Privacy

Last Updated: February 11, 2026

Who We Are and What This Policy Covers

At paperwork.bot, we develop and publish products and services designed to help businesses automate and manage their document workflows, data processing, and related business operations.

This Privacy Policy applies to information that we collect about you when you use:

Our websites (including paperwork.bot);
Our applications and platform services;
Our APIs and integrations.

This Privacy Policy also applies to information we collect when you apply for a job at paperwork.bot or one of its affiliates. Throughout this Privacy Policy we'll refer to our websites, applications, and other products and services collectively as "Services."

Information We Collect

We only collect information about you if we have a reason to do so — for example, to provide our Services, to communicate with you, or to make our Services better. We collect this information from three sources: if and when you provide information to us, automatically through operating our Services, and from outside sources. Let's go over the information that we collect.

Information You Provide to Us

It's probably no surprise that we collect information that you provide to us directly. Here are some examples:

Basic account information: We ask for basic information from you in order to set up your account. For example, we require individuals who sign up for a paperwork.bot account to provide an email address, name, and password. You may provide us with more information — like your phone number, job title, company name, and other information — but we don't require that information to create a paperwork.bot account. This information may be provided by a third-party sign-on provider such as Google or Apple.
Payment and contact information: If you purchase a subscription or paid plan, you'll provide personal and payment information like your name, credit card information, and contact information. We also keep a record of the purchases you've made.
Business and contact data: Our Services allow you to create and manage contacts, business records, and related data. This may include names, email addresses, phone numbers, mailing addresses, company information, and any other data you choose to enter or upload.
Documents and files: You may upload documents, files, images, and other content to our Services for processing. This may include the content of those files, metadata, and any data extracted from them.
Communications with us: You may provide us with information when you respond to surveys, communicate with our team about a support question, or sign up for a newsletter. When you communicate with us via form, email, phone, or otherwise, we store a copy of our communications (including any call recordings as permitted by applicable law).
Credentials and integrations: Depending on the Services you use, you may provide us with access credentials for third-party services (such as file transfer services or external databases) to enable integrations with paperwork.bot.
Job applicant information: You may provide us with information like your name, contact information, resume or CV, and work authorization verification as part of the application process.

Information We Collect Automatically

We also collect some information automatically:

Log information: Like most online service providers, we collect information that web browsers, mobile devices, and servers typically make available, including the browser type, IP address, unique device identifiers, language preference, referring site, the date and time of access, operating system, and mobile network information.
Usage information: We collect information about your usage of our Services, including actions you perform within your account (such as creating or updating records), session duration, and feature usage. We use this information to provide our Services, understand how they are used, and improve them.
Authentication information: We record sign-in activity including timestamps, IP addresses, and sign-in counts to protect the security of your account and detect unauthorized access.
Location information: We may determine the approximate location of your device from your IP address. We collect and use this information to, for example, deliver content from a closer server location or comply with applicable laws.
Information from cookies & other technologies: A cookie is a string of information that a website stores on a visitor's computer, and that the visitor's browser provides to the website each time the visitor returns. paperwork.bot uses cookies to help us identify and track visitors, maintain user sessions, and ensure our Services function properly. For more information about our use of cookies, please see our Cookie Policy.

Information We Collect from Other Sources

We may also get information about you from other sources. For example:

If you create or log in to your paperwork.bot account through another service (like Google or Apple), we'll receive information from that service (e.g., your email address, name, and profile picture) via the authorization procedures for that service.
If you or your organization sends documents or data to our Services via email, file transfer, or API integration, we collect the content and metadata of those transmissions.

How and Why We Use Information

Purposes for Using Information

We use information about you for the purposes listed below:

To provide our Services. For example, to set up and maintain your account, process your documents and data, manage your workflows, provide customer service, process payments and orders, and verify user information.
To process data using artificial intelligence. Our Services use artificial intelligence and machine learning to power features such as document extraction, data analysis, content generation, search, and workflow automation. When you use these features, relevant data from your account (such as document content, metadata, and contextual information) may be processed by third-party AI service providers on our behalf. These providers are contractually prohibited from using your data to train their models. We retain logs of AI interactions (including usage metrics) for billing, debugging, and service improvement purposes.
To ensure quality, maintain safety, and improve our Services. For example, by monitoring and analyzing how users interact with our Services so we can create new features, improve performance, and ensure reliability. We use error monitoring and performance tracking services to identify and resolve issues.
To market our Services and measure, gauge, and improve the effectiveness of our marketing. For example, by targeting our marketing messages to groups of our users, analyzing the results of our marketing campaigns, and understanding user retention.
To protect our Services, our users, and the public. For example, by detecting security incidents; detecting and protecting against malicious, deceptive, fraudulent, or illegal activity; fighting spam; complying with our legal obligations; and protecting the rights and property of paperwork.bot and others.
To fix problems with our Services. For example, by monitoring, debugging, repairing, and preventing issues.
To customize the user experience. For example, to personalize your experience by serving you relevant notifications for our Services.
To communicate with you. For example, by emailing you to ask for your feedback, share tips for getting the most out of our products, or keep you up to date on paperwork.bot. If you don't want to hear from us, you can opt out of marketing communications at any time. (If you opt out, we'll still send you important updates relating to your account.)
To recruit and hire new contributors. For example, by evaluating job applicants and communicating with them.

Legal Bases for Collecting and Using Information

A note here for those in the European Union about our legal grounds for processing information about you under EU data protection laws, which is that our use of your information is based on the grounds that: (1) The use is necessary in order to fulfill our commitments to you under the applicable terms of service or other agreements with you or is necessary to administer your account — for example, in order to enable access to our Services or charge you for a paid plan; or (2) The use is necessary for compliance with a legal obligation; or (3) The use is necessary in order to protect your vital interests or those of another person; or (4) We have a legitimate interest in using your information — for example, to provide and update our Services; to improve our Services so that we can offer you an even better user experience; to safeguard our Services; to communicate with you; to measure, gauge, and improve the effectiveness of our marketing; and to understand our user retention and attrition; to monitor and prevent any problems with our Services; and to personalize your experience; or (5) You have given us your consent — for example before we place certain cookies on your device and access and analyze them later on, as described in our Cookie Policy.

Sharing Information

How We Share Information

We share information about you in limited circumstances, and with appropriate safeguards on your privacy. These are spelled out below:

Subsidiaries and independent contractors: We may disclose information about you to our subsidiaries and independent contractors who need the information to help us provide our Services or process the information on our behalf. We require our subsidiaries and independent contractors to follow this Privacy Policy for any personal information that we share with them.
Third-party service providers: We may share information about you with third-party vendors who need the information in order to provide their services to us, or to provide their services to you. This includes vendors that help us provide our Services to you (like cloud hosting and storage providers, payment processors, AI and machine learning service providers, search infrastructure providers, error monitoring and performance tracking services, email delivery services that help us stay in touch with you, customer support services that help us communicate with you, and security services such as bot detection and fraud prevention); those that assist us with our marketing efforts; those that help us understand and enhance our Services (like usage analytics); and those that make tools to help us run our operations. We require vendors to agree to privacy commitments in order to share information with them.
Legal and regulatory requirements: We may disclose information about you in response to a subpoena, court order, or other governmental request.
To protect rights, property, and others: We may disclose information about you when we believe in good faith that disclosure is reasonably necessary to protect the property or rights of paperwork.bot, third parties, or the public at large.
Business transfers: In connection with any merger, sale of company assets, or acquisition of all or a portion of our business by another company, or in the unlikely event that paperwork.bot goes out of business or enters bankruptcy, user information would likely be one of the assets that is transferred or acquired by a third party. If any of these events were to happen, this Privacy Policy would continue to apply to your information and the party receiving your information may continue to use your information, but only consistent with this Privacy Policy.
With your consent: We may share and disclose information with your consent or at your direction. For example, we may share your information with third parties when you authorize us to do so, such as when you configure an integration with an external service.
Aggregated or de-identified information: We may share information that has been aggregated or de-identified, so that it can no longer reasonably be used to identify you. For instance, we may publish aggregate statistics about the use of our Services.
Published support requests: If you send us a request for assistance (for example, via a support email or one of our other feedback mechanisms), we reserve the right to publish that request in order to clarify or respond to your request, or to help us support other users.

We have a long-standing policy that we do not sell our users' data. We aren't a data broker, we don't sell your personal information to data brokers, and we don't sell your information to other companies that want to spam you with marketing emails.

How Long We Keep Information

We generally discard information about you when it's no longer needed for the purposes for which we collect and use it — described in the section above on How and Why We Use Information — and we're not legally required to keep it.

Account data: We retain your account information for as long as your account is active and for a reasonable period thereafter in case you decide to reactivate. If you request account deletion, we will delete or anonymize your personal data within a reasonable timeframe, subject to our legal obligations.
Documents and uploaded files: Documents and files you upload are retained for as long as your account is active or as needed to provide the Services. Upon account deletion, uploaded files are queued for permanent removal from our storage systems.
Log and usage data: We retain server logs and usage data for a limited period (typically no more than 90 days) for security, debugging, and performance analysis purposes.
AI interaction data: Logs of AI processing activity (such as usage metrics and model interactions) are retained for billing and service improvement purposes and are periodically purged.
Backup data: Residual copies of your data may persist in our backup systems for a limited period after deletion, but will not be actively used or accessed except for disaster recovery purposes.

Security

While no online service is 100% secure, we work very hard to protect information about you against unauthorized access, use, alteration, or destruction, and take reasonable measures to do so. These measures include:

Encrypting data in transit using TLS/SSL.
Hashing passwords using industry-standard algorithms.
Encrypting sensitive credentials at rest.
Enforcing a strict Content Security Policy to protect against cross-site attacks.
Monitoring our Services for potential vulnerabilities and attacks using error tracking and performance monitoring tools.
Requiring email confirmation for new accounts and supporting account lockout after failed authentication attempts.

Choices

You have several choices available when it comes to information about you:

Limit the information that you provide: If you have an account with us, you can choose not to provide optional account information, profile information, and transaction and billing information. Please keep in mind that if you do not provide this information, certain features of our Services may not be accessible.
Opt out of marketing communications: You may opt out of receiving promotional communications from us. Just follow the instructions in those communications or let us know. If you opt out of promotional communications, we may still send you other communications, like those about your account and legal notices.
Set your browser to reject cookies: You can usually choose to set your browser to remove or reject browser cookies before using paperwork.bot's websites, with the drawback that certain features of paperwork.bot's websites may not function properly without the aid of cookies.
Request deletion of your data: You can request that we delete your personal data by contacting us at support@paperwork.bot. We will process your request in accordance with applicable law. Please note that we may need to retain certain information for legal, billing, or legitimate business purposes.
Close your account: You can close your account if you no longer want to use our Services. Please keep in mind that we may continue to retain certain information after closing your account, as described in How Long We Keep Information above — for example, when that information is reasonably needed to comply with (or demonstrate our compliance with) legal obligations such as law enforcement requests, or reasonably needed for our legitimate business interests.

Your Rights

If you are located in certain parts of the world, including California and countries that fall under the scope of the European General Data Protection Regulation (aka the "GDPR"), you may have certain rights regarding your personal information, like the right to request access to or deletion of your data.

European General Data Protection Regulation (GDPR)

If you are located in a country that falls under the scope of the GDPR, data protection laws give you certain rights with respect to your personal data, subject to any exemptions provided by the law, including the rights to:

Request access to your personal data;
Request correction or deletion of your personal data;
Object to our use and processing of your personal data;
Request that we limit our use and processing of your personal data; and
Request portability of your personal data.

You also have the right to make a complaint to a government supervisory authority.

California Consumer Privacy Act (CCPA)

The California Consumer Privacy Act ("CCPA") requires us to provide California residents with some additional information about the categories of personal information we collect and share, where we get that personal information, and how and why we use it. The CCPA also requires us to provide a list of the "categories" of personal information we collect, as that term is defined in the law, so, here it is. In the last 12 months, we collected the following categories of personal information from California residents, depending on the Services used:

Identifiers (like your name, contact information, and device and online identifiers);
Commercial information (your billing information and purchase history, for example);
Characteristics protected by law (for example, you might provide your gender as part of a research survey for us);
Internet or other electronic network activity information (such as your usage of our Services, like the actions you take as a user of paperwork.bot);
Geolocation data (such as your location based on your IP address);
Audio, electronic, visual or similar information (such as your profile picture, if you uploaded one);
Professional or employment-related information (for example, your company and team information if you are a paperwork.bot user, or information you provide in a job application); and
Inferences we make (such as likelihood of retention or attrition).

You can find more information about what we collect and sources of that information in the "Information We Collect section" above. We collect personal information for the business and commercial purposes described in the "How and Why We Use Information section". And we share this information with the categories of third parties described in the "Sharing Information section". If you are a California resident, you have additional rights under the CCPA, subject to any exemptions provided by the law, including the right to:

Request to know the categories of personal information we collect, the categories of business or commercial purpose for collecting and using it, the categories of sources from which the information came, the categories of third parties we share it with, and the specific pieces of information we collect about you;
Request deletion of personal information we collect or maintain;
Opt out of any sale of personal information; and
Not receive discriminatory treatment for exercising your rights under the CCPA.

Contacting Us About These Rights

You can usually access, correct, or delete your personal data using your account settings and tools that we offer, but if you aren't able to or you'd like to contact us about one of the other rights, scroll down to "How to Reach Us" to find out how to reach us. When you contact us about one of your rights under this section, we'll need to verify that you are the right person before we disclose or delete anything. For example, if you are a user, we will need you to contact us from the email address associated with your account. You can also designate an authorized agent to make a request on your behalf by giving us written authorization. We may still require you to verify your identity with us.

Controllers and Responsible Companies

Kaytos, LLC, a Delaware limited liability company, is the controller of your personal information, which means Kaytos, LLC is the company responsible for processing that information, based on the particular service and the location of the individual using our Services.

How to Reach Us

If you have a question about this Privacy Policy, or you would like to contact us about any of the rights mentioned in the "Your Rights" section above, please contact us via email.

Other Things You Should Know

Transferring Information

Because paperwork.bot's Services are offered worldwide, the information about you that we process when you use the Services in the EU may be used, stored, and/or accessed by individuals operating outside the European Economic Area (EEA) who work for us, other members of our group of companies, or third-party data processors. This is required for the purposes listed in the "How and Why We Use Information" section above. When providing information about you to entities outside the EEA, we will take appropriate measures to ensure that the recipient protects your personal information adequately in accordance with this Privacy Policy as required by applicable law. These measures include entering into European Commission approved standard contractual arrangements with entities based in countries outside the EEA. You can ask us for more information about the steps we take to protect your personal information when transferring it from the EU.

Privacy Policy Changes

Although most changes are likely to be minor, paperwork.bot may change its Privacy Policy from time to time. paperwork.bot encourages visitors to frequently check this page for any changes to its Privacy Policy. If we make changes, we will notify you by revising the "Last Updated" date at the top of this policy, and, in some cases, we may provide additional notice via email. Your further use of the Services after a change to our Privacy Policy will be subject to the updated policy.