Privacy Policy

Last Updated: October 2025

1. Introduction

SwiftDocs ("we," "us," "our," or "Company") respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, disclose, and otherwise process personal information in connection with our website and the SwiftDocs Service.

2. Scope and Applicability

This Privacy Policy applies to personal data we collect through:

  • SwiftDocs website (swiftdocs.com)
  • SwiftDocs web application and mobile applications
  • Customer interactions (email, support tickets, surveys)
  • Marketing communications

This policy does not apply to documents you upload to SwiftDocs, which are treated as your data and subject to our Data Processing Addendum for enterprise customers.

3. Data We Collect

3.1 Information You Provide

  • Account Information: Name, email address, company name, phone number, job title, and other account profile information
  • Payment Information: Billing address, payment method (processed securely by Stripe)
  • Communication: Messages you send us through support tickets, email, or contact forms
  • Survey and Feedback: Responses to surveys or feedback requests

3.2 Information We Collect Automatically

  • Usage Information: Pages viewed, features used, time spent, searches performed, documents accessed
  • Device Information: Device type, operating system, browser type, IP address, device identifiers
  • Location Information: General location based on IP address (city/country level)
  • Cookies and Tracking: Session identifiers, user preferences, analytics data

3.3 Information from Third Parties

  • Information from your SSO provider (if using single sign-on authentication)
  • Analytics information from Google Analytics
  • Information about your payment from Stripe

4. How We Use Your Information

We use personal data for the following purposes:

  • Service Provision: Operating, maintaining, and improving SwiftDocs
  • Account Management: Creating and managing your account, authentication, billing
  • Communication: Responding to support requests, sending service updates
  • Marketing: Sending promotional emails (with your consent or as permitted by law)
  • Analytics: Understanding how users interact with SwiftDocs to improve the Service
  • Security: Detecting and preventing fraud, abuse, and security incidents
  • Compliance: Meeting legal obligations and regulatory requirements
  • Legal: Protecting our rights and defending against claims

5. Legal Basis for Processing (GDPR)

If you are subject to GDPR (European residents), we process your personal data based on:

  • Contract: Performance of our service agreement with you
  • Legitimate Interest: Our business interests in operating, improving, and securing the Service
  • Consent: Your explicit consent (e.g., marketing emails)
  • Legal Obligation: Compliance with legal requirements

6. Data Sharing and Disclosure

We may share your personal data with:

  • Service Providers: Third parties that process data on our behalf (hosting, analytics, email, payment processing)
  • AWS: Cloud infrastructure provider that stores your account data and documents
  • Stripe: Payment processor (only payment and billing information)
  • SendGrid: Email service provider for communications
  • Google Analytics: Website analytics (anonymized data)
  • Anthropic (Claude AI): For AI-powered features (only if you enable this optional feature)
  • Legal Requirements: When required by law, court order, or government request

7. Data Retention

We retain personal data for as long as necessary to provide the Service and fulfill the purposes outlined in this Privacy Policy. Generally:

  • Account Data: Retained while your account is active and for 30 days after cancellation
  • Payment Information: Retained as required for tax and legal compliance (typically 7 years)
  • Audit Logs: Retained as required by applicable regulations and your account settings
  • Marketing Data: Retained until you unsubscribe or we delete it upon request

8. Your Privacy Rights

Depending on your location, you may have the following rights:

GDPR Rights (EU/EEA residents)

  • Right to access your personal data
  • Right to rectify inaccurate data
  • Right to erasure ("right to be forgotten")
  • Right to restrict processing
  • Right to data portability
  • Right to object to processing
  • Right to withdraw consent

CCPA Rights (California residents)

  • Right to know what personal information is collected
  • Right to know whether personal information is sold or disclosed
  • Right to delete personal information
  • Right to opt-out of the sale of personal information

To exercise any of these rights, contact us at hello@swiftdocs.app.

9. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to enhance your experience with SwiftDocs. This includes:

  • Session Cookies: Essential for login and authentication
  • Preference Cookies: Remember your settings and preferences
  • Analytics Cookies: Google Analytics to understand usage patterns

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

10. Data Security

We implement appropriate technical and organizational measures to protect personal data, including:

  • Encryption of data in transit (TLS/SSL) and at rest
  • Access controls and role-based permissions
  • Regular security audits and penetration testing
  • Employee training on data protection
  • Incident response procedures

However, no method of transmission over the Internet is 100% secure. While we strive to protect your personal data, we cannot guarantee absolute security.

11. International Data Transfers

Your personal data may be transferred to, and stored in, countries other than your country of residence, including the United States. These countries may have different data protection laws than your home country.

When we transfer personal data internationally, we implement appropriate safeguards, including Standard Contractual Clauses (SCCs) for transfers subject to GDPR.

12. Third-Party,s

SwiftDocs may contain links to third-party websites. We are not responsible for the privacy practices of external sites. Please review their privacy policies before providing personal information.

13. Children's Privacy

SwiftDocs is not directed to children under the age of 13 (or the minimum age specified in your jurisdiction). We do not knowingly collect personal data from children. If we become aware that we have collected data from a child, we will delete it promptly.

14. Do Not Track (DNT)

Some browsers include a "Do Not Track" feature. SwiftDocs does not currently respond to DNT signals, but we provide other privacy controls through your account settings and browser cookie settings.

15. California Privacy Rights

California residents have specific rights under the California Consumer Privacy Act (CCPA). For details about your California privacy rights and how to exercise them, contact us at hello@swiftdocs.app.

16. European Data Protection Representative

For European residents, you may contact us at hello@swiftdocs.app. You also have the right to lodge a complaint with your local data protection authority.

17. Changes to Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on our website and updating the "Last Updated" date. Your continued use of SwiftDocs following such notification constitutes your acceptance of the changes.

18. Contact Information

If you have questions about this Privacy Policy or our privacy practices, please contact us:

19. Additional Information for Specific Regions

GDPR (European Residents)

Under GDPR, you have additional rights including the right to lodge a complaint with your supervisory authority and the right to request a copy of our Processor Agreement if SwiftDocs acts as a data processor for your organization.

CCPA (California Residents)

Under CCPA, you can request specific pieces of personal information and learn how it's being used. You can also opt out of the "sale" of personal information (though we do not sell personal information in the traditional sense).