security.

6. Data Sharing and Disclosure

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

• Within Your Organization: Information may be shared with authorized members of your organization in accordance with role-based access controls configured by your administrator.
• Service Providers: We may share information with third-party service providers who assist us in operating the Service, subject to confidentiality obligations.
• Legal Requirements: We may disclose information if required by law, regulation, legal process, or governmental request.
• Business Transfers: In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction.

7. Your Rights

Depending on your jurisdiction, you may have the following rights regarding your personal information:

• Access: Request a copy of the personal information we hold about you.
• Correction: Request correction of inaccurate or incomplete information.
• Deletion: Request deletion of your personal information, subject to legal retention requirements.
• Portability: Request a portable copy of your data in a commonly used format.
• Objection: Object to certain processing of your personal information.

To exercise any of these rights, please contact us using the information provided below.

8. Cookies and Tracking

We use essential cookies to maintain session state and authentication. These cookies are strictly necessary for the operation of the Service. We do not use advertising or third-party tracking cookies.

9. Third-Party Services

The Service integrates with third-party services for specific functionality, including database hosting and AI-powered compliance search. These third-party services have their own privacy policies, and we encourage you to review them. We ensure that data shared with third-party services is limited to what is necessary for the functionality provided.

10. Children's Privacy

The Service is not intended for individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on this page with a revised "Last updated" date. Your continued use of the Service after any changes constitutes acceptance of the updated Privacy Policy.

12. Contact Us

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

XolvedAI
Copywrite Privacy Inquiries