EdocSmart Privacy Policy: How We Protect Your Data

EdocSmart (“we”, “us”, “our”) is committed to protecting your privacy. This Privacy Policy outlines how we collect, use, store, and protect your personal and organizational data when you use our platform to scan and manage invoices and documents.

1. Information We Collect

We collect the following types of information:

a. User Information
  • Full name, email address, contact details
  • Company/organization name
  • Role or access level
b. Document Data
  • Uploaded documents (e.g., invoices, receipts)
  • Scanned or extracted text and metadata (e.g., invoice number, date, amount)
  • Document formats: PDF, Excel, CSV, etc.
c. Technical Data
  • IP address, browser type, device info
  • Login timestamps, activity logs
  • Cookies and tracking data (see section 8)

We do NOT store any invoices, documents, or images uploaded by the user.

d. Issue and Reward Claim Data
  • Issue reports related to faulty scans

2. How We Use Your Information

We use your data to:

  • Process and display scanned documents
  • Allow editing, saving, and downloading of documents
  • Enable issue reporting and reward claims
  • Improve scanning accuracy using machine learning
  • Provide customer support
  • Monitor system performance and security
  • Communicate updates and service changes

3. Data Storage & Deletion

  • Uploaded invoices are processed in real time
  • Allow editing, saving, and downloading of documents
  • Files are automatically deleted after text extraction
  • We do not store or archive user documents

4. Data Security and Confidentiality

  • All data is transmitted over secure SSL connections
  • Stored data is encrypted at rest using industry-standard methods
  • Only authorized users within your organization can access your data
  • We do not share, sell, or rent your data to third parties

5. Organization-Based Access Control

  • Each user is associated with an organization
  • Data access is scoped strictly to users within the same organization
  • Admins can manage their users and permissions

6. Document Finalization and Edit Policy

  • Documents can be edited multiple times before final save
  • Once saved, the document becomes read-only and cannot be edited
  • Saved documents can be downloaded multiple times by authorized users

7. Bonus Scans and Claim Rights

  • Certain plans (e.g., Gold) include 5% extra scans as a free bonus
  • If a bonus scan contains incorrect data, users may raise an issue
  • Verified issues may be rewarded via credits, tokens, or scan extensions
  • All claims are logged for review and audit

8. Data Retention

We retain user and document data for as long as your account remains active, or as required to:

  • Comply with legal obligations
  • Resolve disputes
  • Enforce our agreements

9. Cookies and Tracking Technologies

We use cookies to:

  • Maintain login sessions
  • Improve user experience
  • Track feature usage (anonymously)

You may disable cookies in your browser settings, but some features may not function properly.

10. Third-Party Services

We may use trusted third-party services (e.g., cloud storage, analytics) under strict confidentiality agreements. These services do not access your document content without explicit permission.

11. Your Rights

You have the right to:

  • Access, update, or delete your personal data
  • Request a copy of the data we store about you
  • Withdraw consent at any time (subject to service limitations)

To make any of the above requests, email us at [your email here].

12. Contact Us

If you have questions about this Privacy Policy or how we handle your data, please contact us: