Privacy Policy

1. Introduction

AutomaDoc ("Service") is developed and operated by PT Karunia Solusi Informatika ("we," "us," or "our"), a company registered in Indonesia. This Privacy Policy explains how we collect, use, and protect your information when you use our document automation service, including through the platforms you connect to it (Microsoft 365, Google Workspace and Lark (Feishu)) and through its API.

By using AutomaDoc, you agree to the collection and use of information in accordance with this policy.

2. Information We Collect

2.1 Account Information

When you install AutomaDoc or sign in, we receive basic information from the platform you use: from Microsoft, your name, email address, user identifier, your organization's (tenant) identifier and whether you hold an administrator role there; from Google, your name, email address, user identifier and, for a Google Workspace account, your domain; from Lark, your tenant identifier, user ID and display name. When you sign up with an email address, we receive that address. We never receive or store your password for any of these platforms.

2.2 Document Data

• Templates: Word, Excel and PowerPoint files (.docx, .xlsx, .pptx) you upload, and designs you build in the template designer, to create document templates
• Microsoft 365 Data: The rows of Excel workbooks, the items and attachments of SharePoint lists and the rows of Dataverse tables that you choose to generate from, read when a document is generated
• Rows Sent by the Excel Add-in: The rows you select in Excel, sent by the add-in for that generation only
• Google Sheets Data: The content of the spreadsheets you select for AutomaDoc, and pictures in Drive files you select, read when a document is generated
• Lark Base Data: Record data from your Lark Base tables, accessed only during document generation
• Lark Approval Data: The content of approval requests on the forms you connect, read when a document is generated for a request
• API Data: Data your own systems send to the document API, used only to generate the requested document
• Generated Documents: Output files created from your templates and data
• Attachments: Images and files from attachment fields, list attachments or picture links in your data, used in templates
• Approver Signature Images: Signature pictures an administrator uploads for approvers, printed on approval documents

2.3 Electronic Signatures

When a document is sent for signature, we store the document, the name of each signer and any note the sender adds (such as an email address). For each signer we record the name they type, the signature they draw or type, when they opened, signed or declined the document, their IP address and their browser information. The signed document ends with an audit page showing who signed, when and from which IP address. A password protecting a signing link is stored only as a one-way hash. Documents sent with AutomaDoc Sign are described in Section 10.

2.4 Usage Information

• Number of documents generated
• Template configurations and field mappings
• Feature usage (PDF conversion, bulk generation, etc.)
• Error logs for troubleshooting

2.5 Technical Information

We automatically collect standard technical information including IP addresses, browser type, and access timestamps for security and service improvement purposes.

2.6 Microsoft 365

When you connect Microsoft 365, AutomaDoc acts only on your behalf, with delegated permissions that you or your administrator approve: it can read and write only what your own account can. It asks for each kind of access only when you connect that kind of data (Excel workbooks, SharePoint lists, Dataverse). Data read from Microsoft 365 is used only to generate the documents you ask for and to save them where you ask; it is not used for advertising or to train artificial intelligence models, and it is not sold. Your Microsoft refresh token is stored encrypted. You can remove AutomaDoc's access at any time in My Apps (myapps.microsoft.com) and your administrator in Enterprise applications; Disconnect in the Company Portal deletes our copy of your tokens.

2.7 Google User Data

When you sign in with Google, AutomaDoc receives your name, email address and Google account identifier. When you connect Google Sheets, it asks only for access to the files you select for it and the files it creates (the drive.file permission), never for the rest of your Drive, and uses that access to read the spreadsheets you select, to read pictures in Drive files you select, and to save the documents you generate where you ask. When a Google Workspace super administrator asks to take over administration of your organization's AutomaDoc account, AutomaDoc reads whether that person is a super administrator of the domain. Your Google refresh token is stored encrypted, and Disconnect revokes AutomaDoc's access at Google.

AutomaDoc's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. The use of information received from Google Workspace APIs will adhere to the Google User Data Policy, including the Limited Use requirements. In particular, we use Google user data only to provide and improve the features you use in AutomaDoc; we transfer it to others only as needed to provide those features, to comply with the law, or as part of a merger, acquisition or sale of assets with notice to you; we do not use or transfer it for advertising, to determine credit- worthiness or for lending; we do not sell it; we do not use it to train or improve generalized artificial intelligence or machine-learning models; and no person reads it unless you give us permission for specific data, it is necessary for security purposes or to comply with the law, or it is aggregated and anonymized for internal operations.

3. How We Use Your Information

• Service Delivery: Generate documents from your templates and the data you connect or send
• Service Improvement: Analyze usage patterns to improve features and performance
• Support: Respond to your inquiries and provide technical assistance
• Quota Management: Track usage against your plan limits
• Security: Detect and prevent unauthorized access or abuse
• Communications: Send service messages and, as described in Section 3.1, optional product updates and offers

3.1 Messages We Send You

We send two kinds of messages. Service messages concern your account and the Service: signing in, security, billing and payments, changes to our Terms or this Policy, and changes to or interruptions of the Service. You receive them for as long as you have an account, and they never contain advertising. Optional messages are product updates (new features and changes to AutomaDoc) and offers and events (discounts, webinars and surveys about AutomaDoc).

We send product updates to people who use AutomaDoc unless they opt out, on the basis of our legitimate interest in telling users about the service they use and, where the law requires it, the exception for existing customers. We send offers and events only to people who have opted in, on the basis of their consent. Every optional message has an unsubscribe link that works in one click without signing in, and in Lark an Unsubscribe button; you can also change your choices at any time in AutomaDoc, under Notifications. Opting out takes effect immediately and does not stop service messages. We keep a record of each choice, with when and how it was made, to honour it and to show that we did.

Optional messages are only about AutomaDoc: we do not send other companies' offers or share your contact details for their marketing. We do not track whether you open our emails or click their links. Emails are delivered by Cloudflare (Cloudflare Email Service) and Lark messages by the AutomaDoc app in Lark. We remember the language you use in AutomaDoc so our messages reach you in it. If you reply to one of our emails, your reply goes to our support team and is kept with your support conversation.

4. Data Storage and Security

4.1 Infrastructure

Your data is processed and stored using Cloudflare's global infrastructure and servers we operate ourselves:

• Cloudflare Workers: Serverless API processing
• Cloudflare R2: Object storage for templates, generated documents and documents sent for signature
• Cloudflare Email Service: Sending sign-in, invitation and signature request emails, and the messages described in Section 3.1
• Cloudflare D1: Database for account and configuration data
• Hetzner (Nuremberg, Germany): Servers we operate for document generation, PDF conversion and image compression, preparing documents for signature and producing signed PDFs, and for our monitoring (technical traces, kept 14 days)

4.2 Security Measures

• All data transmitted via HTTPS with TLS 1.3 encryption
• Data encrypted at rest in storage
• Sign-in through Microsoft, Google or Lark, or with a one-time link or code sent by email (no password storage)
• Microsoft and Google refresh tokens stored encrypted
• Access controls limiting data access to authorized personnel

4.3 Data Retention

• Generated Documents: Automatically deleted after 1 day (Free) or 7 days (Pro)
• Templates: Retained while your account is active; deleted upon account termination
• Account Data: Retained for 90 days after account termination for recovery purposes
• Data from Connected Platforms (Microsoft 365, Google Sheets, Lark Base, Lark Approval) and Rows Sent by the Excel Add-in: Not stored; used during generation only
• Signature Requests: The document and the signatures are deleted 90 days after the request closes; the audit trail (who signed, when, and from which IP address) is kept as evidence of the signature
• AutomaDoc Sign: Signed documents are kept until the sender deletes them; see Section 10.5
• Approver Signature Images: Retained until an administrator removes them, or upon account termination
• Technical Traces: Automatically deleted after 14 days

5. Data Sharing

We do not sell your personal information. We may share data with:

• Microsoft, Google and Lark/Feishu: To authenticate users and to read or write the data you connect (as you or your administrator authorize)
• Cloudflare: Our infrastructure provider for hosting and storage, and for sending sign-in, invitation and signature request emails and our other messages to you (Section 3.1)
• Hetzner: Our hosting provider for the servers we operate in Nuremberg, Germany (document generation, signed documents and monitoring)
• Paddle: Our merchant of record. Paddle processes payments, issues invoices and handles sales tax for purchases, and receives what you enter at checkout (such as your email address, country and payment method). We do not receive or store card details.
• Legal Authorities: When required by law or to protect our rights

6. Your Rights

You have the right to:

• Access: Request a copy of your data
• Correction: Request correction of inaccurate information
• Deletion: Request deletion of your data and account
• Export: Download your templates and generated documents
• Object to optional messages: Stop product updates, or offers and events, at any time (Section 3.1)
• Revoke Access: Disconnect AutomaDoc from the platforms you connected (Microsoft 365, Google Workspace, Lark) at any time, in the Company Portal or in the platform's own settings

To exercise these rights, contact us at contact@automadoc.cc. If you were asked to sign a document by one of our customers, see Section 10.6.

7. Cookies and Tracking

AutomaDoc uses essential cookies for authentication and session management. We do not use advertising cookies.

We do not use third-party analytics or session recording. To keep the Service reliable, we record technical traces of requests and errors (timing, the page or endpoint involved, error details, your IP address, browser, browser language and approximate country, and your user and tenant identifiers) on monitoring infrastructure we operate ourselves, hosted at Hetzner in Nuremberg, Germany. Traces are kept for 14 days and are not sent to any analytics provider.

8. Children's Privacy

AutomaDoc is a business tool not intended for use by individuals under 18 years of age. We do not knowingly collect information from children.

9. International Users

AutomaDoc is operated from Indonesia with data processed on Cloudflare's global infrastructure and on servers we operate at Hetzner in Nuremberg, Germany. By using the Service, you consent to the transfer and processing of your data as described in this policy.

10. AutomaDoc Sign and People Who Sign

This section explains what happens to your information when a document is sent for signature with AutomaDoc Sign, including when you are asked to sign by one of our customers and are not a customer yourself, and when our customers sign a document themselves.

10.1 Who Is Responsible

The customer who sends a signature request (the "sender") decides what to send, to whom and why, and is responsible for that use of your information (the controller). We process it on the sender's behalf to provide the signing service. We decide ourselves only how it is used to keep the Service secure, to prevent abuse and to keep the audit trail intact (Section 10.3).

10.2 What We Process

• Details the sender enters: each recipient's name, email address and role, the signing order, and whether a link is protected by an access code
• Documents: the files the sender uploads or generates, the page images shown while signing, the signed PDFs and the certificate of completion
• What you do: your agreement to sign electronically (with the version of the disclosure you saw), when you open, view, sign or decline a request and any reason you give, the text, dates and choices you enter in fields, your typed name, and the signature and initials you draw or type
• Technical information: your IP address, browser (user agent) and language, and the time of each step
• Access codes: the number of wrong attempts and when a link was locked. Access codes are stored only as a one-way hash
• Audit trail: an append-only, chained record of every step above, with the SHA-256 fingerprint of each version of each document
• Emails: which emails were sent, whether delivery failed, and reports of an email
• Saved signatures: for our customers' own users, the signature and initials pictures they choose to save for later
• Verify page: only the SHA-256 fingerprint of the file being checked, which is computed in the browser; the file itself is not uploaded

10.3 Why We Use It

• To provide the signing service the sender asked for: sending invitations, reminders and notices, showing the document, recording signatures, and producing and delivering the signed documents and certificate
• To make the signature provable: keeping the audit trail and the certificate, and answering the verify page, so that the sender, the signers and we can show what was signed, when and by whom
• To keep the Service safe: limiting how much can be sent, locking a link after 5 wrong access codes, handling reports and pausing senders who misuse the Service

Where data protection law requires a legal basis (such as Indonesia's Law No. 27 of 2022 on Personal Data Protection or the EU General Data Protection Regulation), we rely on performing our contract with the sender, on the legitimate interests of the sender, the signers and us in proving a signature and keeping the Service secure, and on legal obligations where they apply. Your agreement to sign electronically is recorded as evidence of that agreement; withdrawing it before you sign stops the request for you but does not delete the record of what already happened. We do not use signers' information for marketing, we do not sell it, and we do not use documents to train artificial intelligence models.

10.4 Who Receives It

• The sender and administrators of the sender's account: the request, its documents and its audit trail
• Everyone in the same request: the signed documents and the certificate of completion, which lists each signer's name, email address, the times they agreed, viewed and signed, and their IP address and browser
• Anyone using the verify page: only whether a file matches a completed request, the request's identifier, its completion date and the number of signers
• Cloudflare: stores the documents and data, and sends the emails
• Hetzner: hosts the servers we operate in Nuremberg, Germany, where documents are prepared for signing and signed PDFs are produced
• Lark or another platform the sender connects: when a colleague in the sender's organization is told about a request by a message there

10.5 How Long We Keep It

• Completed requests: the signed documents, certificate, original files and audit trail are kept until the sender or an administrator of the sender's account deletes them, or the account is closed. Page images and signature pictures used while signing are deleted 30 days after completion; the signatures remain in the signed documents and certificate
• Declined, voided and expired requests: files deleted 90 days after the request closed
• Drafts left unchanged for 30 days: deleted
• Records and audit trail: when files are deleted, the record of the request and its audit trail (names, email addresses, times, IP addresses and document fingerprints) are kept as evidence while the sender's account exists, and are deleted with the account's data after it is closed (Section 4.3)
• Saved signatures: until the user deletes them, or the account is closed
• Technical traces: deleted after 14 days

10.6 Your Rights as a Signer

Contact the sender first: they decide about the documents and the request, and can correct your details before you sign, void the request or delete its files. You can also write to us at contact@automadoc.cc, preferably from the email address the request was sent to, naming the sender and the document. We will pass your request to the sender, or deal with it ourselves where we are responsible. You may ask for access to, correction or deletion of your information, or object to its use. A signed document and its audit trail cannot be changed after signing without destroying the evidence they hold, so we may keep them, unchanged, while they are needed to prove the signature or to establish, exercise or defend legal claims; if so, we will tell you why. You can always decline to sign, and withdraw your agreement to sign electronically before you sign.

11. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be communicated through the Service or via email. Continued use after changes take effect constitutes acceptance of the updated policy. This version takes effect on 24 October 2026.

12. Contact Us

For privacy-related inquiries or to exercise your rights: