Privacy Policy

At SortAIfy, we take your privacy seriously. This Privacy Policy describes how SortAIfy GmbH ("SortAIfy", "we", "our", or "us") collects, uses, and protects your personal information when you use our document classification and cloud storage organization service (the "Service"). Please read this policy carefully.

1. Information We Collect

1.1 Information You Provide

• Account Information: When you register, you provide your name, email address, and password.
• Profile Information: You may provide a display name and profile picture.
• Payment Information: Processed by our third-party payment provider (Stripe). We do not store credit card details.
• Connected Accounts: OAuth tokens for cloud storage providers (Google Drive, Dropbox, OneDrive, AWS S3) are stored securely.

1.2 Information Collected Automatically

• Usage Data: Pages visited, features used, and interaction patterns.
• Device Information: Browser type, operating system, and device identifiers.
• Log Data: IP address, access times, and referring URLs.

1.3 Documents You Upload

When you upload documents for classification, they are held in volatile system memory only during the processing period. Documents are never permanently stored on SortAIfy's servers. Classification results (suggested paths, filenames, confidence scores, document types) are stored in your account history.

2. How We Use Your Information

We use your information for the following purposes:

• To provide and maintain the Service, including document classification and cloud storage routing.
• To authenticate you and manage your account sessions.
• To process payments and manage subscriptions.
• To communicate with you about your account, updates, and support requests.
• To improve and optimize the Service's performance and user experience.
• To detect, prevent, and address fraud, security issues, and technical problems.
• To comply with legal obligations.

We never use your uploaded documents to train AI models or share them with third parties.

3. AI Processing and Data Handling

SortAIfy uses Google Gemini AI models to classify your documents. Documents are transmitted to Google's AI infrastructure for processing. By using the Service, you acknowledge that your document content may be processed by Google in accordance with their privacy policy.

SortAIfy does not retain document content after classification is complete. The AI processing occurs in isolated, ephemeral environments. Classification metadata (document type, suggested path, confidence score) is stored in your account but the original document content is deleted.

4. Data Retention

• Uploaded Documents: Deleted immediately after classification processing completes.
• Classification Metadata: Retained until you delete your account or request data removal.
• Account Data: Retained as long as your account is active. After deletion, data is removed within 30 days.
• Session Cookies: Expires when you log out or after 7 days of inactivity.
• Payment Records: Retained for 7 years as required by tax and accounting regulations.

5. Data Sharing and Third Parties

We share your information only in these circumstances:

• Cloud Storage Providers: Classification results are sent to your connected provider (Google Drive, Dropbox, OneDrive, or AWS S3).
• AI Processing (Google Gemini): Document content is transmitted for AI classification.
• Payment Processing (Stripe): Payment data is handled by Stripe's secure infrastructure.
• Authentication (Google OAuth): Used for Google account sign-in when connecting Google Drive.
• Legal Requirements: When required by law, court order, or to protect legal rights.

We do not sell, rent, or trade your personal information to third parties.

6. Cookies and Tracking Technologies

We use cookies to maintain your session and remember preferences:

• Authentication Cookies: Required for login and session management (HttpOnly, secure).
• Preference Cookies: Remember your settings and UI preferences.
• Analytics Cookies: [Optional] Help us understand how the Service is used.

For detailed information, see our Cookie Policy.

7. Security

We implement industry-standard security measures including HTTPS/TLS encryption in transit, bcrypt password hashing, secure session management with HttpOnly cookies, and regular security audits. However, no method of internet transmission is 100% secure, and we cannot guarantee absolute security.

8. Your Rights

You have the following rights regarding your personal data:

• Access: Request a copy of your personal data.
• Correction: Request correction of inaccurate data.
• Deletion: Request deletion of your account and associated data.
• Portability: Request export of your data in a machine-readable format.
• Objection: Object to certain processing activities.
• Withdraw Consent: Withdraw consent for cookie-based processing at any time.

To exercise these rights, contact us at privacy@sortaify.com. We will respond within 30 days.

9. International Data Transfers

SortAIfy is based in Germany. Data may be transferred to and processed in the United States (for Google Gemini AI) and other countries where our service providers operate. Such transfers comply with applicable data protection laws, including Standard Contractual Clauses where required.

10. Children's Privacy

SortAIfy is not intended for users under 16 years of age. We do not knowingly collect personal information from children. If we become aware of such collection, we will delete the data immediately.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes via email or prominent notice in the Service. Continued use after changes constitutes acceptance of the updated policy.

12. Contact

For questions about this Privacy Policy or to exercise your rights, contact:

SortAIfy GmbH
Email: privacy@sortaify.com
Website: www.sortaify.com