NovaDocs
Privacy Policy
Last updated: April 17, 2026
This Privacy Policy describes how NovaDocs ("we", "our", or "the platform"), operated by Patagonia Chain S.R.L., collects, uses, and protects the personal information of users who access the services available at nova-docs.com.
1. Information We Collect
We collect the following information when you use NovaDocs:
- Account data: name, email address, company name, and password (stored in encrypted form).
- Uploaded documents: PDF, Word, or text files you upload to the platform to be indexed by the AI system.
- Email data (optional): if you connect your Gmail or Microsoft Outlook account, we access only the emails in your inbox and sent folder, excluding spam, promotions, and newsletters. This access is read-only.
- Usage data: queries made to the AI assistant, usage frequency, and performance metrics.
- Technical data: IP address, browser type, and session data necessary for the service to function.
2. How We Use Your Information
We use your information exclusively to:
- Provide and improve NovaDocs services.
- Index and process documents and emails to enable AI-powered queries.
- Answer user questions using the content of their own documents and emails.
- Manage your account and subscription.
- Send service-related communications (updates, security alerts).
- Comply with applicable legal obligations.
📧 Use of Gmail and Outlook data: NovaDocs uses access to your email account solely to index the content of your emails and allow you to make queries using artificial intelligence. We do not read, store, or share the content of your emails with third parties. Access is read-only and can be revoked at any time from your Google or Microsoft account settings.
3. Sharing Information with Third Parties
NovaDocs does not sell, rent, or share your personal information with third parties for commercial purposes. Information may be shared only in the following cases:
- Service providers: we use Microsoft Azure infrastructure services to host the platform and Anthropic for AI processing. These providers are subject to confidentiality agreements.
- Legal obligations: when required by law, court order, or competent authority.
- Rights protection: when necessary to protect the rights, property, or security of NovaDocs or its users.
4. Data Security
We implement technical and organizational measures to protect your information:
- Data transmission via TLS/HTTPS encryption.
- Password storage using secure hashing algorithms.
- Complete data isolation between organizations: one company's documents are never accessible to another.
- OAuth access tokens stored securely with automatic renewal.
- Restricted access to data by NovaDocs staff.
5. Data Retention
We retain your information while your account is active. Upon cancellation of your subscription, your data is deleted within 30 days, unless the law requires a longer retention period. Email metadata indexed through connected integrations is deleted immediately upon disconnecting the email integration.
6. Your Rights
You have the right to:
- Access the personal information we hold about you.
- Rectify incorrect or incomplete data.
- Delete your account and all associated data.
- Revoke access to your Gmail or Outlook account at any time from your Google or Microsoft account settings.
- Export your data in a readable format.
- Object to the processing of your data in certain circumstances.
To exercise these rights, contact us at privacy@nova-docs.com.
7. Cookies
NovaDocs uses strictly necessary cookies for session management and authentication. We do not use tracking cookies or third-party advertising.
8. International Transfers
Data may be processed on servers located in the United States and Europe through our infrastructure providers (Microsoft Azure and Anthropic). These providers comply with international data protection standards.
9. Minors
NovaDocs is intended exclusively for users over 18 years of age and for businesses. We do not intentionally collect information from minors.
10. Changes to This Policy
We may update this Privacy Policy periodically. We will notify you of significant changes via email or a prominent notice on the platform. Continued use of the service after notification implies acceptance of the changes.
11. Contact
For privacy inquiries or to exercise your rights, contact us: