Privacy Policy


1. Introduction

Dociphi is committed to protecting the privacy and security of your personal data or Personally
Identifiable Information (PII). It is important that you read this Privacy policy (“policy”) so that you are
aware of how & why we use such personal data or PII, and the rights you have regarding your personal
data or PII. This policy describes how Dociphi process your personal data or PII that you share with us to
get services.

2. Applicability

This policy applies to all current and former data subjects of Dociphi using this application. This policy
does not form part of any contract to provide services. We may update this policy at any time,
subsequent to which you may be made aware of the change as soon as possible.

3. Scope

Though the General Data Protection Regulation (GDPR) has been considered as the baseline for this
policy, data protection and privacy legislations of other jurisdictions that are largely applicable to
Dociphi have also been taken into consideration.

4. Categories of personal data we collect

In this policy, personal data / PII refers to any information, whether recorded in a material form or not,
from which the identity of an individual is apparent or can be reasonably and directly ascertained by
the entity holding the information, or when put together with other information would directly and
certainly identify an individual.

Dociphi may collect/process the following categories of personal data / PII but not limited to:

  • Personal contact details such as name, title, residential addresses, phone numbers, and email addresses.
  • Attachments in documents, word, excel, PDF, etc containing personal data / PII.
  • Financial information, such as bank account details, payment-related information.
  • Compensation history.
  • Personal data / PII collected from forms.

5. How is personal data collected?

Dociphi collects personal data / PII about data subjects through the application and the files uploaded
on the application directly from you.

Dociphi may collect additional personal data / PII, if required, throughout the period you use the

6. Purpose of processing and the lawful bases

Dociphi is an AI-enabled Intelligent document processing platform which allows the user to perform
end to end document management. Your personal data / PII may therefore be processed for the
following purposes:

  • Streamlined processing of documents and their parsing.
  • Fulfill scope of work and contractual terms.
  • Undertaking activities to verify or maintain, improve, upgrade or enhance the quality of our services.
  • Other legal and customary business-related purposes.
  • Improved Customer Experience through reduced Touchpoints.
  • AI enabled document management.
  • Others that are necessary for our legitimate and vital interests.

7. Changes of Purpose

Your personal data / PII will be processed only for the purposes explained above in this policy. If we
need to use your personal data / PII for an unrelated purpose, we will notify you and explain the lawful
basis which allows us to do so before processing for the new purpose (unless we are required by law to
refrain from sharing the information with you).

8. Accessing and sharing your Personal Data

Your information will be accessed by authorized personnel only. The access for these personnel will be
restricted and they will access it only for performance of their roles, in a manner consistent with this

We shall only transfer personal data to, or allow access by, third parties when it is assured that the
information shall be processed legitimately and protected appropriately by the recipient. Where third
party processing takes place, we shall first identify if, under applicable law, the third party is considered
a data controller, or a data processor of the personal data being transferred.

We require all third parties to respect the security of your personal data and to treat it in accordance
with the law. We do not allow our third-party service providers to use your personal data for their own
purposes and only permit them to process your personal data for specified purposes and in accordance
with our instructions.

9. International Transfers

Your information may be transferred to, and maintained on computers located outside of your state,
province, country or other governmental jurisdiction where the data protection laws may differ from
those in your jurisdiction.

We take steps to ensure that the recipients of the personal data / PII act in accordance with applicable
law and provide an adequate level of protection, including appropriate technical and organizational
security measures. We ensure this through safeguards such as signing inter- service agreements and
data processing agreements.

10. Sales of Personal Data

We do not sell your personal data / PII for monetary consideration.

11. Data Protection

We have put in place appropriate security measures to prevent your personal data from being
accidentally lost, used, altered, disclosed or accessed in an unauthorized way. We also limit access to
your personal data to those employees, agents, contractors and third parties who have a justified
business need to know. They will process your personal data on our specific instructions and are subject
to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you
and any applicable regulator of a breach where we are legally required to do so.

12. Retention

We will only retain your personal data for as long as reasonably necessary to fulfill the purposes we
collected it. We may retain your personal data for a longer period in the event of a complaint or if we
reasonably believe there is a prospect of litigation in respect to our relationship with you.
To determine the appropriate retention period for personal data, we consider the contractual terms,
amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorized use or
disclosure of your personal data, the purposes for which we process your personal data and whether we
can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting
or other requirements.

In some circumstances we will anonymise your personal data (so that it can no longer be associated
with you) for research or statistical purposes, in which case we may use this information indefinitely
without further notice to you.

13. Data Protection Officer

If you have any questions about this policy or how we handle your personal data or PII, please contact

14. Your duty to inform us

It is important that the personal data or PII we hold about you is accurate and current. Please keep us
informed if your personal data or PII changes during your working relationship with us.

15. Rights available to you

You have the following rights with respect to your personal data / PII in certain circumstances:

  • Right to be informed if your personal data or PII are being or have been processed, including the existence of automated decision making and profiling.
  • Right to access your personal data or PII that we process and obtain a copy of it.
  • Right to rectification or correction of the inaccuracy or error in your personal data or PII.
  • Right to erasure, (removal or destruction) will enable you to ask us to delete or remove personal data or PII which we process about you subject to limited circumstances in accordance with the privacy laws requirements.
  • Right to object to the processing of your personal data or PII, including processing for direct marketing, automated processing, or profiling.
  • Right to data portability or the right to obtain a copy of such data in an electronic or structured format that is commonly used and allows for its further use.
  • Right to withdraw consent for processing of personal data or PII where explicit consent has been sought. In the limited circumstances where you may have provided your consent to the collection, processing, and transfer of your personal data or PII for a specific purpose, you have the right to withdraw your consent for that specific processing at any time.
  • Right Related to Automated Decision-Making Including Profiling we do not carry out any automated decision-making currently. However, if in the future we do so, you will have a right not to be subjected to a decision based solely on automated processing, including profiling.

You may request to exercise any of these rights through the Data Privacy Officer at

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