Privacy Policy

Last updated: October 14, 2026

Ask My Docs (askmydocs.site) is a web application that lets you upload documents and ask questions about them. Answers are written by AI from your documents and cite the pages they come from. This policy explains what personal data we collect, how we use it, who we share it with, how long we keep it, how we protect it and what choices you have.

Who we are

Ask My Docs is operated by Individual Entrepreneur (FOP) Ruslan Oleksandrovych Dudchenko, Ukraine ("we", "us"), who is the controller of your personal data. You can reach us at admin@vertexcode.dev.

Information we collect

  • Account data. If you register with email: your email address and your password, stored only as a salted hash. If you sign in with Google: your email address and your Google account identifier (see "Sign in with Google" below).
  • Content you provide. The documents you upload (PDF, images, Word, PowerPoint, OpenDocument, text and spreadsheet files), the text we extract from them, the messages you send, the answers generated for you, and your settings such as how answers should be presented.
  • Data we generate from your content. Chat titles, a running summary of each conversation (so follow-up questions keep their context), a one-line description of each document, and the search index built from your documents.
  • Logs. Our servers record the IP address, browser type, the address requested and the time of each request. Application logs used for troubleshooting may also contain parts of your questions, of the recent conversation and of answers, and the names of your documents.
  • Security records. If our safety checks flag a message (for example an attempt to make the assistant reveal its instructions) or your account exceeds usage limits, we keep a record of the event with up to the first 500 characters of the message.
  • Browser storage. We do not use cookies. The app stores in your browser's local storage your sign-in tokens, your theme, and small per-chat interface states (whether web search is on, which chats have unread answers, whether the getting-started guide was closed). During sign-up and password reset, your email address and a temporary verification token are kept in session storage, which the browser clears when the tab is closed.

Sign in with Google

If you choose to sign in with Google, we request only Google's basic sign-in scopes: openid, email and profile. Of the information Google shares, we store only your email address and your Google account identifier, and we use them only to create your account, sign you in and send you account emails. We do not store your name or profile picture. We do not access your Gmail, Google Drive, Calendar, Contacts or any other Google data, and we never act on your behalf in your Google account.

Ask My Docs' use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. Data received from Google is used only to provide sign-in; it is not sold, not used for advertising, not shared with anyone except as required by law, and not used to develop, improve or train AI or machine-learning models. It is stored on our servers under the protections described below and deleted when your account is deleted. You can remove Ask My Docs' access at any time in your Google Account permissions.

How we use your information

  • To provide the service: convert your documents to PDF, extract and index their text, and answer your questions with citations.
  • To create and secure your account, sign you in and send account emails (verification and password reset codes). We do not send marketing emails.
  • To prevent abuse and keep the service secure.
  • To find and fix problems and improve the quality of answers.
  • To comply with legal obligations.

We process your data because it is necessary to provide the service you signed up for, for our legitimate interest in keeping the service secure and working, and to comply with the law. We do not sell your personal data, we do not use it for advertising, and we do not use your documents or messages to train AI models.

Who we share data with

We use the following service providers. Each receives only what it needs for its task and processes it on our behalf:

  • OpenAI (AI models). When you upload a document, its text and file name are sent to create the search index and the document description. When you ask a question, your question, relevant excerpts of your documents, the recent conversation and its summary are sent to write the answer. Under OpenAI's API terms this data is not used to train their models and may be kept for up to 30 days for abuse monitoring.
  • Voyage AI (search ranking): your question and candidate excerpts of your documents, to order them by relevance.
  • Tavily (web search), only while you have web search turned on in a chat: search queries that the AI writes from your question and the recent conversation.
  • Twilio SendGrid (email delivery): your email address and the verification or password reset code.
  • DigitalOcean (hosting): our servers, databases and file storage run on their infrastructure.
  • Google, only if you choose Google sign-in, to confirm your identity.

Document conversion and text recognition (OCR) run on our own servers. If you use the microphone button, your browser turns your speech into text with its own speech service (for example Google in Chrome, Apple in Safari, Microsoft in Edge) under that company's privacy terms; we receive only the text. When an answer cites web pages, their site icons are loaded by your browser directly from those websites.

If you create a share link for a chat, anyone with the link can read that chat — its title and messages, including messages added later — and see the names and page numbers of the documents its answers cite. The documents themselves are not shared. You can revoke the link at any time; deleting the chat also disables it.

Access to our servers is limited to the operator and people working on the service. We look at your content only when needed to handle your request, investigate a problem or abuse, or comply with the law. We may disclose information if required by law or to protect the rights and safety of our users or the public.

Storage and retention

  • Your account, documents, chats and settings are kept until you delete them or ask us to delete your account.
  • Deleting a document removes the file, its converted PDF, its extracted text and its search index. Quotes from it shown in earlier answers stay in that chat until you delete the chat.
  • Deleting a chat removes its messages, its documents (as above) and its share link.
  • Security records are kept until your account is deleted.
  • Server logs are limited in size and older entries are overwritten automatically.
  • Sign-in sessions stay valid until you sign out or reset your password.
  • Copies kept by the providers listed above follow their own retention periods.

Security

All connections to Ask My Docs use HTTPS. Passwords are stored only as salted PBKDF2 hashes. Every request for a chat, message or document is checked against your account, and files are kept in private storage that can be read only through links valid for a few minutes, issued after that check. Our databases and storage are not reachable from the internet. No system is completely secure, so we cannot guarantee absolute security; if a breach affects your data, we will notify you as required by law.

Your rights and choices

You can delete your documents and chats in the app at any time. To access, correct, export or delete your personal data, or to delete your account with all its data, write to admin@vertexcode.dev from the email address of your account. We respond within 30 days. Depending on where you live you may also have the right to object to or restrict processing, and to complain to a data protection authority — in Ukraine, the Ukrainian Parliament Commissioner for Human Rights.

Children

Ask My Docs is not intended for anyone under 16, and we do not knowingly collect their data. If you believe a child has given us personal data, contact us and we will delete it.

International transfers

Our servers and the providers listed above may be located outside your country, including in the United States. We use providers that commit to protecting the data they process for us.

Changes to this policy

When we change this policy we update the date at the top. If a change affects how we use your data, we will email registered users before it takes effect.

Contact

Questions or requests about your data: admin@vertexcode.dev.