Privacy Policy

This policy explains what data CustDoc.AI ("we", "us") collects, how we use it, and the choices you have. It applies to the CustDoc.AI application and website at custdoc.ai.

1. Data we collect

• Account data — your name and email address from Google sign-in, your role, and sign-in timestamps.
• Operational data — the shipment manifests, invoice documents, declarations, reference data and settings your organization processes in the app.
• Audit data — a log of actions taken in the app (who approved, exported, edited what, and when), kept for accountability and troubleshooting.
• Website inquiries — information you submit through our application or contact forms.

2. Google user data

With your organization's authorization, the Service connects to Google Drive using Google OAuth. We access only the folders involved in your customs workflow: we read invoice PDF files from your configured folders and write generated export files (XML declarations and copies of invoices into compliance subfolders) back to them. Google OAuth refresh tokens are stored encrypted (AES-256-GCM).

CustDoc.AI's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. We do not use Google user data for advertising, do not sell it, and do not allow humans to read it except with your permission, for security purposes, or as required by law.

3. How we use data

• To provide the Service: reading invoices, generating declarations, filing exports.
• Invoice content is sent to our AI provider (Anthropic) via API solely to extract items and suggest classifications. Per Anthropic's API terms, API data is not used to train their models.
• To secure and improve the Service (audit logs, error monitoring).
• To respond to inquiries you send us.

4. What we never do

• We do not sell personal data.
• We do not use your data to train AI models.
• We do not show advertising.

5. Service providers

We use a small set of subprocessors to run the Service: Render (application and database hosting), Google (authentication and Drive integration), Anthropic (AI document processing), and Cloudflare (domain and DNS). Each receives only the data needed for its function.

6. Security

All traffic is encrypted in transit (TLS, HSTS). OAuth tokens are encrypted at rest. Access to production systems is restricted. Sessions use secure, HttpOnly cookies. Every account action is audit-logged.

7. Retention and deletion

Operational data is retained while your organization has an active account, because customs records are long-lived by nature. Upon written request after account closure, we delete your organization's data within 30 days, except where law requires retention. You may revoke the Service's Google Drive access at any time from the app's settings or your Google account security page.

8. Your rights

You may request access to, correction of, or deletion of your personal data by contacting us. If you are in a jurisdiction with specific data-protection rights, we honor requests consistent with applicable law.

9. Changes

We will post updates to this policy on this page and update the date above. Material changes will be communicated to account administrators.

10. Contact

Privacy questions: use the contact form.