Privacy Policy
Your privacy matters. This policy explains what data we collect, why we collect it, and how we protect it — in plain language.
Last updated: September 28, 2026
Our commitment to you
DocumintQ is built on trust. Legal, HR, finance and business teams use it to store, process, sign and share their most sensitive documents, and we take that responsibility seriously.
Three things are true without exception:
DocumintQ is operated by Acumen Technologies and is ISO 27001 certified.
1. Who we are and our role
DocumintQ is operated by Acumen Technologies ("we", "us", "our").
We play two different roles depending on the data, and the difference affects who you should contact about it.
Where we decide how data is used, we are the data controller (a "Data Fiduciary" under Indian law). This covers your account details, billing information, usage data, and the information we use to secure and improve the platform.
Where we process data on behalf of a customer, we are the data processor. This covers the documents, templates, spreadsheets and other content an organisation uploads to its DocumintQ space, and the details of people that organisation shares documents with. If you are an employee of one of our customers, or someone who received a document or signature request through DocumintQ, the organisation that sent it is responsible for that data. Please contact them first; we will support them in responding.
2. Information we collect
Account information
When you create an account we collect your name, email address and a password. Passwords are stored only as a secure hash — we never store them in plain text. If you set up a team or space, we also store its name and your plan.
Files and content you add
This includes documents you upload to My Files or the PDF Tools workspace, templates and logos you create in Document Automation, CSV files you upload for bulk generation, and documents produced by the platform on your behalf. We store and process this content only to provide the features you use.
Information about people you share with
When you create a secure link in Secure Sharing & E-Signatures, we collect the recipient's email address and the settings you choose (expiry, password, whether a signature is required). When the recipient opens or signs the document, we record the time, their IP address, their browser and device type, and the signature they provide. This record exists so that you — and they — have evidence of what happened.
AI Assistant data
When you use the AI Assistant, we process the documents you index into its knowledge base, the questions you ask, and the answers it produces. We keep your session history so you can return to it. See Section 4.
Workflow data
When you use Workflow Automation, we store your workflow configurations and run history. If you configure a Webhook trigger or a Call API action, we store the endpoints and any credentials you provide, encrypted, to make those calls on your behalf.
Usage, device and session data
We collect information about how you use DocumintQ — the tools you use, operations and credits consumed, session start and activity times, IP address, browser type and device type. Your active sessions are visible to you on the Security screen, where you can revoke any of them.
Payment information
Card and billing details are handled by our PCI-DSS compliant payment processor. DocumintQ does not store full card numbers or CVV codes.
3. How we use your information
We use your information:
- ✓To provide, operate and maintain DocumintQ and its tools — My Files, PDF Tools, Document Automation, Secure Sharing & E-Signatures, Workflow Automation and the AI Assistant.
- ✓To carry out the operations you request and deliver the results.
- ✓To manage your account, plan, allowances and billing.
- ✓To send service emails — receipts, password resets, signature requests you have created, and notices when you approach a plan limit.
- ✓To keep the platform secure, and to detect and prevent fraud, abuse and unauthorised access.
- ✓To understand how the product is used and improve it, using usage data only — never the content of your documents.
- ✓To comply with our legal obligations and respond to lawful requests.
- ✓To send product updates and marketing, where permitted. You can opt out at any time.
4. AI Assistant
DocumintQ's AI Assistant lets you ask questions about your documents, summarise them, and extract information from them.
How it works
Documents are not added to the AI Assistant automatically. You choose which documents to index. When you ask a question, relevant passages from those documents, together with your question, are sent to our AI model provider to generate an answer.
Our AI model provider
The AI Assistant uses GPT-4o Mini, a model provided by OpenAI. OpenAI acts as our sub-processor and processes this content only to generate your answer. Our AI model provider does not use your content to train its models, and retains it only for abuse monitoring, after which it is deleted.
Your control
Index only the documents you want to query. A document stored in My Files is not in the AI index unless you add it. You can remove documents from the AI index at any time using Select All and Delete on the Documents panel. Removing a document from the index does not delete the file itself. You can start a new session at any time. If your organisation holds documents that must not be processed by a third-party AI service — for example, under a confidentiality agreement — do not index them into the AI Assistant.
5. Email provider integrations (Gmail and Outlook)
What we access
If you choose to connect a Gmail or Microsoft Outlook / Office 365 account to Workflow Automation, we request read-only access to that inbox — through the Gmail API (gmail.readonly scope) for Google accounts, or the Microsoft Graph API (Mail.Read scope) for Microsoft accounts. We read email metadata (sender, subject, timestamp) and attachments only from messages that match filters you configure — for example, a sender address, a domain, subject keywords, or the presence of an attachment. We do not read, store or process emails that do not match your rules.
How we use it
Attachments from matching emails are used only to carry out the workflow actions you have configured — such as OCR, format conversion, field extraction, or saving the document to your DocumintQ space. This data is never used for advertising, profiling, or any purpose unrelated to your workflow.
Sharing
Email data is never sold, rented or transferred for advertising or marketing. It is shared only with the infrastructure sub-processors needed to run your workflow, each of which is bound by a data processing agreement. If you choose to index an extracted attachment into the AI Assistant, it is processed as described in Section 4. Email data is never used to create, train or improve any AI or machine-learning model, other than to generate the output you requested.
Protection
OAuth access and refresh tokens are encrypted at rest using industry-standard key management (such as AWS KMS / Secrets Manager) and are never stored in plain text. Extracted attachments are protected in the same way as all other files (Section 7).
Disconnecting
You can disconnect your Gmail or Outlook account at any time from your account settings. This immediately revokes our access and stops all monitoring. Documents already extracted and saved to your space are not deleted automatically; you can delete them yourself from My Files.
Google and Microsoft requirements
DocumintQ's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. The use of information received from Google Workspace APIs will adhere to the Google Workspace API User Data and Developer Policy, including the Limited Use requirements. DocumintQ's use of data obtained through the Microsoft Graph API is limited to the features described above and is handled in accordance with Microsoft's requirements for third-party applications.
7. File processing and storage
Processing
Files are processed in isolated environments. They are not viewed by our staff except where you ask us to help with a support request, or where the law requires it, and they are never used to train AI models.
Versions
When a file is changed or processed, DocumintQ keeps earlier versions so you can see its history. Earlier versions count toward your storage allowance.
Deletion
You can delete files at any time from My Files. Deletion is permanent and cannot be undone — please download anything you may need first. Deleted files may remain in encrypted backups for a limited rotating period before they are overwritten.
8. Security
We maintain an information security programme certified to ISO 27001. It includes encryption of data at rest and in transit, isolated processing environments, access controls for our staff, activity logging, and regular third-party security audits.
You can see and revoke every device signed in to your account on the Security screen, and sign out of all other devices in one step.
9. Where your data is stored
Your data is stored securely in dedicated cloud infrastructure. Some of our sub-processors, including our AI model provider, may process data in other countries.
Where data is transferred outside the country in which it was collected, we use appropriate safeguards, including standard contractual clauses where required by law.
10. Sub-processors and third parties
We use a small number of trusted service providers to run DocumintQ. Each is bound by a data processing agreement and may use your data only to provide its service to us.
| Category / Purpose | Provider / Retention |
|---|---|
| Cloud hosting and storage | Amazon Web Services (AWS) |
| AI Assistant | OpenAI (GPT-4o Mini) |
| Payments | PCI-DSS Compliant Payment Processor |
| Email delivery | Transactional Email Infrastructure Provider |
| Analytics | Privacy-Friendly Product Analytics |
| Gmail and Outlook integration | Google, Microsoft (only if you connect an account) |
11. Your rights
Everyone
Wherever you are, you can see and update your name and email on the Account Info screen, delete your files at any time from My Files, and remove documents from the AI Assistant index at any time.
If you are in India
Under the Digital Personal Data Protection Act, 2023 (DPDP), you have the right to:
- ✓obtain a summary of the personal data we process about you and how we process it;
- ✓ask us to correct, complete or update your personal data;
- ✓ask us to erase your personal data, subject to our legal obligations to keep it;
- ✓withdraw consent you have given, as easily as you gave it;
- ✓nominate another person to exercise your rights in the event of your death or incapacity; and
- ✓raise a grievance with our Grievance Officer (Section 16) and, if unresolved, with the Data Protection Board of India.
13. How long we keep data
| Category / Purpose | Provider / Retention |
|---|---|
| Files in your space | Until you delete them or close your account |
| Earlier versions of files | Until the file is deleted or account closed |
| Files extracted from Gmail or Outlook | As for other files in your space |
| AI Assistant index | Until you remove the document from the index, or close your account |
| AI Assistant session history | For the duration of your session or until you delete it |
| Secure link and signature records | Kept as legal evidence of the transaction |
| Account data | For the life of your account, plus up to 90 days after closure |
| Billing and tax records | Up to 8 years, as required by Indian company and tax law |
| Security and usage logs | 12 months |
| Backups | Retained in rotating encrypted backups before being overwritten |
14. Children
DocumintQ is a business service and is not intended for anyone under 18. We do not knowingly collect personal data from children. If you believe a child has given us personal data, contact info@documintq.com and we will delete it.
15. Changes to this policy
We may update this policy from time to time. When we do, we will change the "Last updated" date at the top. For material changes, we will tell you by email or in the app before the change takes effect. Where a change requires your consent, we will ask for it.
16. Contact us
For privacy questions, data requests, or to report a concern:
Grievance Officer
Available via info@documintq.com
Company
Acumen Technologies
Registered Address
Bengaluru, India
Have questions about this policy? Contact our privacy team