Privacy Policy

Last updated 7th June 2026

Documize Inc. ("Documize," "we," "us") is committed to protecting your privacy. This Privacy Policy covers the personal information we collect through our website, documize.com (the "Website"), and explains the one limited interaction that installations of the Documize software (the "Software") have with the Website. By using the Website you consent to the data practices described in this Privacy Policy.

The Software is self-hosted: it runs on infrastructure you own or control, and the documents, spaces, attachments, and user accounts inside your installation ("Your Data") never reach Documize Inc. We are not in your data path, we are not a processor of Your Data, and this policy therefore has nothing to govern about Your Data — see our Compliance page for the full regulatory picture.

Changes to this Privacy Policy

We periodically update this Privacy Policy. If the changes are material, we will provide notice on the Website and by email to the address associated with your license. We encourage you to review this Privacy Policy periodically.

Information We Collect

License purchase and activation. When you purchase a license, we collect your name, company, email address, and postal code, and we create a license record. When you request a free activation key, we collect your company name and email address. Payment card details are collected and processed exclusively by our payment processor, Stripe — they are transmitted directly to Stripe and we never see or store full card numbers.

Correspondence. When you contact us — through the contact form or by email — we receive your name, company, email address, and the contents of your message.

Navigational information. Like any website, our hosting infrastructure keeps standard web logs: IP address, pages requested, browser type, and operating system. The Website runs no analytics software and sets no advertising or tracking cookies. The checkout page loads Stripe.js, which may set Stripe's fraud-prevention cookies; no other third-party scripts run on the Website.

Your Self-Hosted Installation

Your Data resides on your infrastructure and never reaches us. A Documize installation contacts documize.com for exactly one purpose: fetching release-notes content so administrators can see what is new. This is an ordinary web request served from static files — it appears in our standard web logs (IP address, requested URL, browser user agent) like any page view, and it carries no credentials, no identifiers from your installation, and none of Your Data. There is no other communication between your installation and Documize Inc.

How We Use Personal Information

We use the information we collect to:

• fulfil your purchase and issue your license keys;
• send transactional email: receipts, license keys, and renewal notices;
• respond to your inquiries and provide product support;
• meet our legal obligations, including tax and accounting requirements;
• protect the Website against fraud and abuse.

We do not sell personal information. We do not use it for advertising. We do not profile you. We will only use your name or company name as a customer reference with your consent.

Service Providers

We employ other companies to provide services to visitors to our Website and our customers, and may need to share your information with them to provide information, products or services to you. Examples include hosting our Website, storing account and billing records, processing credit card payments, delivering transactional email, and providing customer service. In all cases where we share your information with such providers, the provider is limited to using your information solely to provide the service to us.

We use the following service providers:

• Cloudflare — website hosting (Cloudflare Workers)
• Render — managed PostgreSQL database hosting
• Stripe — payment processing
• Resend — transactional email (receipts, license keys, contact form)

Sensitive Information and Children

We do not seek to collect sensitive personal information (such as health, biometric, or political data) through the Website, and we ask that you do not send it to us. The Website is not directed at children under 16 and we do not knowingly collect personal information from them; if you believe a child has provided us personal information, contact privacy@documize.com and we will delete it.

Security of Your Personal Information

All traffic to the Website is served over TLS, a content security policy is set, and dependencies are updated routinely. Payment card data is handled exclusively by Stripe, which is certified to PCI Service Provider Level 1. See our Security page for more detail.

Retention of Personal Information

We retain license and billing records for as long as your license subsists and thereafter as required for tax, accounting, and legal purposes. We retain correspondence for as long as needed to handle the matter it concerns. When retention is no longer required, we delete the information.

International Transfer of Information

Documize Inc. is a Canadian corporation. The Website runs on Cloudflare's global network with a managed PostgreSQL database hosted by Render, and our service providers may process the limited personal information described above in the jurisdictions where they operate. We share only what is described in this policy, with the providers listed in this policy.

Your Rights

Depending on where you live (including under GDPR and UK GDPR), you may have the right to access, correct, export, restrict the processing of, object to the processing of, or delete the personal information we hold about you. To exercise any of these rights, email privacy@documize.com. We respond within 30 days. This includes deleting your license and account records, subject to the legal retention periods described above. You also have the right to lodge a complaint with your supervisory authority. We do not sell personal information, so there is nothing to opt out of selling.

Marketing Communications and Opting Out

Receipts, license keys, and renewal notices are transactional — they are part of operating your license. Any marketing email we send will contain an unsubscribe link, and you can opt out of marketing at any time by emailing privacy@documize.com.

Legal Disclosure

We may disclose personal information where required by law. Our practice is to notify the affected customer where legally permitted, to produce only the minimum legally required, and to challenge overbroad requests. Because Your Data never reaches us, legal process served on Documize Inc. cannot reach the contents of your installation — there is nothing for us to produce.

External Websites

The Website links to external sites. We are not responsible for the content or privacy practices of those sites, and this Privacy Policy does not apply to them.

Contact

For privacy questions, data-subject requests, or anything in this policy: privacy@documize.com. We acknowledge within 2 business days.