Privacy Policy

1. Scope and who we are

Veil Docs, a [STATE] [ENTITY TYPE, e.g. limited liability company] at [ADDRESS] ("Veil", "we", "us"), is responsible for the personal information described in this policy. It applies to our website, your Veil account and the Veil desktop app (together, the "Services").

It does not apply to third-party services you choose to use with Veil, such as an AI provider or a sign-in provider, which are governed by their own policies. By using the Services you acknowledge this policy. It forms part of our Terms of Service.

2. The Veil app

Veil is designed so that we don't need your documents. Opening, text recognition, detection of sensitive information, redaction, review, form filling, signing and export are performed locally on your device.

• Documents and their contents are not transmitted to us by the app.
• Profiles, saved signatures and digital IDs are stored on your device, encrypted with AES-256, with the key held by your operating system's credential store.
• Settings, rules, allow lists and pseudonym tables are stored on your device.
• No analytics or crash reporting. The app does not send usage statistics, crash reports or advertising identifiers to us.

Because this information stays on your device, you control it and are responsible for securing your device and backups. We can't access, recover or delete it for you.

When the app connects to the internet

• License activation and checks. When you sign in from the app, and periodically afterwards, it verifies your license with our servers. It sends your account token, a randomly generated installation identifier, the device name and operating system, and the app version. It does not send document contents, file names or redaction results.
• Third-party services you enable, such as the AI assistant (section 3).

If we add a feature that sends any other information from the app, we will update this policy before releasing it and, where required, ask for your consent.

3. AI assistant

The assistant is optional and off until you connect it. When you use it, the app sends requests directly from your device to the provider you choose (for example OpenAI, Anthropic or OpenRouter), using your own account or API key. These requests do not pass through our servers and we do not receive their contents.

• By default, document text is redacted on your device before it is sent, with placeholders such as [PERSON_1]. Automatic redaction can miss information; see our Terms.
• Values typed into form fields and profile values are not sent.
• If you choose "Allow full text" for a document, its unredacted text is sent to your provider until you close the document. You are responsible for that choice.

For information you send to an AI provider, you and that provider determine how it is processed under your agreement with them. We are not a party to that agreement and are not responsible for the provider's practices. API keys and sign-in tokens are stored encrypted on your device.

4. What we collect

We do not receive full payment card numbers; they are handled by Stripe. We never receive your passwords for Google, Microsoft, Apple or OpenAI. We use PostHog to understand how our public website is used, such as which pages are visited and which buttons are clicked. It runs without cookies or browser storage, masks the text on the page, does not record sessions, and respects your browser's Do Not Track setting. It does not run on the sign-in or account pages, or in the Veil app.

Cookies

Our website uses only cookies and similar storage that are strictly necessary to sign you in, keep you signed in, protect forms from abuse and remember your preferences. We do not use advertising or cross-site tracking cookies. If that changes, we will update this policy and ask for consent where required.

5. How we use it

• To provide the Services: create and manage your account, issue and verify licenses, deliver downloads and updates (contract).
• Payments: process purchases, subscriptions, refunds and invoices (contract; legal obligation).
• Support and communications: answer requests and send account, security, billing and policy notices (contract; legitimate interests).
• Newsletter and product news: only if you opt in; unsubscribe at any time (consent).
• Security and integrity: prevent fraud, license abuse and attacks; enforce our Terms (legitimate interests).
• Improving the website: using website analytics to see which pages and features people use (legitimate interests).
• Legal: tax, accounting, responding to lawful requests and protecting our rights (legal obligation; legitimate interests).

The legal bases in brackets apply where the GDPR or UK GDPR applies. We do not use your information for targeted advertising, do not sell it, and do not make decisions about you based solely on automated processing that produce legal or similarly significant effects.

6. Who we share with

We share personal information only as follows:

• Service providers who process it on our behalf under contracts requiring confidentiality and appropriate safeguards: payment processing (Stripe), hosting and databases (Cloudflare), email delivery (Amazon Web Services) and website analytics (PostHog).
• Sign-in providers you choose, to the extent needed to authenticate you.
• Your organization, if your seat is part of a Team plan: the administrator can see your name, email, activation status and devices.
• Legal and safety: when we believe in good faith it is required by law, court order or legal process, or necessary to protect the rights, property or safety of Veil, our users or others, or to enforce our Terms.
• Business transfers: in connection with a merger, acquisition, financing, reorganization or sale of assets, subject to this policy's protections.
• With your consent or at your direction.

7. Information about others

Please don't send us documents, screenshots or other material containing other people's personal information, health information or confidential data, including in support requests. We don't need it to help you. If you send it anyway, you confirm you are allowed to, and we may delete it without review.

8. Health information

Veil processes documents locally and does not receive protected health information through the app. We are not a "covered entity" or "business associate" under HIPAA in connection with the app, and we do not enter into business associate agreements for it. If you are subject to HIPAA, you are responsible for how you use Veil and any third-party AI provider with health information, including whether you have the agreements you need with that provider.

9. Retention

• Account, license and device information: for as long as your account is open, then deleted or anonymized within 90 days, except as below.
• Purchase and tax records: as long as required by law (generally up to 7 years).
• Support communications: up to 3 years after the last message.
• Website and security logs: up to 90 days, unless needed to investigate abuse.
• Information we must keep to resolve disputes, enforce agreements or comply with law: for as long as necessary for those purposes.

10. Security

We use reasonable administrative, technical and physical safeguards designed to protect the personal information we hold, including encryption in transit. No method of transmission or storage is completely secure, and we cannot guarantee absolute security. You are responsible for keeping your devices, accounts and sign-in credentials secure. If a security incident affects your personal information, we will notify you and authorities as required by law.

11. Your rights

Depending on where you live, you may have the right to access, correct, delete or receive a copy of your personal information, to restrict or object to certain processing, and to withdraw consent at any time (without affecting processing before withdrawal). Residents of the EU, EEA and UK may also complain to their local data protection authority.

To make a request, email [privacy@yourdomain.com] or use account settings. We will verify your identity before acting, usually by confirming control of your account email, and respond within the time required by applicable law. We may decline requests where the law allows, for example where we must keep information for legal reasons. Information stored only on your device is under your control; we cannot access or delete it.

12. US state privacy rights

If you live in California or another US state with a comprehensive privacy law, you may have the right to know what personal information we collect, use and disclose; to access, correct and delete it; and to opt out of its sale, sharing for cross-context behavioral advertising, and certain profiling.

• We collect the categories listed in section 4 for the purposes in section 5 and disclose them to the recipients in section 6.
• We do not sell personal information and do not share it for cross-context behavioral advertising, and have not done so in the past 12 months.
• We do not use or disclose sensitive personal information for purposes that would give you a right to limit it.
• You may use an authorized agent, who must provide proof of authorization. We will not discriminate against you for exercising your rights.
• If we deny your request, you may appeal by replying to our decision; we will respond within the time required by law.

13. Do Not Track and Global Privacy Control

Because we don't track you across sites or sell or share personal information for advertising, there is nothing for these signals to opt you out of. We nonetheless treat a Global Privacy Control signal as a valid opt-out request where the law requires it.

14. International transfers

We are based in [COUNTRY], and our service providers may process information in other countries. Where required, we protect transfers with appropriate safeguards, such as the European Commission's standard contractual clauses and the UK addendum.

15. Children

The Services are intended for adults and professional use and are not directed to children under 16. We do not knowingly collect personal information from children under 16. If you believe a child has given us personal information, contact us and we will delete it.

16. Changes

We may update this policy from time to time. We will post the updated version with a new date and, for material changes, notify account holders by email or in the Services before the changes take effect. Where the law requires consent for a change, we will ask for it.

17. Contact

Veil Docs, [ADDRESS]. Email: [privacy@yourdomain.com]. You can also use our contact page. [If you have EU/UK users and no establishment there: name your EU and UK representatives here.]