Privacy Policy for DocAI MTR

Effective Date: August 07, 2024

At DocAI MTR, a product by Aekam AI, we are committed to protecting your privacy and maintaining your trust. This Privacy Policy outlines how we handle your data, including document uploads, specifications, and user-generated content, within our platform.

Data We Collect

We collect the following types of data:

• User Account Information: Name, email address, organization, login credentials.
• Uploaded Content: Material Test Reports (MTRs), custom specifications, and associated metadata (e.g., heat numbers, PO numbers, supplier names).
• System Activity: Usage logs, timestamps, validation results, and audit trails.

How We Use Your Data

We use your data to:

• Extract and validate information from uploaded MTRs.
• Match values against your uploaded or selected specifications.
• Generate audit-ready reports and data insights.
• Provide AI-assisted validation with human-in-the-loop review.
• Deliver customer support and improve product performance.

We do not use your data to train our AI models. All content stays private to your organization.

Data Ownership

You retain full ownership of all documents, specifications, and metadata you upload. DocAI MTR does not claim any rights to your content.

Data Security

We implement industry-standard safeguards:

• Encryption in transit and at rest (e.g., HTTPS, AES-256).
• Role-based access control (RBAC).
• Cloud infrastructure security (e.g., hosted on SOC 2-compliant providers).
• Audit logging for all document interactions.

Custom Specifications

Users can create and upload a custom Specification Library that is private to their organization. These documents are stored securely and only accessed for internal validation workflows.

AI Reasoning and Limitations

Our AI tools assist with extraction, validation, and reporting. However, all final decisions rest with the user. Low-confidence outputs are clearly flagged, and manual override is always available.

Data Deletion and Retention

• You may request account or document deletion at any time.
• Deleted documents are removed from our systems permanently within 30 days.
• We retain usage metadata (e.g., timestamps, audit logs) for security and compliance unless deletion is requested.

Third-Party Access

We do not sell, rent, or share your data with third parties. Data is only accessed:

• By you and your authorized users.
• By our internal support teams (for issue resolution only).

Compliance and Certifications

DocAI MTR is built with regulatory best practices in mind, including:

• CCPA-compliant for California-based users.
• GDPR-aware architecture (for future EU expansion).
• Optional VPC/on-premise deployments for ITAR, DFARS, and other sensitive applications.

Updates to This Policy

We may update this Privacy Policy periodically. We will notify users via email or dashboard banner of any material changes.

Contact Us

If you have any questions or concerns, please reach out:

Email: support@aekam.ai

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Thank you for trusting DocAI MTR to automate and streamline your MTR workflows while safeguarding your data and compliance requirements.