Document Intelligence for Industrial Assets

1. Information We Collect

Account Information:Email address, organization name, and authentication metadata required to create and manage your account.

Uploaded Documents:Files uploaded by users for document understanding, extraction, compliance checks, and AI-assisted workflows.

Document Embeddings:Vector representations generated from document content to enable semantic search, retrieval, and analysis. These embeddings are derived representations and do not store original documents verbatim.

Chat and Workflow History:Optional conversational and workflow history stored to support continuity, review, and auditability. This data can be disabled or deleted by users at any time.

Usage and Technical Data:Limited technical metadata such as device type, browser information, login timestamps, and IP addresses, used for security, access control, and system reliability.

2. How We Use Your Data

We use collected data strictly to deliver and operate the Novek platform, including to:

• Authenticate and authorize access to your organization's account

• Generate embeddings for semantic document understanding and retrieval

• Execute AI-assisted document extraction, analysis, and workflows

• Provide AI-based question answering and report generation

• Maintain security, performance, and reliability of the platform

Novek does not use your data for internal model training, fine-tuning, experimentation, or analytics beyond what is required to provide the service.

3. Use of Third-Party AI Models (LLMs)

Novek uses OpenRouter as a secure routing layer to access third-party large language models (LLMs) for embeddings, analysis, and generation tasks.

Zero Data Retention (ZDR)

Novek is configured to use Zero Data Retention (ZDR) endpoints for AI processing. In this mode, providers are instructed not to store prompts or outputs or use them for training. Data is processed transiently to return a response.

All data sent to AI providers is transmitted securely and encrypted in transit.

For transparency, OpenRouter's privacy practices and provider-level data handling policies can be reviewed here:

https://openrouter.ai/privacy

https://openrouter.ai/docs/features/privacy-and-logging

4. Data Storage

Uploaded documents, derived data (such as embeddings), and application data are stored securely using Google Cloud Platform (GCP) infrastructure.

Data is logically isolated per organization.

Data is stored in Google Cloud regions selected to ensure reliability and compliance with applicable data protection requirements. Region-specific hosting options may be available upon request.

Data is encrypted in transit and at rest. For encryption and security measures, see our Security page.

5. Data Retention and Deletion

Users may delete documents, embeddings, chat history, or workflow data at any time through the application.

We retain data only for as long as necessary to provide the service.

Optional chat and workflow history can be disabled or removed on request.

Upon account termination, data can be deleted upon request in accordance with contractual obligations.

6. Your Rights

Depending on your jurisdiction, you may have the following rights. To exercise any of them, contact us at support@novek.ai.

Right to access.You may request a copy of the personal data and account-related data we hold about you, including uploaded documents, embeddings, and usage data, subject to applicable law.

Right to delete.You may request deletion of your personal data, documents, embeddings, and workflow or chat history. You can also delete content directly in the application where available. We will delete or anonymize data as required by law and our retention practices.

Right to data portability.Where technically feasible and required by law, you may request your data in a structured, commonly used, machine-readable format so you can transfer it to another service.

Right to opt out.You may opt out of certain processing, such as optional chat or workflow history storage, marketing communications, or (where applicable) sale or sharing of personal data. You can adjust in-app settings where available or contact us to exercise this right.

7. Cookies and Analytics

Novek uses only essential cookies required for authentication and session management.

We do not use third-party advertising, tracking, or behavioral analytics cookies.

8. Changes to This Policy

We may update this Privacy Policy to reflect changes in our services, technology, or legal requirements. Material changes will be communicated via email or within the application.

9. Contact Us

If you have any questions about this Privacy Policy or how your data is handled, please contact:

📧 support@novek.ai