Privacy

Privacy Policy

Last updated: October 26, 2026

This policy explains what information DocsHound collects, how we use it, and the choices you have. We keep it plain. If anything here is unclear, email [email protected] and we'll walk you through it.

1Scope

This Privacy Policy covers how DocsHound ("DocsHound", "we", "us") handles personal information when you visit our website, create an account, and use the DocsHound service to build and run conversational process automations (each, a "hound").

It applies to two broad groups of people: our customers — the businesses and team members who sign up for and administer DocsHound — and end users, meaning the customers, staff, and visitors who chat with a hound embedded on one of our customers' websites or channels.

When you use DocsHound to serve your own customers, you are generally the controller of the personal data in those conversations, and we act as your processor/service provider. For that data, this policy describes what we do, but your own agreement and privacy notice govern your relationship with your end users. This policy does not cover third-party websites or services we link to.

2Information we collect

We collect the following categories of information:

Account information

When you sign up, we collect your name, business name, email address, and the login credentials you set. We store authentication records and your plan and billing tier.

Website content & knowledge sources you connect

To build your hound, we scan the website pages and knowledge sources you point us to and store the resulting content so your hound can answer accurately. You choose what to connect. We do not require file uploads. If a source you connect contains personal data, we process it as part of providing the service.

Conversation data

We process and store the messages exchanged between your hound and the people who chat with it, along with any information those conversations collect or route (for example, a name and email a visitor provides so your hound can follow up). These conversations may contain personal information that end users choose to share.

Usage, device & log data

When you use the service or a hound runs, we automatically collect technical data such as IP address, browser and device type, pages and features used, timestamps, referring pages, and diagnostic logs. We use this to operate, secure, and improve the service.

Payment information

Paid plans are billed through Stripe, our payment processor. We do not store full card numbers on our systems. The processor collects and handles your payment details directly; we receive limited information such as billing contact, plan, and transaction status. See Section 4 for sub-processor details.

3How we use it

We use the information above to:

  • Provide the service — create and run your hounds, answer questions, send emails, generate links, and route the information your automations collect.
  • Generate insights — produce the weekly (or daily, on higher tiers) digest of what customers and staff asked and the patterns behind it, so you can improve how your business responds.
  • Maintain and improve the service — monitor performance, debug issues, and prevent abuse.
  • Communicate with you — send service, security, billing, and support messages, and occasional product updates you can opt out of.
  • Meet legal and security obligations — enforce our terms, protect our rights and users, and comply with applicable law.

We do not use your content, your knowledge sources, or your conversation data to train third-party AI models. The AI models that power hound responses are used for inference only on your data — not for training — as described in the next section.

4AI processing & sub-processors

DocsHound relies on a small number of trusted sub-processors to deliver the service. We share only the data each one needs to do its job.

  • Anthropic — generates your hound's AI responses using Claude models. Conversation content is sent to Anthropic's API to produce replies. Anthropic does not train its models on data submitted through its API by default, so your data is not used to train AI models.
  • Cloudflare — hosts and serves the DocsHound application and delivers hounds on your website. Traffic and stored data pass through Cloudflare's infrastructure.
  • Payment processor (Stripe) — handles billing and card data for paid plans.
  • Infrastructure, logging, and analytics vendors — a small number of providers that store, log, and measure the service on our behalf. The current list is on our security page.

We may add or change sub-processors as the service evolves and will keep this list current.

5Sharing & disclosure

We do not sell your personal data. We share personal information only in these limited situations:

  • Service providers & sub-processors — vendors who process data on our behalf to run the service, such as those listed in Section 4, under contracts that require them to protect it and use it only for us.
  • Legal reasons — when we believe disclosure is reasonably necessary to comply with a law, regulation, legal process, or enforceable governmental request, or to protect the rights, safety, and property of DocsHound, our users, or the public.
  • Business transfers — if DocsHound is involved in a merger, acquisition, financing, or sale of assets, information may be transferred as part of that transaction. We will notify you of any change in ownership or use of your personal data.
  • With your direction — when your hound sends an email or routes information at your instruction, or when you otherwise ask us to share data.

6Cookies & analytics

Our website and the DocsHound app use cookies and similar technologies to keep you signed in, remember preferences, and understand how the product is used so we can improve it. We use a limited set of analytics to measure traffic and feature usage in aggregate.

The hound embedded on a customer's website may set cookies or use local storage to maintain a conversation session. You can control cookies through your browser settings; disabling some may affect how the service works.

7Data retention & deletion

We keep personal information as long as needed for the purposes above; no purpose requires keeping it more than one month after an account is terminated, apart from legal and billing records. While your account is active, conversation data and insights are retained so your hound stays accurate and your digests remain useful.

You can export your data and request deletion of your account and associated data at any time by emailing [email protected]. We will delete or de-identify personal data on request, except where we are required or permitted to retain it by law. Backups are purged on a rolling schedule.

8Security

We take reasonable technical and organizational measures to protect your information, including encryption in transit and access controls. No method of transmission or storage is perfectly secure, but we work to protect your data and to respond quickly if something goes wrong. The service runs on Cloudflare, and AI responses are generated with Anthropic's Claude; see Section 4. Learn more on our Security page.

9Your rights

Depending on where you live, you may have rights to access, correct, delete, or export your personal information, and to object to or restrict certain processing. To exercise any of these, email [email protected]. We will respond within the time required by applicable law and may need to verify your identity first.

GDPR (EEA/UK)

If you are in the European Economic Area or the United Kingdom, our legal bases for processing are performance of a contract, your consent, our legitimate interests in operating and improving the service, and compliance with legal obligations. You have the right to lodge a complaint with your local data protection authority. Where we process your data to provide the service to one of our customers, that customer is the data controller and you should direct requests to them first.

CCPA/CPRA (California)

If you are a California resident, you have the right to know what personal information we collect, to request access and deletion, to correct inaccurate information, and to not be discriminated against for exercising these rights. We do not sell personal information as that term is defined under California law. To make a request, email [email protected].

10Children's privacy

DocsHound is a business tool and is not directed to children. We do not knowingly collect personal information from anyone under 18, and the service is not intended for anyone under 13. If you believe a child has provided us personal information, contact us and we will delete it.

11International transfers

DocsHound is operated from the United States, and our sub-processors may process data in the United States and other countries. If you access the service from outside the United States, your information may be transferred to, stored in, and processed in a country with different data protection laws than your own. Where required, we rely on appropriate safeguards such as Standard Contractual Clauses for these transfers.

12Changes to this policy

We may update this policy from time to time. When we do, we will revise the "Last updated" date above, and for material changes we will provide additional notice, such as by email or an in-app notice. Your continued use of the service after an update means you accept the revised policy.

13Contact us

Questions, requests, or concerns about this policy or your data? Reach us at:

The DocsHound service is operated by DocsHound, Inc., a Delaware corporation.