BrightDocs Privacy Policy

Effective Date: September 20, 2026

BrightDocs respects the privacy of our website visitors, prospective customers, customers, and authorized users. This Privacy Policy explains what information we collect, how we use and protect it, when we may disclose it, and the choices available to you.

BrightDocs is a sole proprietorship owned and operated by Greg Taylor in Arkansas. In this Privacy Policy, “BrightDocs,” “we,” “us,” and “our” refer to BrightDocs and Greg Taylor.

1. Scope of This Privacy Policy

This Privacy Policy applies when you:

• Visit or interact with the BrightDocs website
• Submit a contact form or communicate with BrightDocs
• Request information, a demonstration, or a proposal
• Purchase or use BrightDocs Services
• Access a BrightDocs Knowledge Hub or AI knowledge assistant
• Act as an authorized user, administrator, or representative of a BrightDocs customer
• Interact with BrightDocs for support, billing, onboarding, maintenance, or other business purposes

This Privacy Policy does not govern third-party websites or services that maintain their own privacy policies.

A proposal, order form, service agreement, data-processing agreement, confidentiality agreement, or other written agreement may contain additional privacy or security terms. If a separately signed agreement conflicts with this Privacy Policy, the signed agreement controls for that conflict.

2. BrightDocs’ Role

BrightDocs may process information in two different roles.

Information BrightDocs Controls

BrightDocs determines how and why certain information is processed when you visit our website, contact us, request a demonstration, purchase Services, or communicate with us about our business.

Examples include contact information, website analytics, billing records, and communications with BrightDocs.

Information Processed for Customers

When a customer provides or authorizes company documents, user information, questions, or other content for use within the Services, the customer generally determines why that information is processed.

In those situations, BrightDocs acts as a service provider or processor on behalf of the customer. The customer remains responsible for deciding:

• Which information is approved for use
• Who may access the information
• Whether the customer has authority to provide it
• How its employees and other users are informed about the processing
• Which legal or regulatory requirements apply to the customer

If you use BrightDocs through your employer or another organization, questions about that organization’s privacy practices should generally be directed to the organization.

3. Information We Collect

The information we collect depends on how you interact with BrightDocs.

Information You Provide Directly

We may collect information that you voluntarily provide, including:

• Name
• Business email address
• Telephone number, if provided
• Company name
• Job title or professional role
• Contact-form messages
• Demonstration or proposal requests
• Account and authorized-user information
• Billing and transaction information
• Support questions and service communications
• Feedback, survey responses, and other correspondence

Payment-card details may be collected and processed directly by our payment provider. BrightDocs generally does not receive or store complete payment-card numbers.

Customer Business Information

Customers may provide or authorize BrightDocs to process:

• Company documents and files
• Policies, procedures, manuals, and internal guidance
• Operational, sales, marketing, human-resources, or other business information
• Information from approved shared folders or connected sources
• Knowledge Hub content and metadata
• User questions and prompts
• AI-generated answers and citations
• Customer instructions, configurations, and preferences
• Document-processing and retrieval records
• Testing, quality, and support information

We refer to this information collectively as “Customer Business Information.”

Customer Business Information may contain personal information if the customer includes personal information within its approved sources. Customers should provide only information they are authorized to use and that is appropriate for the Services.

Information Collected Automatically

When you visit our website or use the Services, we and our service providers may automatically collect:

• Internet Protocol address
• Browser and device type
• Operating system
• Referring and exit pages
• Pages viewed
• Date and time of access
• Approximate geographic region derived from an IP address
• Cookie and analytics identifiers
• Login, session, and authentication records
• Feature usage and interaction data
• Error, performance, and security logs

Information From Connected Sources

If a customer authorizes BrightDocs to connect with a document repository, shared drive, website, business application, or other source, we may receive information from that source according to the customer’s instructions and the permissions granted.

The customer is responsible for ensuring that it has authority to connect the source and provide the information.

4. How We Use Information

BrightDocs may use information to:

• Respond to questions and contact requests
• Provide demonstrations, proposals, and customer support
• Create and administer customer accounts
• Authenticate users and manage authorized access
• Configure and operate Knowledge Hubs and AI knowledge assistants
• Collect, extract, organize, index, search, and retrieve approved information
• Generate source-grounded answers and citations
• Test and improve retrieval and answer quality
• Process payments and maintain business records
• Provide onboarding, maintenance, monitoring, and support
• Communicate about the Services
• Diagnose errors and improve reliability
• Monitor usage and enforce applicable agreements
• Protect customers, users, BrightDocs, and service providers
• Detect, investigate, and prevent fraud, abuse, unauthorized access, and security incidents
• Comply with legal, tax, accounting, regulatory, and contractual obligations
• Establish, exercise, or defend legal rights
• Develop aggregated or de-identified operational insights
• Improve and develop BrightDocs’ Services

BrightDocs does not use Customer Business Information for unrelated advertising purposes.

5. Customer Ownership and Control

Customers retain ownership of their Customer Business Information.

BrightDocs receives only the limited rights reasonably necessary to process that information for purposes such as:

• Providing and supporting the Services
• Maintaining and securing the Services
• Following the customer’s instructions
• Meeting contractual and legal obligations
• Preventing fraud, abuse, or unauthorized access
• Improving the customer’s service experience

Customers determine which documents and sources are approved for processing. Customers are also responsible for managing their authorized users and promptly notifying BrightDocs when access should be changed or removed.

BrightDocs does not acquire ownership of Customer Business Information by processing it.

6. AI and Automated Processing

The Services use artificial intelligence, information retrieval, document extraction, optical character recognition, search, and related technologies.

To provide these functions, relevant portions of Customer Business Information, user questions, and retrieved source material may be processed by BrightDocs and its authorized service providers.

BrightDocs does not:

• Sell Customer Business Information
• Publish Customer Business Information
• Intentionally make one customer’s information available to another customer
• Use identifiable customer documents to train a general-purpose model for other customers without express written authorization
• Use Customer Business Information for third-party advertising

BrightDocs may use aggregated or de-identified information to evaluate service performance, identify common technical problems, improve workflows, and develop service capabilities. BrightDocs will not intentionally use aggregated or de-identified information to identify a customer or individual.

AI-generated answers may be stored or logged when reasonably necessary for service delivery, troubleshooting, security, testing, or quality improvement.

7. Cookies and Analytics

BrightDocs and its service providers may use cookies and similar technologies.

Essential Technologies

These support necessary functions such as security, network management, authentication, session continuity, and website operation.

Analytics and Performance Technologies

These help us understand website traffic, page usage, system performance, and how visitors interact with BrightDocs.

BrightDocs currently uses Google-supported website measurement technologies, which may include Google Analytics or Google Tag Manager. Google may process information according to its own privacy terms.

You can control many cookies through your browser settings. Blocking cookies may affect certain website or service features.

BrightDocs does not currently use Customer Business Information for third-party targeted advertising. If our practices materially change, we will update this Privacy Policy and provide any choices required by applicable law.

8. When We Disclose Information

BrightDocs may disclose information in the following circumstances.

Service Providers

We may provide information to companies that help us operate the website and Services, including providers of:

• Cloud hosting and infrastructure
• Document storage and processing
• Artificial intelligence and machine-learning services
• Optical character recognition
• Search and retrieval technology
• Authentication and account management
• Website development and hosting
• Analytics and performance monitoring
• Payment processing
• Email and business communications
• Security, backup, and technical support

These providers may process information only as necessary to perform services for BrightDocs or its customers, subject to their contracts, terms, and applicable law.

Customer Administrators and Authorized Users

Information may be available to customer administrators and other authorized users according to the customer’s configuration and instructions.

Customer-Authorized Connections

We may transfer information to or from a third-party system when directed or authorized by the customer.

Legal and Safety Reasons

We may disclose information when we reasonably believe disclosure is necessary to:

• Comply with applicable law, regulation, subpoena, court order, or lawful government request
• Protect the rights, property, or safety of BrightDocs, a customer, a user, or another person
• Investigate fraud, abuse, security incidents, or violations of an agreement
• Establish, exercise, or defend legal claims
• Prevent serious harm or unlawful activity

Where legally permitted and reasonably practical, BrightDocs may notify the affected customer before disclosing Customer Business Information in response to a legal demand.

Business Transactions

Information may be disclosed or transferred as part of a proposed or completed merger, financing, acquisition, reorganization, sale of assets, or transfer of all or part of the BrightDocs business.

Any successor receiving Customer Business Information will be required to handle it consistently with applicable agreements and law.

With Permission

We may disclose information for another purpose when you or the applicable customer authorizes us to do so.

9. We Do Not Sell Customer Information

BrightDocs does not sell or rent:

• Personal information
• Customer documents
• Company knowledge
• Customer Business Information
• User questions or AI-generated answers

BrightDocs also does not provide Customer Business Information to unrelated third parties for their independent advertising or marketing purposes.

Payments to service providers for hosting, analytics, payment processing, artificial intelligence, storage, or other operational services are not sales of customer information.

10. Data Separation and Access

BrightDocs designs its Services to limit access to Customer Business Information based on customer identity, user authorization, and service requirements.

We use reasonable measures intended to:

• Route users to the appropriate customer environment
• Restrict access to authorized users and service personnel
• Keep customer configurations and information logically separated
• Protect credentials and other sensitive system information
• Limit service-provider access to legitimate operational purposes

Authorized BrightDocs personnel and contractors may access Customer Business Information when reasonably necessary for implementation, testing, maintenance, troubleshooting, security, support, or compliance.

No technical system can guarantee perfect isolation or prevent every unauthorized access event.

11. Data Security

BrightDocs uses reasonable administrative, technical, and organizational safeguards appropriate to the nature of the information and Services.

These measures may include:

• Access controls
• Authentication and session protections
• Tenant and account separation
• Restricted administrative access
• Secure credential management
• Monitoring and logging
• Backup and recovery procedures
• Service-provider review
• Testing and incident-response practices

Security measures evolve as BrightDocs’ Services, risks, and technology change.

No method of internet transmission, electronic storage, cloud hosting, or artificial intelligence processing is completely secure. BrightDocs cannot guarantee absolute security or that information will never be lost, accessed, disclosed, altered, or destroyed without authorization.

If BrightDocs becomes aware of a security incident affecting information for which notification is legally or contractually required, we will provide notice as required by applicable law and agreements.

12. Data Retention

BrightDocs retains information only for as long as reasonably necessary for the purposes described in this Privacy Policy, including to:

• Provide and support the Services
• Maintain customer and business records
• Complete billing and payment obligations
• Meet legal, tax, accounting, and regulatory requirements
• Resolve disputes
• Enforce agreements
• Maintain security and prevent abuse
• Support backups and disaster recovery

Retention periods depend on the amount, nature, and sensitivity of the information, the purposes for processing it, the customer’s instructions, contractual requirements, and applicable law.

Following service termination, Customer Business Information may remain for a limited period to support transition, export, backup rotation, security, billing, dispute resolution, or legal compliance.

Information may be deleted, returned, or de-identified according to the applicable service agreement and BrightDocs’ standard procedures. Some residual copies may remain temporarily in backups or logs until they are overwritten through normal system processes.

13. Customer Requests, Export, and Deletion

Customers may contact BrightDocs to request reasonable assistance with:

• Correcting account information
• Updating or removing approved documents
• Exporting available Customer Business Information
• Deleting Customer Business Information
• Closing an account
• Reviewing authorized users

Requests are subject to applicable agreements, technical limitations, legal requirements, security considerations, and outstanding payment or recordkeeping obligations.

Customers should submit export or deletion requests before the effective termination date whenever possible.

14. Individual Privacy Rights

Depending on your location and applicable law, you may have the right to:

• Request access to personal information about you
• Request correction of inaccurate information
• Request deletion of certain information
• Request a portable copy of certain information
• Obtain information about how personal information is used or disclosed
• Withdraw consent where processing depends on consent
• Opt out of certain processing
• Appeal a decision concerning a privacy request
• Exercise privacy rights without unlawful discrimination

These rights may be limited by exceptions under applicable law.

To submit a request, email admin@brightdocs.ai with the subject line Privacy Request. Please describe the request and the state or country in which you reside.

BrightDocs may need to verify your identity and authority before completing a request. We may deny or limit a request when permitted by law and will explain the reason when legally required.

Requests Concerning Customer-Controlled Information

If your information was provided to BrightDocs by your employer or another BrightDocs customer, please submit your request directly to that organization.

When BrightDocs processes information on behalf of a customer, we may refer the request to the customer and assist the customer as required by the applicable agreement or law.

15. Communications and Marketing

BrightDocs may use business contact information to:

• Respond to inquiries
• Provide requested information
• Send service, security, billing, and account notices
• Communicate about an existing business relationship
• Send relevant marketing communications where permitted by law

You may unsubscribe from nonessential marketing emails using the unsubscribe instructions in the message or by contacting BrightDocs.

You cannot opt out of communications that are necessary for account administration, billing, security, or delivery of the Services.

16. Sensitive Information

Unless BrightDocs expressly agrees otherwise in writing, customers should not provide:

• Protected health information regulated by HIPAA
• Complete payment-card numbers or authentication data
• Social Security numbers
• Highly sensitive financial-account information
• Classified government information
• Biometric identifiers
• Information subject to specialized regulatory or contractual controls that the Services have not been configured to support

Customers are responsible for reviewing and approving the information submitted to the Services.

17. Children’s Privacy

The BrightDocs website and Services are intended for businesses and are not directed to children under 13.

BrightDocs does not knowingly collect personal information directly from children under 13. If you believe a child has provided personal information directly to BrightDocs, please contact us so that we can review and, where appropriate, delete it.

18. Third-Party Services and Links

The website and Services may contain links to, integrate with, or rely on third-party websites, platforms, and services.

BrightDocs does not control the independent privacy or security practices of third parties. Their collection and use of information are governed by their own terms and privacy policies.

Customers should review the privacy and security practices of any third-party system they authorize BrightDocs to connect with.

19. Processing in the United States

BrightDocs is based in the United States. Information may be processed and stored in the United States and in other locations where our authorized service providers operate.

Privacy laws in those locations may differ from the laws where you live.

When required, BrightDocs will use appropriate contractual or legal mechanisms for applicable cross-border transfers.

20. Changes to This Privacy Policy

BrightDocs may update this Privacy Policy to reflect changes in:

• Our Services
• Technology and service providers
• Business practices
• Security practices
• Legal or regulatory requirements

The revised policy will be posted with an updated effective date.

If a change materially affects how we process Customer Business Information, BrightDocs will provide reasonable notice when required by applicable law or agreement.

21. Contact BrightDocs

Questions, concerns, and privacy requests may be sent to:

BrightDocs
A sole proprietorship owned and operated by Greg Taylor
Fayetteville, Arkansas, United States
Email: admin@brightdocs.ai
Website: https://brightdocs.ai

For privacy requests, please use the subject line Privacy Request.