Legal

Privacy Policy

DokuTrak handles confidential client documents. This policy explains what we collect, why we process it, which subprocessors help us operate the service, and how firms can manage client data.

Last updated: June 25, 2026

Who we are

DokuTrak is operated from Paris, France. Contact: [email protected]. For security reports, email [email protected].

Roles

For workspace account data, billing data, product analytics, and support communications, DokuTrak acts as controller. For documents and client information uploaded through a firm’s secure upload link, the firm is the controller and DokuTrak acts as processor/service provider.

Data we process

  • Account data: name, email, organization, role, authentication IDs.
  • Billing data: plan, subscription status, Stripe customer and invoice references.
  • Document-request data: recipient email/name, requested document labels, messages, reminders, and request status.
  • Uploaded files and related metadata: filename, file type, size, storage key, upload timestamp, AI flag state, and audit events.
  • Security data: IP address, browser/device details, rate-limit signals, audit-log metadata, and error/debug context.
  • Analytics data: product usage events and marketing-site traffic events. We do not include document content, uploaded filenames, recipient message text, or client document fields in analytics events.

AI First-Pass Review

AI First-Pass Review is assistive. It may flag likely wrong, unreadable, incomplete, expired, or suspicious documents, but it does not make final approval decisions. Your firm remains responsible for reviewing and accepting or rejecting documents.

Cloud AI processing is disabled unless the organization chooses to enable AI processing and accepts the AI disclosure during onboarding or in workspace settings. Missing or malformed AI settings default to human-only review.

The default cloud AI chain uses Mistral OCR for document text extraction and OpenRouter for the verdict-model route. A Cloudflare Workers AI verdict path is being evaluated. If selected, Mistral OCR still receives the original document for OCR, while Cloudflare receives OCR text and request context for the verdict stage.

DokuTrak does not send document content to PostHog, Sentry, or marketing analytics. Audit logs record AI actions using sanitized metadata, not raw document text.

Subprocessors

We use Clerk for authentication, Stripe for billing, Resend for transactional email, Cloudflare R2 for file storage, Sentry for error monitoring, PostHog Cloud EU for product analytics, and, when cloud AI is enabled, Mistral OCR plus the selected verdict provider. The current security/subprocessor posture is documented at /security.

Legal bases and EU/EEA users

For EU/EEA users, we process account, billing, and service data to perform the contract, protect the service, comply with legal obligations, and improve the product where we have a legitimate interest or consent. Firms using DokuTrak with their own clients are responsible for having a lawful basis and required notices for the client documents they request and upload.

Some subprocessors may process data outside the EU/EEA. Where required, we rely on applicable contractual safeguards such as standard contractual clauses and provider data-processing terms.

Retention and deletion

Workspace data and documents are retained while the workspace is active and as needed for legal, security, billing, backup, and abuse-prevention purposes. Firms can request export or deletion by contacting us. Audit logs are append-only and may be retained longer where needed for security, billing, and legal records.

Your rights

Depending on your location, you may request access, correction, deletion, portability, restriction, objection, or withdrawal of consent. If you uploaded documents to a firm’s DokuTrak link, contact that firm first because it controls the request. You can also email us and we will route the request appropriately.

Analytics

DokuTrak uses PostHog Cloud EU for product analytics inside the app. We use account identifiers such as your Clerk user ID, email address, name, and signup attribution to understand activation and improve the product.

On the public marketing site (not the app), we use Google Analytics (GA4) and Plausible to measure traffic and traffic sources in aggregate. Google Analytics is provided by Google LLC and may transfer data outside the EU; it is used for site-traffic measurement only, never to profile your clients or track document content.

Product analytics events do not include recipient details, document content, uploaded filenames, or message text.