Privacy Policy

1. Information We Collect

1.1 Account Information

When you create an account, we collect:

• Email address
• Password (stored securely using industry-standard hashing)
• Account preferences and settings

1.2 Case Information

Information you provide when using the Service:

• Beneficiary details (name, experience, skills, achievements)
• Petitioner information (company details, contact information)
• Uploaded documents and exhibits
• Generated letters and content
• Case notes and organizational data

1.3 Usage Data

Technical information collected during use:

• Feature usage patterns
• Session information
• Error logs for troubleshooting

2. Self-Hosted Nature

3. Third-Party AI Services

Our Service integrates with the following AI providers:

Provider	Features Used For	Privacy Policy
OpenAI (GPT-4)	Document parsing, letter generation, Virtual Officer	OpenAI Privacy
Google (Gemini)	Document parsing, letter generation, Virtual Officer	Google Privacy
Anthropic (Claude)	Document parsing, letter generation, Virtual Officer	Anthropic Privacy

3.1 What Data is Sent to AI Providers

When you use AI features, the following may be transmitted:

• Document content for parsing
• Case information for letter generation
• Exhibit descriptions and case summaries

3.2 Your API Keys

You provide your own API keys for AI services. This means:

• You have a direct relationship with the AI provider
• Usage is billed directly to your account with that provider
• You are bound by the provider's terms of service and privacy policy

4. Payment Processing

Payment processing is handled by Stripe. When you make a payment:

• Payment card details are processed directly by Stripe
• We do not store your full credit card number
• We receive confirmation of payment and subscription status
• Please review Stripe's Privacy Policy

5. How We Use Your Information

We use collected information to:

• Provide and maintain the Service
• Process your transactions
• Send important service notifications
• Improve and optimize the platform
• Provide customer support
• Detect and prevent fraud or abuse

6. Data Security

We implement security measures including:

• Encryption of data in transit (HTTPS)
• Secure password hashing
• Session management and timeout
• Input validation and sanitization

However, as a self-hosted solution, the ultimate security of your deployment depends on your hosting configuration and practices.

7. Data Retention

As a self-hosted application:

• Data is retained as long as you maintain it in your database
• You control when and how data is deleted
• Account deletion removes associated data from the database

8. Your Rights

Depending on your jurisdiction, you may have rights to:

• Access - Request a copy of your data
• Rectification - Correct inaccurate data
• Erasure - Request deletion of your data
• Portability - Export your data (JSON export feature)
• Objection - Object to certain data processing

9. Children's Privacy

The Service is not intended for users under 18 years of age. We do not knowingly collect information from children.

10. International Data Transfers

If you use third-party AI services, your data may be transferred to and processed in countries where these providers operate. By using AI features, you consent to such transfers.

11. Changes to This Policy

We may update this Privacy Policy periodically. We will notify you of material changes via email or through the Service. Continued use after changes constitutes acceptance.

12. Contact Us

For privacy-related questions or to exercise your data rights, please contact us through the support channels provided in the application.