Privacy Policy

1. Who we are

Docutrix is operated by ZGuy Software Solutions Pty Ltd (ABN 48 617 716 597), based in Wollongong, New South Wales, Australia ("Docutrix", "we", "us"). This policy explains how we handle personal information when you visit docutrix.com, contact us, or use the Docutrix app at app.docutrix.com.

We handle personal information in line with the Australian Privacy Act 1988 (Cth) and the Australian Privacy Principles. Where the EU or UK General Data Protection Regulation (GDPR) applies to you, we also follow it.

2. Your documents are different

When your organisation uploads documents to Docutrix, your organisation decides what is uploaded and who can access it. For that content we act as a data processor (or service provider) on your organisation's behalf, and your organisation is the data controller.

• We use your documents, questions and answers only to provide the service to your team.
• We never use them to train, fine-tune or improve AI models, on any plan.
• Access inside your workspace follows the permissions your admins set.

Enterprise customers can sign a Data Processing Agreement (DPA). See our Security page for how documents are isolated, encrypted and processed.

3. Information we collect

Information you give us. This includes:

• Contact form: your first and last name, email address, company, the subject you choose and your message.
• Discount offer: your work email address.
• App account: your name, email address and sign-in details. If you sign in with Google, we receive your basic Google profile (name and email address).
• Billing and support: details you give us when you buy a plan or ask for help.

Information collected automatically. This includes:

• Usage data from Google Analytics, through Google Tag Manager, but only if you accept statistics cookies.
• Advertising and campaign measurement data, but only if you accept marketing cookies.
• Technical data such as your IP address, browser type and the pages you request. Our hosting provider and Cloudflare Turnstile (which protects our contact form from spam) process this.
• In the app, query logs with timestamps, user identifiers and document references, kept for security and audit purposes.

4. How we use your information

• To reply to your enquiry, arrange a demo, or send the discount you requested.
• To provide, secure and support the Docutrix app.
• To understand how visitors use our website and improve it (with your consent).
• To send product or marketing emails where you have asked for them or the law allows. Every marketing email has an unsubscribe link.
• To prevent spam, fraud and abuse, and to meet our legal obligations.

Where GDPR applies, we rely on your consent (for analytics and marketing cookies), on the performance of our contract with you or your organisation, and on our legitimate interests in running and protecting our business.

5. Who we share it with

We don't sell personal information. We share it only with service providers that help us run Docutrix, such as:

• Mautic, our customer relationship and email platform, which stores contact form and discount submissions.
• Google, for Analytics, Tag Manager and Sign in with Google.
• Cloudflare, for spam protection on our forms.
• Our hosting and infrastructure providers.
• AI model providers. When you ask a question in the app, the relevant passages from your documents are sent to the language model configured for your workspace to generate the answer. Enterprise customers can run a private model in their own environment instead.

We may also disclose information if the law requires it, or as part of a merger or sale of our business.

6. International transfers

Some of our service providers store or process data outside Australia, including in the United States and the European Union. When we transfer personal information overseas, we take reasonable steps to make sure it is protected to a standard comparable to Australian law and, where GDPR applies, we use appropriate safeguards such as standard contractual clauses.

Data residency options are available for Enterprise customers.

7. How long we keep it

We keep enquiry and marketing contact details while they are relevant to our relationship with you, or until you ask us to delete them or unsubscribe.

We keep account and workspace data for as long as your organisation's subscription is active. After a subscription ends, we delete customer documents in line with our agreement with your organisation. We may keep limited records longer where the law requires it (for example, tax and billing records).

8. Cookies

Our cookie banner lets you choose which cookies we use:

• Necessary: required for core website functions such as navigation and security. These are always on.
• Preferences: remember settings such as dark mode.
• Statistics: help us understand how visitors use the site (Google Analytics).
• Marketing: used to measure our marketing campaigns and show relevant ads.

Statistics and marketing cookies stay off until you accept them. You can change your choice at any time with the cookie settings button on the website.

9. Your rights

You can ask to access the personal information we hold about you, or to correct it. Where GDPR applies, you can also ask us to delete it, restrict or object to its use, or give you a copy in a portable format, and you can withdraw consent at any time.

If your information is in a Docutrix workspace run by your employer or another organisation, contact that organisation first. We will help them respond.

To make a request, email support@docutrix.com. We may need to verify your identity before acting on it.

10. Security

We protect personal information with measures that include tenant isolation, AES-256 encryption at rest, TLS 1.2+ encryption in transit, and role-based access controls. Read more on our Security page.

11. Children

Docutrix is a business service and is not directed at children. We don't knowingly collect personal information from children.

12. Changes to this policy

We may update this policy from time to time. We will post the new version on this page and change the "Last updated" date. If the changes are significant, we will let customers know by email or in the app.

13. Contact us and complaints

Questions or complaints about privacy can be sent to support@docutrix.com. We aim to respond within 30 days.

If you're not satisfied with our response, you can contact the Office of the Australian Information Commissioner at oaic.gov.au. If you're in the EU or UK, you can also contact your local data protection authority.