Privacy Policy

Welcome to DocInsightHub AI ("we", "our", or "us"), a product of InsightHub AI.

We are committed to protecting your privacy and ensuring the security of your data. This Privacy Policy explains how we collect, use, store, and protect information when you use our platform.

DocInsightHub AI is a secure, multi-tenant AI document intelligence platform designed to process and analyze organizational documents with strict access controls and auditability.

2.1 Account and Identity Information

We collect information necessary to authenticate and manage user access, including:

• Name
• Email address
• Organization affiliation
• Role (e.g., platform admin, org admin, org user)

Authentication is handled via Microsoft Entra ID (Azure Active Directory).

2.2 Document Data

When you use the platform, you may upload documents such as:

• PDFs
• Word documents (DOCX)
• Text files (TXT, Markdown)

We process these documents to:

• extract content
• generate embeddings
• enable search and retrieval
• support AI-generated answers

2.3 Usage and Interaction Data

We collect operational data to provide and improve the service:

• Chat queries and responses
• Retrieval logs
• Answer generation logs
• System usage metrics
• Audit logs (user actions, document operations, etc.)

2.4 Technical Data

We may collect:

• IP address
• Browser type
• Device information
• Log data for debugging and security

We use collected data to:

• authenticate users and enforce access control
• process and analyze documents
• generate grounded AI responses with citations
• improve system performance and reliability
• maintain audit logs for traceability and compliance
• detect and prevent unauthorized access

DocInsightHub AI is designed as a strictly multi-tenant platform:

• All data is scoped by tenant (organization)
• Users can only access data within their organization
• Cross-organization access is technically and logically prevented
• Authorization is enforced at the backend level

5.1 Embeddings and AI Services

We use Azure OpenAI services to:

• generate embeddings
• support AI-driven answer generation

Key principles:

• Your data is not used to train public AI models
• Processing occurs within Azure-controlled environments
• Requests are scoped and controlled per tenant

5.2 Grounded Responses

All AI responses are:

• generated based only on your uploaded documents
• validated against retrieved content
• required to include citations or fallback responses

Your data is stored securely using Microsoft Azure services:

• Azure PostgreSQL (pgvector) — structured data, embeddings
• Azure Blob Storage — document storage
• Azure Service Bus — internal messaging

We follow best practices for:

• encryption at rest
• encryption in transit (TLS)
• access control and isolation

• Documents are never publicly accessible
• Access is granted via short-lived, secure URLs
• All access is authorized by backend systems
• Blob storage paths are never exposed directly to users
• Access is scoped to specific documents only

We retain data as long as necessary to provide the service:

• Documents remain until deleted by users or administrators
• Audit logs are retained for traceability and compliance
• Deleted documents are logically removed and excluded from retrieval

Retention policies may be updated based on regulatory or organizational requirements.

We do not sell or share your data with third parties.

We only use trusted infrastructure providers:

• Microsoft Azure (hosting and AI services)

Data is not shared outside these controlled environments unless required by law.

We implement strong security controls, including:

• role-based access control (RBAC)
• backend-enforced authorization
• tenant isolation
• audit logging of key actions
• secure authentication via Entra ID
• protection against unauthorized access

Depending on your jurisdiction, you may have rights to:

• access your data
• request correction
• request deletion
• restrict processing

Requests should be directed to your organization administrator or contact us directly.

We may update this Privacy Policy from time to time.

We will notify users of significant changes through:

• the platform
• or other appropriate communication channels

If you have questions about this Privacy Policy, please contact:

Website: www.docinsighthub.ai

DocInsightHub AI is built with a strong focus on:

• security
• tenant isolation
• auditability
• grounded AI responses

We are committed to ensuring your data remains private, secure, and fully under your control.