Legal

Privacy Policy

We are committed to protecting your personal information and your right to privacy.

Last updated: January 1, 2026

1. Introduction

Welcome to NetDocGenAI, Inc. ("Company", "we", "us", or "our"). We respect your privacy and are committed to protecting it through our compliance with this policy. This Privacy Policy describes the types of information we may collect from you or that you may provide when you visit our website or use our services, and our practices for collecting, using, maintaining, protecting, and disclosing that information. This policy applies to all users, including registered account holders and visitors to our public website.

2. Scope and Authority

This Privacy Policy is governed by NetDocGenAI, Inc., headquartered at 123 Market St, San Francisco, CA 94105. We are the data controller responsible for your personal information. For European users, we comply with the General Data Protection Regulation (GDPR) and similar privacy laws in other jurisdictions. This policy does not apply to data collected through third-party services or to information we do not control.

3. Information We Collect — Personal Data

We collect personal information you provide directly, including:

  • Account registration data — name, email address, company name, job title, phone number, and billing address when you create an account or sign up for services.
  • Billing and payment information — payment method, billing history, and transaction details processed securely through third-party payment processors.
  • Communications — messages sent to us via support tickets, contact forms, or email correspondence with our teams.
  • Profile information — any biographical information you choose to share when configuring your account settings or team profile.

4. Information We Collect — Usage and Technical Data

We automatically collect technical information about your usage patterns, including:

  • Log files — IP address, browser type and version, operating system, pages visited, time and date of access, and referrer information.
  • Device information — hardware model, unique identifiers, and mobile operating system data if you access our services via mobile.
  • Cookies and tracking technologies — session cookies, analytics cookies, and similar technologies as described in our Cookie Policy.
  • Service usage analytics — feature interactions, scan duration, API calls made, and system performance metrics associated with your account.

5. Information We Collect — Infrastructure Metadata

When you use our network documentation scanning service, we collect metadata about your infrastructure for the sole purpose of generating documentation artifacts. This includes:

  • Network topology data — device hostnames, IP addresses, interface names, and connection relationships discovered through SNMP, SSH, or API queries you authorize.
  • Equipment registry information — device models, serial numbers, firmware versions, and maintenance contracts sourced from your infrastructure devices.
  • Configuration metadata — routing protocols in use, VLANs, access control lists (without exposing passwords or credentials), and DHCP scope information.
  • Explicitly excluded — We do NOT collect payload data, packet contents, user credentials, encryption keys, or the content of network traffic passing through your devices.

6. How We Use Your Information — Service Delivery

We use collected information to provide and improve our services:

  • Create, maintain, and authenticate your account and manage your subscription.
  • Scan your infrastructure at scheduled intervals and generate documentation artifacts (diagrams, runbooks, registries).
  • Integrate with your configured third-party systems (wiki platforms, knowledge bases, incident management tools).
  • Generate billing invoices and process subscription payments.
  • Provide technical support and respond to your requests.

7. How We Use Your Information — Analytics and Improvement

We analyze your usage data to understand how our platform performs and to develop new capabilities:

  • Monitor system uptime, latency, and performance across our infrastructure.
  • Identify feature adoption patterns and understand which workflows are most valuable to customers.
  • Conduct statistical analysis and benchmarking (in aggregated, anonymized form) to improve scanning algorithms and documentation quality.
  • Test new features with subsets of users and measure effectiveness through A/B testing.
  • Debug issues reported by support teams by analyzing logs and usage traces.

8. How We Use Your Information — Legal and Security

We may use your information to comply with laws, protect our business, and ensure platform security:

  • Respond to lawful requests from government agencies, law enforcement, or courts.
  • Investigate and prevent fraud, unauthorized access, or misuse of our services.
  • Enforce our Terms of Service and other legal agreements.
  • Protect the rights, property, and safety of NetDocGenAI, our customers, and the public.
  • Maintain audit trails for security investigations and compliance certifications.

9. Sharing Your Information — Service Providers

We share your information with trusted third-party service providers who help us operate our platform. All recipients are bound by strict data protection agreements and must process data only as necessary to provide their service:

  • Cloud infrastructure providers — AWS, Google Cloud, or similar platforms that host our platform and your data.
  • Payment processors — Stripe or comparable services that securely process billing transactions.
  • Analytics and monitoring — Datadog, New Relic, or similar tools to monitor uptime and performance.
  • Customer support platforms — Help desk and ticketing systems where we manage support requests.
  • Email service providers — SendGrid or similar services for transactional and notification emails.

10. Sharing Your Information — Integrations and Third-Party Systems

When you authorize connections to external platforms, we share appropriate data with those services:

  • If you integrate with a wiki or knowledge base platform (Confluence, Notion, Obsidian), we push documentation artifacts to that system using your credentials.
  • If you integrate with incident management tools (PagerDuty, Opsgenie), we share relevant topology or equipment information during incident response workflows.
  • You maintain full control over which integrations are enabled and can revoke access at any time through your account settings.

11. Data Retention and Deletion

We retain your personal information for the duration of your account plus an additional period to comply with legal obligations:

  • Account data — Retained while your account is active. Upon account deletion, personal data is deleted within 30 days unless legal holds prevent deletion.
  • Infrastructure metadata — Retained for the duration of your subscription to maintain documentation history. Accessible in your account dashboard and deletable on-demand.
  • Support logs and communications — Retained for 3 years to ensure we can respond to disputes or investigate complaints.
  • Backup copies — May be retained in encrypted offline backups for up to 90 days before permanent deletion for disaster recovery purposes.
  • You may request deletion of your account and all associated data at any time by contacting us. We will confirm completion within 30 days.

12. Data Security and Encryption

We implement industry-standard security measures to protect your information:

  • In-transit encryption — All data transmitted to our platform is encrypted using TLS 1.2 or higher. Connections are established only over HTTPS.
  • At-rest encryption — All stored data, including backups, is encrypted using AES-256 encryption. Encryption keys are managed separately from data.
  • Access controls — Our team uses multi-factor authentication and role-based access control to ensure only authorized personnel can access customer data.
  • Infrastructure security — Our cloud infrastructure is protected by firewalls, intrusion detection, and regular security audits by third-party firms.
  • No guarantee of absolute security — While we use modern security practices, we cannot guarantee that data transmission over the Internet is completely secure.

13. Your Privacy Rights

Depending on your location, you may have rights over your personal information. If you are a resident of California, the EU, Canada, or other jurisdictions with privacy laws, you may have the right to:

  • Access — Request a copy of all personal information we hold about you, including details on how we use and share it.
  • Correction — Request correction of inaccurate or incomplete personal information.
  • Deletion — Request deletion of your personal information (subject to legal retention requirements).
  • Portability — Request a machine-readable copy of your data in a portable format.
  • Opt-out — For marketing communications, you can unsubscribe at any time by clicking the link in email messages or managing preferences in your account.
  • To exercise any of these rights, contact us at [email protected] with evidence of identity. We will respond within 30 days.

14. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to enhance your experience. Please see our Cookie Policy for detailed information on the types of cookies we use, their purposes, how long they persist, and how you can control them. You can manage cookie preferences through your browser settings or our cookie consent banner.

15. Children's Privacy

Our services are not intended for use by children under 13 years of age. We do not knowingly collect personal information from children under 13. If we discover that we have collected information from a child under 13, we will delete that information as quickly as possible. If you believe a child has provided us with personal information, please contact us immediately at [email protected].

16. Updates and Contact Information

We may update this Privacy Policy periodically to reflect changes in our data practices, legal requirements, or technology. We will notify you of material changes by posting the revised policy on this page and updating the "Last updated" date. Your continued use of our services after any revision constitutes your acceptance of the updated policy. If you have questions about our privacy practices, please contact:

NetDocGenAI, Inc.
Data Protection Officer
123 Market St, San Francisco, CA 94105
Phone: +1-415-555-0199
Email: [email protected]