AI Data Processing Policy

Version 2.0 | Last Updated: Mar 11, 2026

Summary

DocsOrb uses AI to help customers draft policy content and generate policy overviews and key points. When a user triggers an AI feature, DocsOrb may process the prompts, policy text, and related context needed to produce that result, and may store the output where the feature requires it.

Key Points

AI is tied to policy workflowsThe current product uses AI to help create policy drafts and to generate policy summaries and key points from policy content.
Relevant policy text may be processedIf a feature needs policy or document text to work, DocsOrb may send the necessary text and context to its AI stack rather than only simple metadata.
Outputs can be stored in the workspaceGenerated drafts, overviews, key points, and related usage records may be stored when that is part of the feature or needed for operations.
Human review is still requiredAI helps accelerate policy work, but the final responsibility for legal accuracy, publication, and compliance decisions remains with the customer.

DocsOrb UG (haftungsbeschränkt) ("DocsOrb", "we", "our", "us") uses artificial intelligence to help customers create and understand policies faster. This policy explains what AI features do, what data may be processed for those features, and what safeguards and limits apply.

Who we are

DocsOrb UG (haftungsbeschränkt)
Haymannstraße 3, 85764 Oberschleißheim, Germany
Registered at Amtsgericht München, HRB 302694
Email: sk@docsorb.com

What AI features do

AI features in DocsOrb may be used to:

  • Generate draft policy content from prompts or structured inputs
  • Produce policy overviews and key points from policy text
  • Help transform or refine policy wording inside DocsOrb workflows
  • Support future AI-based policy assistance features as they are made available

AI actions are user-triggered product features. They are intended to assist with drafting and comprehension, not replace legal or compliance review.

What data may be sent to AI systems

When a user invokes an AI feature, DocsOrb may process the content reasonably needed for that feature, which can include:

  • User prompts, instructions, or selected options
  • Policy text or document text attached to a policy
  • Policy metadata, such as title, category, version, or other context needed to produce a useful result

Depending on the feature, this may involve excerpts of a policy or larger sections of the text where that is necessary to create a draft, summary, or key points.

How AI processing works

  1. A user triggers an AI-assisted action inside DocsOrb.
  2. DocsOrb prepares the relevant prompt, policy text, and contextual data required for that request.
  3. That input is sent through DocsOrb's AI infrastructure to the model or provider used for the feature.
  4. DocsOrb receives the output and displays it to the user.
  5. If the feature is designed to persist the result, DocsOrb stores the generated output in the relevant workspace record.

AI providers and safeguards

DocsOrb uses AI infrastructure and third-party model providers to power these features. Providers may change over time as the product evolves.

We aim to use providers suitable for business use and apply appropriate contractual, technical, and organisational safeguards where required by law, including international transfer safeguards where applicable.

What is stored

DocsOrb may store AI inputs, outputs, or usage records when needed to provide the feature, support the workspace history, enforce usage limits, troubleshoot issues, or maintain auditability. This can include generated policy drafts, summaries, key points, and AI usage logs.

What AI does not guarantee

AI output can be incomplete, outdated, biased, or wrong. It should be reviewed by a human before publication, employee distribution, acknowledgment, or reliance for legal or compliance purposes.

Retention and deletion

AI-related data is retained for as long as needed to provide the feature and operate the service, subject to our broader retention practices and legal obligations. Deleting or updating the related workspace content may also remove or replace associated AI outputs, depending on the feature.

Your rights

Any personal data processed in connection with AI features remains subject to the rights and protections described in our Privacy Policy. You can contact us at sk@docsorb.com regarding access, correction, deletion, or other privacy-related requests.

Changes to this policy

We may update this AI Data Processing Policy from time to time. The most current version will be published on this page with the updated date.