Document Intelligence for Industrial Assets

1. Information We Collect

Account Information:Email address, organization name, and authentication metadata.

Uploaded Documents:Files submitted by enterprise users for AI-based retrieval and question answering.

Document Embeddings:Vector representations of document content generated for search and analysis purposes.

Chat Histories:Optional conversational history to enhance user experience and allow continuity across sessions.

Usage Data:Device and browser information, login timestamps, IP addresses.

2. How We Use Your Data

• Authenticate and authorize access to your enterprise account.

• Generate vector embeddings for semantic document search.

• Provide AI-based question answering using OpenAI's models.

• Improve your experience through personalized chat continuity.

• Monitor and maintain system performance and security.

We do not use your data for any internal model training, testing, or analytics beyond what's required for service delivery.

3. Use of Third-party LLMs

We use OpenAI's models for generating embeddings and answering questions. Data is sent in secure, encrypted chunks.

We rely on OpenAI's API data policy which guarantees your data is not used to train their models. More information: https://openai.com/policies/api-data-usage-policy

We have signed a Data Processing Agreement (DPA) with OpenAI to ensure GDPR-compliant handling of shared data.

4. Data Storage and Security

• Uploaded files and embeddings are stored securely in Google Cloud Storage, isolated per organization.

• All communication is encrypted in transit (TLS) and at rest (GCP encryption).

• Only authorized users and personnel can access your data via role-based access controls.

5. Data Retention and Deletion

Users can delete or update their data at any time via the application interface or by contacting support.

We retain data only for as long as required to provide the service. Chat histories are stored optionally to support user experience and can also be deleted upon request.

6. Your Rights

You have the right to:

• Access your personal or uploaded information.

• Request modification or deletion of your data.

• Withdraw consent or object to processing where applicable.

For any request, contact us at support@novek.ai

7. Cookies and Analytics

We use essential cookies to manage user sessions. No third-party advertising or tracking cookies are used.

8. Changes to This Policy

We may update this Privacy Policy to reflect changes to our services or legal obligations. You will be notified of major updates through email or the app.

9. Contact Us

If you have questions or need help regarding your data or this policy, contact:

📧 support@novek.ai