Privacy Policy

Dokpod(“Dokpod,” “we,” “us,” or “our”) provides a private knowledge vault that helps you store, organize, and search documents, images, and videos for use with AI-assisted workflows. This Privacy Policy describes how we collect, use, disclose, and protect information when you visit dokpod.io, create an account, upload content, or otherwise use our services (collectively, the “Service”).

By using the Service, you acknowledge that you have read and understood this Privacy Policy. If you do not agree, please do not use the Service.

This policy applies to personal information we process about individual users of Dokpod. If you use Dokpod on behalf of an organization, your organization may have its own policies governing how your data is handled; in some cases, your organization is the controller and Dokpod acts as a processor under a separate agreement.

This policy does not apply to third-party websites, AI tools, or services you connect to Dokpod independently. Those services are governed by their own policies.

Account and profile information. When you register or sign in, we collect information such as your email address, display name, authentication identifiers, subscription and trial status (including whether your account is on a free trial and when it ends), and preferences you provide in onboarding or settings.

Vault content. When you upload files or create content in your vault, we collect the files themselves (where applicable), filenames, extracted text, summaries, search indexes, embeddings, transcripts, metadata, and related derived data needed to operate search and export features.

Usage and interaction data. We collect information about how you use the Service, including pages viewed, features used, upload activity, search activity within Dokpod, connection and integration settings, and in-product events that help us improve reliability and security.

Payment and billing information. Paid subscriptions and free trials are processed by our payment partner. When you start a free trial, you provide payment details (such as card information) directly to that partner. We receive billing-related records such as trial status, subscription status, plan type, transaction status, and customer identifiers, but we do not store full payment card numbers on our systems. Your payment partner may retain your payment method to charge your subscription if your trial converts to a paid plan, as described in our Terms of Use and Refund Policy.

Technical and device information. We automatically collect certain technical data, including IP address, browser type, operating system, device identifiers, referral URLs, timestamps, and diagnostic logs used for security, fraud prevention, and performance monitoring.

Communications. If you contact support, we collect the content of your messages and any information you choose to provide.

We use the information described above to:

• Provide, operate, maintain, and improve the Service
• Create and manage your account and vault
• Process uploads, generate indexes, and deliver search results
• Authenticate you and secure access to your vault and integrations
• Process subscriptions, invoices, and billing-related communications
• Respond to support requests and send service-related notices
• Monitor usage, diagnose errors, and protect against abuse or unauthorized access
• Comply with legal obligations and enforce our Terms of Use
• Develop new features and measure product performance in aggregate form

We do not sell your personal information. We do not use your vault content to train public-facing AI models for unrelated products unless we clearly disclose that practice and obtain your consent where required.

Where applicable data protection law requires a legal basis, we rely on one or more of the following:

• Contract: processing necessary to provide the Service you requested
• Legitimate interests: securing the Service, preventing fraud, improving features, and communicating about your account, balanced against your rights
• Consent: where required for optional activities such as certain marketing communications or non-essential cookies
• Legal obligation: where we must retain or disclose information to comply with law

Your vault is private to your account unless you explicitly share access through product features (such as Team plans). We use access controls and account isolation designed to prevent unauthorized users from viewing your vault.

For document-type files, we retain the content needed for download, export, and accurate search. For certain media types such as photos and videos, Dokpod is designed with a privacy-first approach: we may analyze content to build a searchable index and related metadata while avoiding unnecessary long-term retention of original media files after processing is complete.

You may delete individual items from your vault or close your account. Deleted content is removed from active systems within a reasonable period, subject to backup retention described below.

Dokpod uses artificial intelligence to help understand, summarize, transcribe, and index your content so search results are more useful and efficient. To deliver these features, we may use third-party AI capabilities where appropriate to improve accuracy, speed, and quality of results.

AI-assisted processing is performed solely to provide the functionality you use — such as extracting searchable sections from a document, describing an image, or summarizing a video — and not for unrelated purposes. We configure our systems with privacy in mind, particularly for sensitive media, and we do not claim that AI output is always complete or error-free.

You should not upload content you are prohibited from processing or that contains information you are not authorized to share, including regulated personal data of others without a lawful basis.

We disclose information only as needed to run the Service, comply with law, or protect rights and safety. Categories of recipients may include:

• Infrastructure and operations providers that host, store, transmit, or support the Service under contractual confidentiality and security obligations
• Payment processors that handle subscription billing on our behalf
• Analytics and monitoring tools used in aggregated or pseudonymized form where possible
• Professional advisers such as lawyers, accountants, or insurers where necessary
• Authorities when required by law, legal process, or to protect the rights, property, or safety of Dokpod, our users, or others
• Business transfers in connection with a merger, acquisition, financing, or sale of assets, subject to continued protection of personal information

We do not disclose vault content to other Dokpod users except as directed by you through Team or sharing features, or as required to provide the Service to your account.

We use cookies, local storage, and similar technologies to keep you signed in, remember preferences, measure performance, and protect against abuse. Essential cookies are necessary for the Service to function. Where required by law, we request consent for non-essential cookies through our cookie notice.

You can control cookies through your browser settings. Disabling certain cookies may limit functionality.

We retain personal information for as long as your account is active or as needed to provide the Service, comply with legal obligations, resolve disputes, and enforce our agreements.

When you delete vault items or close your account, we delete or de-identify information from production systems within a commercially reasonable timeframe. Residual copies may persist in encrypted backups for a limited period before being overwritten in the ordinary course of operations.

We may retain minimal billing, security, and compliance records after account closure where retention is required or permitted by law.

We implement administrative, technical, and organizational measures designed to protect information against unauthorized access, alteration, disclosure, or destruction. These measures include access controls, encryption in transit, monitoring, and least-privilege internal access practices.

No security program is perfect. You are responsible for safeguarding your login credentials and any connection keys or integration secrets associated with your account. Notify us promptly at support@dokpod.io if you suspect unauthorized access.

Depending on your location, you may have rights to access, correct, delete, restrict, object to, or port personal information, and to withdraw consent where processing is consent-based. You may also have the right to lodge a complaint with a supervisory authority.

To exercise your rights, contact support@dokpod.io. We may need to verify your identity before fulfilling a request. We will respond within the timeframe required by applicable law.

You can update certain account information in Settings. You can export or delete vault content through in-product controls where available.

If you are a California resident, you may have additional rights under the California Consumer Privacy Act (CCPA), as amended, including the right to know categories of personal information collected, the right to delete certain information, and the right to opt out of sale or sharing (we do not sell personal information as defined by the CCPA).

To submit a request, email support@dokpod.io. We will not discriminate against you for exercising privacy rights.

Dokpod is operated from the United States. If you access the Service from other countries, your information may be transferred to, stored in, and processed in the United States and other jurisdictions where we or our service providers maintain facilities.

Where required, we use appropriate safeguards for cross-border transfers, such as standard contractual clauses or equivalent mechanisms recognized under applicable law.

The Service is not directed to children under 13 years of age (or the minimum age required in your jurisdiction). We do not knowingly collect personal information from children. If you believe a child has provided us personal information, contact us and we will take appropriate steps to delete it.

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or the Service. We will post the revised policy on this page and update the “Last updated” date. For material changes, we may also provide notice by email or through the Service.

Your continued use of the Service after the effective date of an update constitutes acceptance of the revised policy, except where further consent is required by law.

For privacy-related questions, requests, or complaints, contact:

Dokpod
Email: support@dokpod.io
Website: dokpod.io