Privacy Policy

1. Introduction

VedAI is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our document conversion service.

2. Information We Collect

2.1 Personal Information

• Name and email address when you register
• Account credentials (encrypted)
• Payment information (processed securely through third-party providers)
• Profile preferences and settings

2.2 Document Data

• Files you upload for conversion
• Converted output files
• Processing metadata (file size, format, conversion settings)

2.3 Usage Information

• IP address and device information
• Browser type and version
• Pages visited and features used
• Time and date of access

3. How We Use Your Information

• To provide and maintain our document conversion service
• To process your documents and deliver converted files
• To manage your account and billing
• To send service-related notifications
• To improve our service and develop new features
• To prevent fraud and ensure platform security
• To comply with legal obligations

4. Data Storage and Security

We implement industry-standard security measures to protect your data:

• Encrypted data transmission (SSL/TLS)
• Secure password hashing
• Regular security audits
• Access controls and authentication
• Uploaded files are automatically deleted after 30 days
• Converted files are deleted when you delete them or after expiration

5. Third-Party Services

We use trusted third-party services for:

• Payment processing (your payment data is handled by certified payment processors)
• Cloud storage (encrypted file storage)
• Email delivery
• Analytics (to improve our service)

These providers are contractually obligated to protect your data and use it only for the specified purposes.

6. Your Rights

You have the right to:

• Access your personal data
• Correct inaccurate data
• Request deletion of your data
• Export your data
• Opt-out of marketing communications
• Withdraw consent at any time

To exercise these rights, contact us at support@vedai.co.

7. Cookies and Tracking

We use cookies to maintain your session and improve user experience. You can control cookies through your browser settings.

8. Feature-Specific Data Handling

8.1 Image Chat

Images uploaded to Image Chat and conversation transcripts are stored until you delete them. You can maintain unlimited conversations with up to 5 follow-up questions per conversation.

8.2 Image Maps

Images processed for grid navigation are stored with their generated map data until you delete them. Uploaded images are retained to allow re-access to the interactive map.

8.3 Converted Files

After you download your converted files, they remain available for the retention period you've configured (default 30 days, maximum 90 days). You can delete files at any time from your dashboard.

9. Organization Accounts

For organization accounts (schools, universities, institutions), additional data is collected and retained:

• Organization name, legal entity information, and contact details
• Tax ID and business registration numbers for billing compliance
• Member access logs and usage statistics
• Credit allocation and transfer records
• Contract terms and pricing information
• Organization data is retained for the duration of the active contract and for 7 years after contract termination for legal and accounting requirements

10. Data Retention Policies

• Account data: Retained until account deletion
• Uploaded documents (PDFs, Word, etc.): Automatically deleted after 30 days
• Converted output files: Deleted based on your retention settings (default 30 days, maximum 90 days) or when you manually delete them
• Image chat conversations and image maps: Retained until manually deleted
• Transaction records: Retained for 7 years for legal and accounting requirements
• Organization data: Retained per contract terms, minimum 7 years after contract termination
• Audit logs: Retained for 1 year

11. Children's Privacy

Our service is not intended for children under 13. However, given the educational nature of our service supporting middle school students (5th-6th grade and above), we may allow users aged 10-13 with verified parental consent. We do not knowingly collect data from children under 10 without explicit parental permission.

12. International Users

Your data may be transferred and processed in countries other than your own. We ensure appropriate safeguards are in place.

13. Changes to This Policy

We may update this Privacy Policy periodically. We will notify you of significant changes via email or platform notification.

14. Contact Us

For privacy-related questions or concerns, contact us at:

Email: support@vedai.co