1. Introduction
Audit Docs ("Audit Docs", "we", "us", or "our") provides an online platform that helps businesses manage supplier audits, quality documents, and supplier risk assessments. This Privacy Policy explains what personal data we collect when you visit our website or use our platform, how we use it, who we share it with, and the choices and rights you have.
By using Audit Docs, you confirm that you have read this policy. If you do not agree with it, please do not use the platform. If you use Audit Docs on behalf of an organization, you confirm that you are authorized to do so.
2. Who is responsible for your data
The Audit Docs is located at 2nd floor, Flat No. 101, H. No. 2-17-107, Srikara Residency, SBH Colony, Uppal, Medchal – Malkajgiri District, Telangana - 500039, India. For the personal data of our own website visitors and account holders, we act as the data controller (called a data fiduciary under some laws). For the supplier and audit documents that our customers upload, the customer is the controller and Audit Docs acts as a processor (data processor), handling that content only on the customer's instructions.
You can reach us about privacy at operations@audit-docs.com.
3. Information we collect
Information you give us. When you create an account or sign in, we collect your name, work email address, job title, and the name of your organisation. We also collect the details you include when you contact us, request a demonstration, or reply to a survey.
Content you upload. Customers upload supplier records, audit reports, certificates, quality documents, findings, corrective action records, and related notes. This content may include the names and business contact details of supplier staff, auditors, and your own employees. Please upload only the personal data that is needed for your audit and qualification work.
Sign-in information. Audit Docs does not use passwords. Instead, we send a one-time six digit code to your work email address each time you sign in. We store the email address, the time of each sign-in attempt, and security information needed to verify and protect your account.
Information collected automatically. When you use the platform, we automatically collect technical data such as your IP address, browser type, device type, operating system, pages viewed, actions taken in the platform, and the date and time of each visit. We use cookies and similar technologies to collect some of this information, as described in section 8.
Information from other sources. If your employer or another user invites you to Audit Docs, they may give us your name and work email address so that we can create your account.
4. How we use your information
We use personal data for the following purposes:
To create and manage your account, verify your identity, and send sign-in codes.
To provide the platform, including storing and displaying audit documents, calculating supplier risk indicators, assigning corrective actions, and sending renewal and follow-up reminders.
To communicate with you about the service, such as security alerts, product updates, support replies, and changes to our terms or this policy.
To keep the platform secure, prevent fraud and misuse, and investigate suspected violations of our terms.
To maintain audit trails that allow customers to demonstrate to regulators and inspectors how a supplier decision was made.
To understand how the platform is used so that we can fix problems and improve its features and performance.
To meet our legal obligations and to establish, exercise, or defend legal claims.
We do not sell your personal data. We do not use the content of customer documents to advertise to you or to build advertising profiles.
5. Legal bases for processing
Where data protection laws require us to identify a legal basis, we rely on the following. We process data to perform our contract with you or your organisation when we provide the platform. We process data for our legitimate interests, such as securing the platform, improving our services, and communicating with business users, where those interests are not outweighed by your rights. We process data to comply with legal obligations. Where required, we process data with your consent, and you may withdraw that consent at any time. Under India's Digital Personal Data Protection Act, 2023, we process personal data for the lawful purposes described in this policy and with your consent or on another lawful ground the Act permits.
7. International transfers
Audit Docs and its service providers may process and store data in countries other than the one where you live. When we transfer personal data across borders, we take steps to ensure it remains protected, such as using contractual safeguards and working only with providers that maintain appropriate security standards. Where applicable law restricts transfers to certain countries, we comply with those restrictions.
8. Cookies and similar technologies
We use cookies and similar technologies to keep you signed in, remember your preferences, protect the platform from abuse, and understand how the website and platform are used. You can control cookies through your browser settings, and you can delete cookies that have already been set. If you block essential cookies, some parts of the platform may not work properly. Where the law requires it, we ask for your consent before setting non-essential cookies.
9. Data retention
We keep personal data only for as long as it is needed for the purposes described in this policy. Account data is kept while your account is active and for a reasonable period afterward. Customer documents and audit records are kept for as long as the customer's subscription is active, or for the retention period the customer sets, because many customers must preserve audit evidence for regulatory purposes. After a subscription ends, we delete or anonymise customer content within 5 years unless the law requires us to keep it longer or the customer asks us to return it first. Backup copies are removed on a regular schedule.
10. Data security
We use technical and organisational measures to protect personal data against unauthorised access, loss, misuse, and alteration. These include encryption of data in transit, access controls based on roles, passwordless sign-in with one-time codes, monitoring for unusual activity, and limiting staff access to what each role needs. No online service can be guaranteed to be completely secure, so we also encourage you to protect access to your email account, since it is used to sign in.
If we become aware of a personal data breach that affects you, we will notify you and the relevant authorities as required by applicable law.
11. Your rights and choices
Depending on where you live, you may have the right to access the personal data we hold about you, correct inaccurate or incomplete data, request deletion of your data, restrict or object to certain processing, receive a copy of your data in a portable format, withdraw consent that you previously gave, and nominate another person to exercise your rights in the event of your death or incapacity. You may also complain to your local data protection authority.
To exercise these rights, email us at operations@audit-docs.com. We may need to verify your identity before we act on a request. If your data was uploaded by a customer, we may refer your request to that customer, because the customer controls that content. You can opt out of marketing emails at any time by using the unsubscribe link in the message. We will still send you essential service and security messages.
12. Children's privacy
Audit Docs is intended for business users and is not directed at children. We do not knowingly collect personal data from anyone under 18 years of age. If you believe a child has given us personal data, please contact us and we will delete it.
13. Third-party links
The platform and website may contain links to websites operated by others. We are not responsible for the privacy practices of those sites, and we encourage you to read their policies.
14. Changes to this policy
We may update this Privacy Policy from time to time. When we make a significant change, we will post the new version with an updated date and, where appropriate, notify you by email or through the platform. Your continued use of Audit Docs after a change takes effect means you accept the updated policy.
15. Contact us
If you have questions or concerns about this Privacy Policy or how we handle personal data, please contact:
Email: operations@audit-docs.com