Privacy Policy

1. Who We Are

PredictDocs ("PredictDocs," "we," "us," or "our") is the company that builds and operates AI-powered document and workflow products, including FormPilot AI. Our registered contact email is privacy@predictdocs.com.

This Privacy Policy applies to:

• The PredictDocs website at predictdocs.com
• FormPilot AI — our AI-powered form creation, autofill, intake, and approval workflow product
• Any other PredictDocs products or services that link to this policy

2. Information We Collect

2.1 Information You Provide Directly

• Contact and access requests: Name, email address, company name, and any message content submitted through our contact or waitlist forms.
• Account information: When you create a PredictDocs account or gain access to FormPilot AI, we collect your name, email address, and any profile details you provide.
• Form and document content: When using FormPilot AI, we process the form templates, prompts, field data, and document content you create or upload. This content may include sensitive business information depending on your use case.
• Feedback and communications: Messages you send to our team, bug reports, and survey responses.

2.2 Information Collected Automatically

• Usage data: Pages visited, features used within FormPilot AI, time spent, actions taken, and navigation patterns.
• Device and browser data: IP address, browser type and version, operating system, screen resolution, and referring URL.
• Cookies and similar technologies: Session cookies required for authentication and preference cookies to remember settings. See Section 6 for details.
• Log data: Server logs recording requests, errors, and response times for security and reliability purposes.

2.3 AI Interaction Data — FormPilot AI

FormPilot AI uses artificial intelligence to help generate forms, suggest field completions, and guide workflows. When you interact with FormPilot AI:

• Prompts and instructions you provide to generate or modify forms are processed by our AI infrastructure.
• Document content used for autofill suggestions is processed to identify relevant field data.
• We do not use your document content or form data to train AI models without your explicit consent.
• AI-generated outputs are associated with your account for workflow continuity but are not shared with other users or third parties outside of your configured integrations.

3. How We Use Your Information

We use the information we collect to:

• Provide and operate our products: Deliver FormPilot AI features including form generation, autofill, routing, and approval workflows.
• Communicate with you: Respond to contact requests, send access confirmations, product updates, and important service notices.
• Improve our products: Analyse usage patterns and errors to fix bugs and improve FormPilot AI and future PredictDocs products.
• Security and fraud prevention: Detect abuse, enforce rate limits, and protect the integrity of our platform.
• Legal compliance: Meet obligations under applicable law and respond to valid legal requests.
• Early access management: During our early access period, manage waitlists and onboard teams to FormPilot AI.

We do not sell your personal information to third parties.

4. Legal Bases for Processing (EEA / UK Users)

If you are located in the European Economic Area or United Kingdom, we process your personal data on the following legal bases:

• Contract performance: To deliver FormPilot AI and other services you have requested.
• Legitimate interests: To improve our products, ensure security, and communicate relevant product updates, where our interests are not overridden by your rights.
• Consent: Where we ask for your explicit consent, such as for optional marketing communications.
• Legal obligation: Where processing is required to comply with applicable law.

5. Sharing Your Information

We share information only in the following circumstances:

• Service providers: We use trusted third-party providers for hosting, email delivery, error monitoring, and analytics. These providers access data only as needed to provide their services and are bound by confidentiality obligations.
• AI infrastructure: FormPilot AI relies on AI model providers to process prompts and generate form content. Data submitted to these services is governed by their data processing agreements and is not used to train public models.
• Business transfers: If PredictDocs is acquired, merged, or transfers assets, user data may be transferred as part of that transaction. We will notify you before this occurs.
• Legal requirements: We may disclose information if required by law, court order, or to protect the rights and safety of PredictDocs, our users, or the public.

We do not share your form content, document data, or personal information with other PredictDocs users or companies unless you have explicitly configured a shared workflow or integration.

6. Cookies

We use the following categories of cookies:

• Strictly necessary: Session and authentication cookies required for you to log in and use FormPilot AI. These cannot be disabled without breaking core functionality.
• Functional: Cookies that remember your preferences such as language or UI settings.
• Analytics: Aggregate, anonymised usage data to understand how features are used. We do not use third-party advertising cookies.

You can manage cookies through your browser settings. Disabling strictly necessary cookies will prevent access to authenticated features.

7. Data Retention

We retain your personal information for as long as necessary to provide our services and comply with legal obligations:

• Account data: Retained for the duration of your account, plus up to 90 days after account deletion to allow for recovery.
• Form and document content in FormPilot AI: Retained while your account is active. You may delete individual forms and documents at any time within the product.
• Contact and waitlist submissions: Retained for up to 2 years or until you request deletion.
• Server logs: Retained for up to 90 days for security and debugging purposes.

8. Your Rights

Depending on your location, you may have the right to:

• Access: Request a copy of the personal data we hold about you.
• Correction: Ask us to correct inaccurate or incomplete data.
• Deletion: Request deletion of your personal data, subject to legal retention requirements.
• Portability: Receive your data in a structured, machine-readable format.
• Objection or restriction: Object to or restrict certain types of processing.
• Withdraw consent: Where processing is based on consent, withdraw it at any time without affecting prior processing.

To exercise any of these rights, contact us at privacy@predictdocs.com. We will respond within 30 days.

9. Data Security

We implement appropriate technical and organisational measures to protect your data, including encrypted data transmission (TLS), access controls, and regular security reviews. No method of transmission over the internet is completely secure, and we cannot guarantee absolute security.

10. International Data Transfers

Our infrastructure and service providers may be located outside your country of residence. Where we transfer personal data internationally, we use appropriate safeguards such as standard contractual clauses to ensure your data receives equivalent protection.

11. Children's Privacy

PredictDocs products, including FormPilot AI, are intended for business use and are not directed at children under 16. We do not knowingly collect personal data from children. If you believe a child has provided us with personal data, contact us at privacy@predictdocs.com and we will delete it promptly.

12. Changes to This Policy

We may update this Privacy Policy as our products and legal obligations evolve. When we make material changes, we will update the "Last updated" date at the top of this page and, where appropriate, notify active users by email. Continued use of PredictDocs products after changes take effect constitutes your acceptance of the updated policy.

13. Contact Us

If you have questions about this Privacy Policy or how we handle your data, please contact us:

• Email: privacy@predictdocs.com
• General contact: predictdocs.com/contact