DocReflowWho is responsible
DocReflow, operating from Greece, is the controller responsible for personal information processed to run DocReflow accounts, secure the service, and respond to support requests. Contact legal@docreflow.com for privacy questions or to exercise your rights.
If an organization uses DocReflow to manage information about other people, that organization may be responsible for that content and for deciding why it is processed. Do not upload information you are not authorized to process. Organizations that require a data-processing agreement should contact us before using hosted features for that purpose.
Information we handle
- Account information: your name, email address, account identifiers, password hash for email sign-in, and authentication records. Optional Google or GitHub sign-in provides basic profile and account information needed to authenticate you.
- Project information: documents, layout settings, assets, revisions, comments, and sharing permissions when you use hosted project features. Collaboration also includes the profile name, color, and editing presence shown to other participants.
- Captured sources: if you use the optional capture extension or source tools, saved page URLs, titles, selected text, images, notes, and citation metadata. Sources synchronized to your account are processed by our services.
- Technical information: IP addresses and request, error, and security logs needed to operate and protect the service. Support messages include the information you choose to send us.
Local storage and hosted processing
Local projects and editing state can be stored in your browser using IndexedDB, with preferences in local storage. These are browser data, not a guarantee of a permanent file backup. Clearing site data, changing browser profiles, or losing a device can remove local copies. Download independent project backups for important work.
Local-first does not mean that content never leaves your device. Shared projects and collaboration send document state and assets to the server. Server-rendered PDF exports and previews, hosted content, publishing, and synchronized captures can also send the content needed for those features to our services.
Production connections use HTTPS and secure WebSockets. Collaborative content is processed by the server; it is not end-to-end encrypted. We do not claim that we are technically unable to access hosted content or that every stored item is encrypted at rest.
Publicly published pages are visible to their visitors. People you invite to a project can see the content and presence information their role allows. Consider what personal information you include before sharing or publishing.
Why we process information
We do not sell personal data or document content. We do not use private documents to train AI models. We do not use your documents for advertising or make decisions producing legal or similarly significant effects about you solely through automated processing.
- To provide the service you request: create accounts, authenticate sessions, save and synchronize hosted projects, deliver invitations, and generate requested outputs. Where applicable, the legal basis is performance of our agreement with you (GDPR Article 6(1)(b)).
- To protect and maintain DocReflow: detect abuse, investigate errors, and respond to support requests. Where applicable, we rely on legitimate interests in running a secure, reliable service (Article 6(1)(f)), balanced against your rights.
- To meet applicable legal obligations and respond to lawful requests where required (Article 6(1)(c)).
- If an optional feature requires consent, we will ask separately before the relevant processing. You can withdraw that consent without affecting earlier lawful processing (Article 6(1)(a)).
Service providers and other recipients
The hosted application runs on server infrastructure provided by Hetzner, with PostgreSQL for hosted account and collaboration data. Real-time editing uses Yjs and the self-hosted Hocuspocus service. These libraries do not, by themselves, send your documents to an external collaboration vendor.
Where enabled, Resend delivers account verification, password reset, and other transactional messages. If you choose Google or GitHub sign-in, that provider handles authentication under its own privacy policy. Optional web-publishing infrastructure can use Cloudflare for routing and Backblaze B2 for published assets; those features may process the public files and request information needed to serve the published site.
Service providers receive information needed for their role, subject to applicable safeguards. We may disclose information where legally required or reasonably necessary to protect people, investigate abuse, or establish and defend legal claims. We do not currently collect payment-card details or operate paid subscriptions.
International processing
DocReflow is operated from Greece. Some service providers or their support operations may process information outside the European Economic Area. Where a restricted transfer takes place, applicable transfer safeguards are required, such as an adequacy decision or standard contractual clauses. Contact us for the safeguards relevant to a particular feature before supplying information that requires a specific processing location.
Retention, deletion, and backups
We retain account and hosted project information while it is needed to provide your account and the features you use. Security and support records are kept as needed to investigate incidents, resolve requests, meet legal obligations, and establish or defend claims; the period depends on the purpose and applicable obligations.
Email legal@docreflow.com to request account closure or deletion of hosted personal information. We may ask for proportionate verification of your identity. Deletion is a handled request, not a promise that signing out or removing a local project instantly removes every server record. We explain any legal retention requirements or limits that apply to your request.
The standard hosted backup rotation retains daily backups for 14 days. Information removed from active systems can remain in restricted backups until they expire; if a backup is restored, applicable deletion requests must be reapplied. Copies held by collaborators, public visitors, or independently controlled systems may remain. Local browser copies must be managed on your device.
Your choices and rights
Depending on applicable law and the basis for processing, you may request access, correction, erasure, restriction, portability, or object to processing based on legitimate interests. Where processing relies on consent, you may withdraw it. Some rights have conditions or exceptions. You can contact us regardless of where you live, and we will assess your request under the law that applies.
Send privacy requests to legal@docreflow.com. Under the GDPR, we normally respond within one month; if a permitted extension is needed, we will explain the reason. You can also complain to the Hellenic Data Protection Authority or the supervisory authority where you live or work. You do not have to contact us first to make a complaint.
Children and updates
DocReflow is not directed at children under 16. A school or organization considering use by younger students should contact us to arrange appropriate authorization and safeguards before creating accounts. If you believe a child has provided personal information without appropriate authorization, please contact us.
We will update this notice when our practices change, show the new date, and give additional notice where a material change or applicable law requires it.