DocsOrb UG (haftungsbeschränkt) (“DocsOrb”, “we”, “our”, “us”) is committed to being transparent about how we use Artificial Intelligence (AI) in our services. This policy explains exactly what data we process with AI, how it is handled, and your choices.
Who we are
DocsOrb UG (haftungsbeschränkt)
Haymannstraße 3
85764 Oberschleißheim
Germany
Registered at Amtsgericht München, HRB 302694
Email: sk@docsorb.com
We are the controller of your personal data.
What AI Features do:
Our AI features are designed to purely automate and help organize most of the mundane and boring tasks of organizing personal documents.
Organize lets you import photos from your phone and organizes into documents and folders.
Create lets you create a folder structure based on your input.
Extract key information from text within documents.
Suggest folder structures based on Moments you provide.
No AI actions run in the background without you triggering them.
What data we send to AI
We never send your images, scans, or entire documents to AI providers.
Instead:
We extract text only from your scans or documents when you use relevant features.
This text is sent securely to AI to generate suggestions or extract information.
AI providers and Data Protection
We use:
OpenAI to process extracted text for organizing and key information extraction.
We have a signed Data Processing Agreement (DPA) with OpenAI.
Privacy policy: https://openai.com/policies/row-privacy-policy/
We comply with GDPR and other applicable laws. Where data leaves the EU, it is protected via Standard Contractual Clauses.
How AI processing works
You upload or scan a document in DocsOrb.
When you choose an AI-powered action (e.g., “Extract Key Information” or “Organize”), the app extracts only text from the document.
The extracted text is sent securely to our AI provider.
AI processes the request and returns the result to your app.
We only store the result IF needed for the feature (e.g., your Key Information page).
Data Storage and Encryption
Your files and scans remain only on your device unless you use your own cloud storage (e.g., iCloud).
Metadata (e.g., Moment names, folder names) and AI results may be stored in our database to support syncing or features you use.
All data in our databases is encrypted. We cannot see your actual documents.
Key Information text is also encrypted now, and will be end-to-end encrypted in the next release.
Data Retention
AI providers may retain text data briefly (up to 30 days) for abuse monitoring and debugging.
We keep AI results (Key Information extraction) only for as long as you keep the document in your account.
You can delete AI results and related data anytime from the app.
Once you delete a document or a folder, ALL the data associated with it also gets deleted.
Scanned or Imported images will be deleted from your Files app, from DocsOrb but NOT from your Photos app from which they would've been originally sourced.
Deleting a Document will also delete the Key Information associated with it and there is no way for us to retrieve that information.
Your rights
Under GDPR, you can:
Access the AI-processed data we store.
Delete your AI-processed data and account.
Withdraw consent for AI processing.
You can do this in the app under Profile → Request my data or Delete my account.
Questions
If you have questions about this policy, email sk@docsorb.com.