1. Introduction
Archana Info Solutions Pvt Ltd (“we”, “us”, or “DocuMind”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, store, and safeguard information when you use DocuMind AI (the “Service”) at www.archanainfo.com/DocuMindAI.
By using DocuMind AI, you agree to this Privacy Policy. If you do not agree, please do not use our Service.
2. Information We Collect
2.1 Account Information
When you register for DocuMind AI, we collect:
- Full name and email address
- Organisation name and industry
- Phone number (optional)
- Encrypted password (SHA-256 hashed — we never store plain text passwords)
- Role and department within your organisation
2.2 Document Content
Documents you upload — including PDFs, images, Word documents, and Excel files — are stored securely on our servers. Extracted text, metadata, and AI-generated analysis are also stored to provide you with search, comparison, and intelligence features.
2.3 Usage Data
We automatically collect:
- IP address and approximate location
- Browser type and device information
- Pages visited and features used within the platform
- Timestamps of uploads, searches, and other actions
- Error logs and performance metrics
2.4 Cookies
We use essential cookies to maintain your session and preferences. We do not use third-party advertising cookies. You can disable cookies in your browser settings, but this may affect certain Service functionality.
3. How We Use Your Information
We use the information we collect to:
- Provide, maintain, and improve the DocuMind AI Service
- Process uploaded documents using OCR, classification, and AI analysis
- Enable search, compare, and intelligence features across your document library
- Send important service notifications, alerts, and security updates
- Respond to support requests and customer inquiries
- Detect, prevent, and address security issues, fraud, and abuse
- Comply with legal obligations and enforce our Terms of Service
4. Data Security
We take the security of your data seriously. DocuMind AI uses:
- Encryption at rest: All documents and sensitive data are encrypted with AES-256
- Encryption in transit: All communication uses TLS 1.2 or higher
- Access controls: Role-based permissions with least-privilege principles
- Audit trails: Every sensitive action is logged and auditable
- Regular backups: Encrypted backups stored in geographically separate locations
- Infrastructure: Hosted in SOC 2-aligned data centres with 24/7 monitoring
No method of internet transmission or electronic storage is 100% secure, but we use industry best practices to protect your data.
5. AI Model Usage
DocuMind AI uses large language models (including Anthropic’s Claude API) to process and analyse documents. When documents are sent to AI models for analysis:
- Your data is not used to train any public AI models
- Requests are encrypted and transmitted securely
- AI providers operate under strict data processing agreements
- Document content is processed only to provide the features you requested
6. Data Sharing & Disclosure
We do not sell, rent, or trade your personal data or documents. We may share information only in the following limited circumstances:
- Service providers: With trusted third parties who help us operate the Service (hosting, AI processing, email delivery), bound by confidentiality agreements
- Legal compliance: When required by law, regulation, legal process, or valid government request
- Safety: To protect the rights, property, or safety of DocuMind, our users, or the public
- Business transfers: In connection with a merger, acquisition, or sale of assets (you will be notified)
7. Your Rights
Depending on your location, you have the right to:
- Access: Request a copy of the personal data we hold about you
- Correction: Request that we correct inaccurate or incomplete data
- Deletion: Request that we delete your personal data (subject to legal obligations)
- Portability: Receive your data in a structured, machine-readable format
- Objection: Object to certain types of processing
- Withdraw consent: Where processing is based on consent
To exercise any of these rights, email us at privacy@archanainfo.com. We will respond within 30 days.
8. Data Retention
We retain your personal data and documents for as long as your account is active, or as needed to provide the Service. When you close your account, we delete your personal data within 90 days, except where we are legally required to retain it (e.g., financial records, legal obligations).
9. International Transfers
DocuMind AI is operated from India. If you access the Service from outside India, your information may be transferred to, stored, and processed in India. We take appropriate safeguards to ensure your data is protected in accordance with this Privacy Policy.
10. Children’s Privacy
DocuMind AI is not intended for use by anyone under the age of 18. We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact us immediately.
11. Changes to This Policy
We may update this Privacy Policy from time to time. When we do, we will update the “Last updated” date at the top of this page and notify registered users of material changes via email. Your continued use of the Service after changes take effect constitutes acceptance of the updated policy.
12. Contact Us
If you have any questions about this Privacy Policy or our data practices, please contact us: