SmartBookReader ("we", "us", "the Service") helps you upload documents and ask questions about them. This policy explains what data we collect, how we process it, and the choices you have. We have tried to keep it readable.
1. Data we collect
- Account data: your name, email address, and — if you sign in with Google or Microsoft SSO — the identifier those providers share with us. Passwords are stored only as bcrypt hashes; we never see or store them in plain text.
- Documents: the files you upload (PDF, DOCX, TXT, HTML, scans) and the text extracted from them, stored in your isolated workspace so the Service can answer your questions.
- Usage data: queries you run, features you use, and activity logs (e.g., logins, uploads) used for security auditing and to enforce plan limits.
- Payment references: billing is handled by Stripe. We store subscription status and Stripe reference IDs only — we never see or store your card number.
2. How your documents are processed
When you ask a question, relevant text chunks from your documents are sent to AI providers (OpenAI and Google) to generate the answer. Under those providers' API terms of service, data submitted via their APIs is not used to train their models. Only the chunks relevant to your question are sent — never your whole library.
3. Storage and security
- All traffic is encrypted in transit over HTTPS.
- Passwords are hashed with bcrypt; API keys you provide (BYOK) are stored encrypted.
- Every user's documents and search index are isolated per user — your data is never visible to other accounts.
- Administrative actions and logins are recorded in an audit trail.
4. Third-party processors
We rely on a small set of processors to run the Service:
- OpenAI — answer generation and embeddings for search.
- Google — AI answering, and SSO sign-in if you choose it.
- Stripe — payment processing.
We do not sell your data, and we do not share it with advertisers.
5. Data retention
- Your documents remain in your library until you delete them.
- If you downgrade your plan and exceed the new plan's limits, affected data is retained for 60 days so you can upgrade again or export it before removal.
- When you delete a document or your account, the associated content is removed from our systems.
6. Your rights
You can, at any time:
- Access the data we hold about you;
- Delete your documents or your entire account;
- Export your answers and data.
7. Self-hosted option
Organizations with strict confidentiality requirements (law firms, healthcare providers) can run SmartBookReader entirely on their own infrastructure under the Enterprise plan. In a self-hosted deployment, your documents never leave your environment except for the AI API calls you configure with your own keys.
8. Contact
Questions about this policy or your data? Reach us through the contact form — choose "Support" or "Other" as the subject — and we will respond within 24 hours.