Welcome to DataCove AI. We are committed to protecting your privacy and ensuring the security of your data. This Privacy Policy outlines how we collect, use, store, and safeguard your information while maintaining compliance with GDPR (General Data Protection Regulation) and PIPEDA (Personal Information Protection and Electronic Documents Act). By using our services, you agree to the terms outlined in this Privacy Policy.
1. Information We Collect
We collect the following types of information to provide and improve our services:
1.1 Personal Information (Only When Necessary)
- Name, email address, phone number (when signing up or contacting us)
- Billing information (if applicable for subscriptions or paid services)
1.2 Document & Data Processing Information
- Files and documents you upload for AI-powered analysis and processing
- Metadata related to your uploaded documents, such as file type, date of submission, and processing status
1.3 Usage & Technical Information
- Log data, including IP addresses, browser type, operating system, and usage patterns to improve service performance and security
- Cookies and analytics to enhance user experience (you can opt-out via browser settings)
2. How We Use Your Information
We use your information strictly to provide and improve our services, ensuring security and compliance:
- Processing and analyzing documents securely while maintaining strict data protection protocols
- Redacting sensitive information before AI model processing, ensuring that no personal or confidential data is shared with third-party AI models
- Ensuring compliance with regulatory frameworks (GDPR, PIPEDA) by anonymizing and securing document data
- Improving AI accuracy and efficiency without storing personally identifiable or confidential data beyond necessary processing
- Providing customer support and service enhancements while maintaining user privacy
- Conducting internal research and analytics to optimize system performance and user experience
3. Data Security & Protection Measures
We implement industry-standard security measures to protect your data from unauthorized access, modification, or disclosure:
Security Protocols
- Data Encryption: All uploaded documents and processed outputs are encrypted at rest and in transit using AES-256 encryption
- Secure Data Storage: Documents are stored securely in ISO 27001-compliant cloud infrastructure (e.g., AWS S3 with restricted access policies)
- Access Control: Only authorized personnel have limited access to data for troubleshooting and support, with strict role-based authentication
- Automatic Data Erasure: We do not store documents longer than required. All files are automatically deleted from our servers within 180 days after processing, unless users choose to retain them
- AI Processing Compliance: Any data processed by AI models is scrubbed of sensitive and personally identifiable information before being used in LLM models, ensuring compliance with GDPR and PIPEDA
4. Data Sharing & Third-Party Policies
We do not sell, rent, or share your personal data with third parties for marketing or any other purposes. Your documents and private information remain confidential.
- Third-Party AI Models: Data is not shared with external AI providers. Instead, we use internal processing layers that anonymize and protect data before interacting with AI models
- Legal Compliance: We may share limited information only if required by law, such as in response to a valid legal request or subpoena
- Third-Party Services: Some analytics or security services may be used (e.g., Google Analytics, AWS Cloud Security) but only anonymized and aggregated data is shared, ensuring no personally identifiable information (PII) is exposed
5. Your Rights & Choices (GDPR & PIPEDA Compliance)
You have full control over your data and can exercise the following rights:
- Right to Access & Portability – Request a copy of your stored data
- Right to Rectification – Correct or update any inaccuracies in your data
- Right to Deletion – Request deletion of your stored data unless legally required to retain it
- Right to Restrict Processing – Limit the use of your data for AI processing or analytics
- Right to Object – Withdraw consent for data processing at any time
To exercise any of these rights, contact us at info@datacove.ai.
6. Data Retention & Deletion Policy
- Uploaded documents are automatically deleted within 180 days after processing
- Processed AI-generated reports are stored securely, and users can delete them at any time
- If you delete your account, all associated data is permanently removed from our systems within 90 days
7. Cookies & Tracking Technologies
We use cookies and similar tracking technologies to improve user experience. You can manage cookie settings in your browser.
- Essential Cookies: Required for site functionality
- Performance Cookies: Help us analyze how users interact with the site
- Opt-Out: Users can disable cookies via browser settings
8. Updates to this Privacy Policy
We may update this policy periodically to reflect changes in regulations or services. The latest version will always be available on our website. Users will be notified of significant changes.
9. Contact Us
For questions or concerns about this Privacy Policy, please contact us at info@datacove.ai.
By using our services, you consent to the terms outlined in this Privacy Policy.