Privacy Policy

Effective date: September 27, 2026

ReconDocs ("we", "us", "ReconDocs") provides an AI-assisted cross-checking service for international trade documents (commercial invoices, packing lists, bills of lading, letters of credit and similar documents). We built ReconDocs around a simple principle: your documents are processed to produce a report and then deleted. We do not store them and we do not use them to train AI models.

This Privacy Policy explains what we collect, why, and your choices. By using ReconDocs you agree to this policy.

1. Who we are

The data controller is Yibo Xu. Contact: [email protected]

2. Information we collect

Account information: your name, e-mail address, and authentication data when you create an account.
Documents you upload: commercial invoices, packing lists, bills of lading, letters of credit and related trade documents. These commonly contain business-confidential data (prices, buyer/consignee details, banking information) and personal data of business contacts.
Audit results: the field-level comparison output (the discrepancies and matches we find). We store this minimal result so it is available within your session; we do not store the underlying source files.
Technical & usage data: limited data such as IP address, browser type, device information, pages viewed and basic service logs, used to operate, secure and troubleshoot the service.
Billing information: payments are processed by our Merchant of Record. We do not receive or store your full card number.

3. How we use your information

To provide, operate and maintain the document-checking service;
To deliver audit results and respond to your support requests;
To detect, prevent and address fraud, abuse and security issues;
To comply with legal obligations.

We do not sell your personal data, and we do not use your uploaded documents or their content to train machine-learning models.

4. How your documents are handled (the important part)

Processed and deleted. Original uploaded files are processed and are automatically deleted no later than 24 hours after processing (automatic time-to-live deletion). We do not maintain a persistent library of your documents.
Minimal results only. Only the structured comparison result (discrepancies/matches) is retained; the source files are not.
No AI training. The third-party AI providers we use process data under terms that do not use your content to train their models.
Encryption in transit. All uploads and traffic use HTTPS/TLS.

5. Third-party service providers

We share data only with processors necessary to operate the service, under appropriate data-processing terms, for example:

AI processing providers (such as OpenAI, Anthropic, and/or Google paid-tier services) to analyse document content;
Hosting / cloud infrastructure providers;
Our Merchant of Record, Creem, to process payments and handle sales tax/VAT;
Authentication, e-mail and analytics providers, where applicable.

A current list of subprocessors is available on request from [email protected].

Where GDPR applies, we process personal data on the bases of: contract performance (providing the service), our legitimate interests (security, fraud prevention, service operation), and compliance with legal obligations.

7. Data retention

Uploaded source documents: automatically deleted within 24 hours.
Audit results: retained for the shortest period needed to provide the service and as described at the point of use.
Account data: for as long as your account is active and as needed to comply with legal obligations.
Billing/financial records: retained as required by applicable tax and accounting laws.

8. International data transfers

ReconDocs operates using infrastructure and AI providers located outside your country (including the United States). Where required, transfers are covered by appropriate safeguards such as Standard Contractual Clauses.

9. Your rights

Depending on your location, you may have the right to: access, correct, or delete your personal data; restrict or object to certain processing; data portability; and withdraw consent. You may exercise these rights by contacting [email protected]. We respond within the period required by law.

EEA/UK users also have the right to lodge a complaint with their supervisory authority.

California (CCPA/CPRA): we do not sell personal information. California residents may request information about, access to, or deletion of their personal information and may exercise these rights without discrimination.

10. Cookies

We use only the strictly necessary cookies/authentication tokens required to operate the service, plus limited privacy-respecting analytics where disclosed.

11. Children

ReconDocs is a business-to-business service and is not directed to children. We do not knowingly collect data from children.

12. Changes

We may update this policy. Material changes will be posted on this page with an updated effective date.

13. Contact

Questions, requests or concerns: [email protected] · Yibo Xu