Privacy Agreement

Documentum AI
Effective Date: 07/07/25
Last Updated: 07/07/25

1. Introduction

This Privacy Agreement ("Agreement") describes how [Your Company Name] ("we," "us," or "our") collects, uses, protects, and shares information when providing AI automation services to our clients ("you" or "Client"). Our services involve creating automated workflows using cloud infrastructure and integrating with your existing software systems to streamline your business processes.

2. Information We Collect

2.1 Client Data

  • Account Information: Company name, contact details, billing information, and authorized user credentials

  • System Integration Data: API keys, authentication tokens, and configuration settings for your existing software systems

  • Workflow Data: Process definitions, automation rules, triggers, and workflow configurations

  • Operational Data: Logs, performance metrics, error reports, and system usage statistics

2.2 Processed Data

Through our automation services, we may process:

  • Data flowing through automated workflows (including but not limited to customer records, transaction data, communications, and business documents)

  • System interaction logs and API call records

  • Performance and monitoring data from integrated applications

2.3 Technical Data

  • IP addresses, browser information, and device identifiers

  • Usage patterns and interaction data with our automation platform

  • System performance and diagnostic information

3. How We Use Your Information

3.1 Service Provision

  • Design, implement, and maintain automated workflows

  • Configure and optimize integrations with your existing software

  • Monitor system performance and troubleshoot issues

  • Provide technical support and maintenance services

3.2 Service Improvement

  • Analyze usage patterns to enhance our automation capabilities

  • Develop new features and improve existing functionality

  • Conduct quality assurance and testing (using anonymized data when possible)

3.3 Legal and Business Operations

  • Comply with legal obligations and respond to lawful requests

  • Protect our rights and prevent fraud or security breaches

  • Process billing and maintain business records

4. Data Security and Protection

4.1 Security Measures

We implement industry-standard security measures including:

  • Encryption of data in transit and at rest

  • Multi-factor authentication and access controls

  • Regular security audits and vulnerability assessments

  • Secure API management and credential storage

  • Network monitoring and intrusion detection systems

4.2 Access Controls

  • Access to client data is limited to authorized personnel who require it for service delivery

  • All access is logged and monitored

  • Regular review and revocation of access permissions

  • Background checks for personnel with data access

4.3 Cloud Infrastructure Security

  • We utilize secure cloud infrastructure with industry-standard security features and best practices

  • Workflow credentials are encrypted and stored securely within our cloud environment

  • Regular updates and security patches are applied to our cloud infrastructure and automation platforms

5. Data Sharing and Third Parties

5.1 Service Providers

We may share data with trusted third parties who assist in service delivery:

  • Cloud Infrastructure Providers: For automation platforms, hosting, and data storage

  • Monitoring and Analytics Tools: For system performance and security monitoring

  • Professional Services: Legal, accounting, and consulting services (under confidentiality agreements)

5.2 Integration Partners

Data may be shared with your authorized software systems as part of the automation workflows you've configured, including:

  • CRM systems, ERP platforms, communication tools, and other business applications

  • Third-party APIs and services specified in your automation workflows

5.3 Legal Requirements

We may disclose information when required by law, court order, or to protect our rights and safety.

6. Data Retention and Deletion

6.1 Retention Periods

  • Active Client Data: Retained for the duration of our service agreement

  • Workflow Logs: Retained for [30-90] days unless longer retention is required for troubleshooting

  • Backup Data: Maintained according to our backup and disaster recovery policies

  • Billing Records: Retained as required by applicable law and accounting standards

6.2 Data Deletion

Upon termination of services:

  • Client data will be securely deleted within [30-60] days

  • Backups containing client data will be purged according to our retention schedule

  • Aggregated, anonymized performance data may be retained for service improvement

7. Your Rights and Choices

7.1 Access and Control

You have the right to:

  • Access and review data we hold about your organization

  • Request corrections to inaccurate information

  • Request deletion of your data (subject to legal and contractual obligations)

  • Export your data in a machine-readable format

7.2 Workflow Control

  • You maintain control over which systems are integrated and what data flows through workflows

  • You can modify, pause, or terminate automated processes at any time

  • You can revoke API access and integration permissions

7.3 Data Processing Restrictions

You may request restrictions on how we process your data, subject to service limitations and legal requirements.

8. International Data Transfers

If you are located outside United Kingdom or Australia, your data may be transferred to and processed in [Your Country] or other countries where we or our service providers operate. We ensure appropriate safeguards are in place for such transfers, including:

  • Standard contractual clauses approved by relevant authorities

  • Adequacy decisions by applicable data protection authorities

  • Other legally recognized transfer mechanisms

9. Compliance

9.1 Regulatory Compliance

We comply with applicable privacy laws, including:

  • General Data Protection Regulation (GDPR) for EU clients

  • California Consumer Privacy Act (CCPA) for California residents

  • Other applicable state, federal, and international privacy regulations

9.2 Industry Standards

We adhere to relevant industry standards for data protection and security, including ISO 27001 principles and SOC 2 Type II controls where applicable.

10. Changes to This Agreement

We may update this Privacy Agreement periodically to reflect changes in our practices, technology, or legal requirements. We will:

  • Notify you of material changes via email or through our service platform

  • Provide [30] days' notice before changes take effect

  • Post the updated agreement on our website with the effective date

11. Contact Information

For questions about this Privacy Agreement or our privacy practices, please contact us:

Documentum AI
Privacy Officer
Email: info@documentum.help

12. Dispute Resolution

Any disputes related to this Privacy Agreement will be resolved according to the dispute resolution procedures outlined in your service agreement with us.

Acknowledgment: By engaging our services, you acknowledge that you have read, understood, and agree to this Privacy Agreement.

This Privacy Agreement is part of and incorporated into our Master Service Agreement. In case of conflicts between this Privacy Agreement and the Master Service Agreement, the terms of this Privacy Agreement shall prevail regarding privacy and data protection matters.