1. Introduction

DocGen ("we", "our", or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our AI-powered RAMS document generation service.

Please read this Privacy Policy carefully. By using the Service, you consent to the data practices described in this policy.

2. Information We Collect

2.1 Personal Information

We may collect personal information that you voluntarily provide, including:

• Account Information: Name, email address, company name, phone number
• Payment Information: Billing address, payment card details (processed by our payment provider)
• Profile Information: Company logo, preferences, and settings
• Communication Data: Messages and inquiries sent to our support team

2.2 Uploaded Content

When you use our Service, we collect:

• Video Files: Site walkthrough videos you upload for analysis
• Supporting Documents: Additional documents you provide for RAMS generation
• Generated Content: RAMS documents created through our Service

2.3 Automatically Collected Information

We automatically collect certain information when you use the Service:

• Usage Data: Pages visited, features used, actions taken
• Device Information: Browser type, operating system, device identifiers
• Log Data: IP address, access times, referring URLs
• Cookies: Session cookies for authentication and preferences

3. How We Use Your Information

We use the collected information for various purposes:

• Provide, maintain, and improve our Service
• Process your videos and generate RAMS documents
• Manage your account and provide customer support
• Process payments and send transaction notifications
• Send service-related communications and updates
• Analyze usage patterns to improve user experience
• Detect, prevent, and address technical issues
• Comply with legal obligations

4. Data Processing and AI

4.1 Video Analysis

Videos you upload are processed by our AI systems to identify hazards, equipment, and site conditions. This processing occurs on secure servers and video data is used solely for generating your RAMS documents.

4.2 AI Training

By default, we do not use your uploaded content to train our AI models. If you opt-in to our improvement program, anonymized aspects of your content may be used to improve our AI's accuracy.

4.3 Data Retention

Uploaded videos are retained for 30 days after processing to allow for re-generation of documents if needed. Generated documents are retained as long as your account is active. You may request deletion of your content at any time.

5. Data Sharing and Disclosure

We may share your information in the following situations:

• Service Providers: Third-party vendors who perform services on our behalf (hosting, payment processing, analytics)
• Legal Requirements: When required by law or to respond to legal process
• Business Transfers: In connection with a merger, acquisition, or sale of assets
• With Your Consent: When you have given us permission to share

We do not sell your personal information to third parties.

6. Data Security

We implement appropriate technical and organizational measures to protect your data, including:

• Encryption of data in transit and at rest
• Regular security assessments and penetration testing
• Access controls and authentication mechanisms
• Secure data centers with physical security measures
• Employee security training and access restrictions

However, no method of transmission over the Internet is 100% secure, and we cannot guarantee absolute security.

7. Your Rights (GDPR)

If you are located in the European Economic Area (EEA), you have certain data protection rights:

• Access: Request access to your personal data
• Rectification: Request correction of inaccurate data
• Erasure: Request deletion of your data
• Restriction: Request restriction of processing
• Portability: Request transfer of your data
• Objection: Object to processing of your data
• Withdraw Consent: Withdraw consent at any time

To exercise these rights, please contact us at [email protected].

If you are not satisfied with how we handle your data or respond to your request, you have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK supervisory authority for data protection:

• Website: ico.org.uk/make-a-complaint
• Helpline: 0303 123 1113

8. Cookies and Tracking

We use cookies and similar tracking technologies to track activity on our Service. When you first visit our website, we ask for your consent before placing non-essential cookies. You can manage your cookie preferences at any time through the cookie settings in your browser or by clearing your browser data and revisiting our site.

8.1 Essential Cookies

These cookies are required for the website to function and cannot be disabled:

• Session Cookies: Maintain your logged-in state and security
• Preference Cookies: Remember your cookie consent choice

8.2 Analytics Cookies

With your consent, we use Google Analytics 4 to understand how visitors use our site:

• _ga, _ga_*: Google Analytics cookies to distinguish users and sessions
• Purpose: Measure page views, user journeys, and feature usage
• Retention: Up to 2 years

8.3 Marketing Cookies

With your consent, we use Google Ads for conversion tracking:

• _gcl_*: Google Ads conversion tracking cookies
• Purpose: Measure the effectiveness of our advertising campaigns
• Retention: Up to 90 days

8.4 Managing Cookies

You can withdraw your consent at any time by clearing your browser cookies and revisiting our site. You can also configure your browser to block cookies, though this may affect functionality.

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 such transfers, including Standard Contractual Clauses approved by the European Commission.

10. Children's Privacy

Our Service is not intended for individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected personal information from a child, we will take steps to delete such information.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last updated" date. Material changes will be communicated via email or through the Service.

12. Contact Us

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

• Email: [email protected]

You also have the right to lodge a complaint with a supervisory authority, in particular in the EU Member State of your residence, place of work, or place of the alleged infringement.