Last updated: 25 July 2026. This policy covers the public website and demo enquiries. Processing carried out for a university or institution may also be governed by a separate customer agreement and data processing agreement.
1. Who this policy applies to
This Privacy Policy applies to website visitors, people who submit demo requests, institutional contacts, prospective customers, and other people who communicate with DocuShield.ai through this website.
2. Personal information we collect
We may collect the following information when you interact with us:
- organisation name, contact name, role, email address, and contact number;
- messages, enquiry details, demo requirements, and communication history;
- technical information such as IP address, browser type, device information, pages viewed, and approximate location derived from technical data;
- preferences relating to product updates, demonstrations, or follow-up communications.
3. Student application documents
The public website and demo form are not intended for uploading student documents. If DocuShield processes student application documents for an institution, that processing should occur through authorised product workflows and will normally be handled under the institution’s instructions, contract terms, and applicable data protection agreement.
4. How we use personal information
We use personal information to:
- respond to enquiries and demo requests;
- provide information about DocuShield products and services;
- understand institutional needs and improve the website experience;
- secure, monitor, maintain, and troubleshoot the website;
- comply with legal, regulatory, accounting, and security obligations.
5. Legal bases for processing
Where data protection laws require a legal basis, we rely on one or more of the following: legitimate interests in operating and improving our business, taking steps before entering into a contract, performance of a contract, consent where required, and compliance with legal obligations.
6. Sharing personal information
We may share personal information with service providers that help us operate the website, manage communications, provide hosting, support analytics, secure systems, or deliver product demonstrations. We may also share information where required by law, to protect rights and security, or in connection with a business restructuring.
7. International transfers
Some service providers or systems may be located outside your country. Where required, we use appropriate safeguards such as contractual protections, security controls, and transfer mechanisms recognised by applicable data protection laws.
8. Retention
We keep personal information only for as long as reasonably needed for the purposes described in this policy, including responding to enquiries, managing business relationships, maintaining records, resolving disputes, and meeting legal obligations.
9. Security
We use administrative, technical, and organisational safeguards designed to protect personal information against unauthorised access, loss, misuse, alteration, and disclosure. No online service can guarantee absolute security, but we work to maintain proportionate controls for the nature of the information we process.
10. Your rights
Depending on your location, you may have rights to access, correct, delete, restrict, object to, or receive a copy of your personal information. You may also have the right to withdraw consent where processing is based on consent and to complain to a data protection authority.
11. Marketing choices
You can ask us to stop sending non-essential marketing communications at any time. We may still send service, security, or transactional communications where appropriate.
12. Contact
For privacy questions or rights requests, contact info@docushield.ai.