Privacy Policy

1. Information We Collect

1.1 Information You Provide

• Account data: Name, email address, and password when you create an account.
• Profile data: Company name, country, and other optional details you provide in your account settings.
• Document content: Text, names, dates, and other information you input when generating documents. This data is used solely to produce your documents.
• Payment data: Billing address and card/payment details entered during checkout. Card numbers are processed directly by our payment providers (Stripe, Paystack, Flutterwave) and are never stored on our servers.
• Communications: Messages you send us via email or support channels.

1.2 Information Collected Automatically

• Log data: IP address, browser type and version, operating system, referring URLs, pages visited, and timestamps.
• Device data: Device identifiers, screen resolution, and language settings.
• Usage data: Features used, documents generated, templates selected, and actions taken within the platform.
• Cookies and similar technologies: See our Cookie Policy for details.

2. How We Use Your Information

We use the information we collect to:

• Create and manage your account, and verify your identity
• Provide, operate, and improve the document generation service
• Process payments, manage subscriptions, and send billing receipts
• Send transactional emails: account confirmations, document deliveries, password resets, and subscription notifications
• Respond to your support requests and communications
• Analyse usage patterns to improve platform performance and user experience
• Detect, investigate, and prevent fraudulent activity, abuse, and security incidents
• Comply with applicable legal obligations
• Send marketing communications where you have consented or where permitted by law (you can opt out at any time)

3. Legal Basis for Processing (EEA/UK)

For users in the European Economic Area and United Kingdom, we process personal data under the following legal bases:

• Contract performance: Processing necessary to deliver the service you signed up for.
• Legitimate interests: Security, fraud prevention, analytics, and product improvement, where these do not override your rights.
• Legal obligation: Where processing is required by applicable law.
• Consent: For analytics cookies and direct marketing, where required. You may withdraw consent at any time.

4. Sharing Your Information

We do not sell your personal data. We share data only in the following circumstances:

• Service providers: Trusted third-party vendors who process data on our behalf (payment processors, cloud hosting, email delivery, analytics). They are contractually bound to protect your data and may not use it for other purposes.
• Legal requirements: When required by law, court order, or government authority, or to protect the rights, property, or safety of Docuzina, our users, or others.
• Business transfers: In connection with a merger, acquisition, or sale of assets, your information may be transferred to the successor entity, subject to the same privacy protections.
• With your consent: In any other circumstances with your explicit prior consent.

5. Data Security

We implement technical and organisational measures to protect your personal data against unauthorised access, loss, disclosure, or alteration. These include encryption in transit (HTTPS/TLS), encrypted storage for sensitive data, access controls, and regular security reviews. While we take every reasonable precaution, no system is completely secure. In the event of a data breach that affects your rights, we will notify you and the relevant authorities as required by law.

6. Data Retention

We retain your account data for as long as your account is active. If you close your account, we will delete or anonymise your personal data within 90 days, unless we are required to retain it for legal, regulatory, or fraud-prevention purposes. Document content you generate is stored for the duration of your account and deleted on account closure. Billing records may be retained for up to 7 years for tax and accounting purposes.

7. International Transfers

Our servers are located in the European Union. If we transfer personal data to service providers outside the EEA, we ensure appropriate safeguards are in place — such as Standard Contractual Clauses (SCCs) approved by the European Commission — to ensure your data receives equivalent protection.

8. Cookies

We use cookies and similar technologies for authentication, preferences, and analytics. See our full Cookie Policy for details on what we use and how to manage your preferences.

9. Your Privacy Rights

Depending on your location, you may have the following rights regarding your personal data:

• Access: Request a copy of the personal data we hold about you.
• Rectification: Request correction of inaccurate or incomplete data.
• Erasure: Request deletion of your data where no overriding legal basis exists.
• Portability: Receive your data in a structured, machine-readable format.
• Restriction: Request that we limit processing of your data in certain circumstances.
• Objection: Object to processing based on legitimate interests or for direct marketing.
• Withdraw consent: Where processing is based on consent, withdraw it at any time without affecting the lawfulness of prior processing.

To exercise any of these rights, email us at [email protected]. We will respond within 30 days. We may need to verify your identity. For EU/UK residents, see our GDPR page for more details. You also have the right to lodge a complaint with your local data protection authority.

10. Children's Privacy

Docuzina is not directed at children under the age of 16. We do not knowingly collect personal data from children. If you believe a child has provided us with their information, please contact us and we will promptly delete it.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by email or by a prominent notice on the platform before the changes take effect. The "Last updated" date at the top of this page reflects the most recent revision. Continued use of the Service after changes constitutes acceptance of the updated policy.

12. Contact Us

For privacy-related questions or to exercise your rights, contact our Privacy Team: