Privacy Policy for DocAIToolBox

Effective Date: 07/19/2025

DocAIToolbox (“we”, “us”, or “our”) operates the DocAIToolbox Google Workspace Add-on and related services (“Service”). This Privacy Policy describes how we collect, use, and safeguard your information.

Information We Collect

We may collect and store the following types of information:

  • Account Information: Your name, email address, and contact details when you sign up or contact us.

  • Payment Information: Billing details for paid plans, processed securely via Stripe.

  • Google User Data: If you use our Google Docs™ or Sheets™ add-on, we may access your Google account email to identify your account and facilitate authentication.

  • User Content: Any content (text, images, audio) you explicitly select or upload to use DocAIToolbox features.

We do not access, store, or process any document content from your Google Docs™ or Sheets™ account except for the specific content you select or upload.

How We Use Your Information

DocAIToolbox uses your information only to provide, maintain, and improve user-facing features that you request—such as translation, audio transcription, or image generation.

AI Processing & Data Retention

When you use DocAIToolbox features that generate images, transcribe audio, or translate text, the specific content you select or upload is securely sent to OpenAI for processing.

We do not store, log, or retain any of your document content, input text, audio, or generated images after your request is fulfilled. Your data is processed only in-memory and deleted immediately after returning results to you.

Your content is never used to train AI models, for advertising, analytics, or for any secondary purpose.

Third-Party Services

When you use the add-on to connect with third-party APIs (e.g., AI services, analytics platforms), any credentials or tokens you provide are used only to fulfill your request and are not shared with us unless you explicitly save them. Your interaction with third-party APIs is subject to their own terms and privacy policies.

When you use DocAIToolbox, your selected content may be sent to third-party providers, such as OpenAI, solely to fulfill your request (for example, to process your text or audio). These providers are contractually required to protect your data and not to use it for any purpose other than processing your request.

Cookies and Analytics

Our website (if applicable) may use cookies and Google Analytics to measure traffic and user behavior. The Google Workspace add-on itself does not use cookies or tracking technologies.

Data Security

We employ secure practices including:

  • Encryption (HTTPS) for all API communication.

  • Secure token handling.

  • Minimal permissions required for the add-on to function.

All data transmission between the add-on, our servers, and any third-party AI provider is encrypted via HTTPS.

Data Retention

We do not store your selected or uploaded content after it is processed.
We may retain basic account and payment data (such as email and billing info) only as long as your account is active or as required by law.
If your account is inactive and you haven’t requested deletion, your account data may be retained for up to 3 years. You may request deletion at any time.

Google Workspace API User Data Policy Disclosure

Our application’s use and transfer of information received from Google APIs will adhere to the Google Workspace API Services User Data Policy, including the Limited Use requirements.

We do not use Google user data obtained via these APIs to develop, improve, or train generalized artificial intelligence (AI) or machine learning (ML) models, in accordance with Google’s AI/ML user data restrictions.

For more information, please review the Limited use of user data requirement.

AI and Machine Learning (ML) Use of Data

We do not use any information received from Google Workspace APIs to develop, train, or improve generalized artificial intelligence (AI) or machine learning (ML) models. Our use of Google user data fully complies with Google’s AI/ML user data restrictions and the Limited Use requirements.

All data obtained via Google APIs is used solely to provide or improve user-facing features that are clearly described and expected by the user, and is never used for any generalized AI/ML model development, including LLMs or foundational models.

Sharing and Disclosure

DocAIToolbox does not sell, rent, or lease user data to third parties. We do not share, transfer, or disclose any personally identifiable information or user data obtained through Google APIs, except in the following cases:

  • With your explicit consent: Information may be shared when you have clearly agreed to such sharing.

  • With service providers: We may share data with trusted third-party service providers (such as cloud infrastructure, payment processing, or AI APIs) who are bound by strict confidentiality agreements.

  • For legal compliance: We may disclose data if required by law, regulation, subpoena, or a valid legal process.

Data Access and Deletion

You can manage access to your Google account data through the Google Account Permissions page.
To request deletion of your account or associated data, contact us at: support@docaitoolbox.com

Subprocessors

We use the following subprocessors:

  • DigitalOcean: Hosting and infrastructure.

  • Stripe: Payment processing.

  • Google Analytics: Website usage analytics (on docaitoolbox.com only; not within the add-on).

  • OpenAI: For processing selected or uploaded content at your explicit request.

Privacy Rights

If you are a resident of the European Economic Area (EEA), you have the following rights under GDPR:

  • Access: Request access to the data we hold about you.

  • Correction: Request correction of inaccurate or incomplete data.

  • Erasure: Request deletion of your data.

  • Objection: Object to how we process your data.

  • Data Portability: Request a copy of your data in a portable format.

To exercise these rights, contact us at support@docaitoolbox.com. We will respond within 30 days.

If you are a resident of California, you have the following rights under CCPA:

  • Know: Request disclosure of what personal data is collected, used, or shared.

  • Delete: Request deletion of any personal data we have collected about you.

  • Opt-Out: We do not sell personal information, so no opt-out is necessary.

  • Non-Discrimination: We will not discriminate against you for exercising your privacy rights.

Children’s Privacy

Our add-on is not intended for use by anyone under the age of 16. We do not knowingly collect personal data from children.

Policy Updates

We may update this Privacy Policy from time to time. When significant changes are made, we will notify you via email and/or in-app messages. Continued use of the service indicates your agreement with the updated policy.

Contact Us

If you have any questions or concerns about this Privacy Policy or your data, please contact:

Email: support@docaitoolbox.com