Last updated: September 28, 2026 — public AI Document Renamer and Inbox Follow-up Audit disclosures added; the audit’s optional recurring-email templates and its four follow-up emails described.
Who we are
DokuTrak is operated by GETTIN, a société par actions simplifiée unipersonnelle (SASU) with share capital of €1,000, whose registered office is at 229 rue Saint-Honoré, 75001 Paris, France, registered with the Paris Trade and Companies Register under SIREN 911 773 737 (RCS Paris), VAT number FR84911773737. GETTIN is the data controller for the processing described below. Contact: arthur@dokutrak.com. For security reports, email security@dokutrak.com.
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.
- Inbox Follow-up Audit (free tool): when you connect a Microsoft 365 mailbox, we read message headers (sender, recipients, date, conversation) of your Sent Items and Inbox for the last 90 days, through the Microsoft “Read user basic mail” permission, to build your report during that one request. We keep your email address, the report’s totals and the date, and add your address to our free-tools mailing list, which you can leave in one click. We use them to send you four follow-up emails over the nine days after the audit, through Resend; the link in each one stops the rest. We do not keep any email, header, or the names and addresses of the people you write to, and we do not keep access to your mailbox. If you tick the optional “recurring emails as templates” box before connecting, we additionally ask for the Microsoft “Read user mail” permission and read the subjects and bodies of your sent emails from those 90 days once, during that same request. Cloudflare Workers AI processes them to group the messages you send repeatedly into reusable templates. We remove names, email addresses, phone numbers, amounts and long numbers from every template, and drop a template we cannot clean. We keep the generated templates; we do not keep the emails they came from.
- 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.
AI First-Pass Review is off by default. A workspace admin can turn it on or off at any time in workspace settings; the change is recorded in the audit log. Missing or malformed AI settings default to human-only review.
Since July 9, 2026, AI First-Pass Review runs entirely on Cloudflare Workers AI — the same infrastructure provider that already stores uploaded documents (Cloudflare R2). Document text extraction and the review verdict both execute on Cloudflare’s inference platform. As of July 10, 2026, DokuTrak does not send first-pass review content to standalone AI API vendors such as Mistral, OpenRouter, OpenAI, or Anthropic. Cloudflare states in its Workers AI terms (last updated April 21, 2026) that customer inference inputs are not used to train or improve its models. Uploaded documents themselves are retained by DokuTrak under this policy’s retention terms.
DokuTrak does not send document content to PostHog, Sentry, or marketing analytics. Audit logs record AI actions using sanitized metadata, not raw document text.
Public AI Document Renamer
The public AI Document Renamer is optional and asks for your explicit consent before sending one PDF or image to Cloudflare Workers AI. It uses the file to suggest a document type and dates. DokuTrak processes the file in memory for that request and does not save it to customer document storage or to disk. The result contains suggested labels and dates, not extracted document text or personal identifiers. You can review and edit the proposed filename before downloading; the original file is left unchanged.
Subprocessors
Current subprocessors: Clerk for authentication, Stripe for billing, Resend for transactional email, Cloudflare for file storage (R2) and AI inference (Workers AI) for AI First-Pass Review and, after explicit consent, the public AI Document Renamer, Sentry for error monitoring, and PostHog Cloud EU for product analytics.
The current security and 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.
Clerk, Stripe, Resend, Sentry, and Google process data in the United States; Cloudflare operates globally. Where data is processed outside the EU/EEA, we rely on the EU-U.S. Data Privacy Framework where the provider is certified, and on standard contractual clauses otherwise. Customer documents are stored in Cloudflare R2 using the EU jurisdiction endpoint.
US tax professionals: your clients’ documents are stored in the EU (Cloudflare R2, EU endpoint) and administrative access to the service occurs from France. Disclosures of tax return information to service providers located outside the United States may require specific taxpayer consent under IRC §7216. Update any client consents that named our former AI providers (Mistral, OpenRouter).
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.
When a subscription or a trial ends, your documents stay downloadable until the deletion date: we email that date to the workspace owner, and send a reminder before it. The workspace — documents, requests, client details and templates — is then permanently deleted from our systems within 90 days of that end, backups included. Resubscribing before the deletion date cancels it. What outlives the deletion is the billing records we are legally required to hold, an emptied workspace record marking that it was deleted and when, and our append-only audit log together with our security and provider event logs. None of them contain document contents.
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.
If you are in the EU/EEA, you have the right to lodge a complaint with your local data protection authority. For France, this is the CNIL (www.cnil.fr).
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.
GA4 advertising features are always off. In the European Economic Area, the United Kingdom, Switzerland, and Canada, GA4 analytics runs only after you consent. Elsewhere it runs by default unless your browser sends a Global Privacy Control signal. You can give, refuse, or withdraw consent at any time with the Cookie settings link in the site footer; see the Cookie Policy.
Product analytics events do not include recipient details, document content, uploaded filenames, or message text.