Last Updated: November 9, 2024
RecordsKeeper.AI, operated by Recordskeeper, Inc Delaware C-Corp (“RecordsKeeper.AI,” “we,” “us,” or “our”), is committed to protecting your privacy and handling your personal data with transparency and security. This Privacy Policy (“Policy”) explains how we collect, use, store, and protect personal and non-personal information obtained through our website (https://www.recordskeeper.ai), SaaS platform, applications, and related services (collectively, the “Services”). By accessing or using our Services, you acknowledge and consent to the terms outlined in this Policy. If you do not agree with any part of this Policy, you must discontinue use of the Services immediately.
BY ACCESSING OR USING THE SERVICES, YOU ACKNOWLEDGE THAT YOU HAVE READ, UNDERSTOOD, AND AGREED TO BE LEGALLY BOUND BY THESE TERMS. IF YOU DO NOT AGREE, YOU MUST CEASE USING THE SERVICES IMMEDIATELY.
This Policy applies to all users of our Services, including registered users, website visitors, job applicants, business partners, vendors, representatives of legal entities, employees (current and former), and board members. It governs the collection, use, and processing of personal and non-personal data, regardless of how the information is obtained. However, this Policy does not cover third-party websites, applications, or services linked from our platform. Users should review third-party privacy policies before providing personal information to such services.
We collect both personal and non-personal data as part of our Services. Personal information refers to any information that can directly or indirectly identify an individual, while non-personal information includes system-generated and technical data used for platform functionality and analytics.
Personal information is collected when users register for an account, interact with customer support, upload documents, or use AI-driven analytics and automation features. Such information may include full name, email address, contact details, employment details, authentication credentials, billing and payment details, identity verification documents, and records of communication with our team. Additionally, our Services may collect business-related data such as corporate filings, compliance records, transaction data, and other information relevant to financial, legal, or operational workflows.
Technical information is automatically collected through the use of cookies, tracking tools, and analytics mechanisms. This includes IP addresses, device identifiers, browser and operating system details, session logs, geolocation data, and user behavior analytics. Such information helps optimize platform performance, enhance security, and improve user experience.
RecordsKeeper.AI utilizes artificial intelligence (AI) technologies to enhance automation, document classification, compliance monitoring, and other record-keeping functionalities. In certain cases, your data may be processed by in-house AI models or third-party AI service providers to improve service efficiency, data integrity, and retrieval accuracy.
By using our Services, you acknowledge and consent to the following:
First, your uploaded documents, transaction records, or other data may be processed by AI algorithms to extract relevant information, generate insights, and classify content for compliance purposes.
Second, AI processing may be performed within RecordsKeeper.AI‘s infrastructure or by external AI service providers under strict confidentiality agreements. While we implement security controls, AI models require ongoing refinement, and as such, automated processing may involve inherent risks, including incorrect predictions or data misinterpretation.
Third, data processed through AI may be used to anonymously train and enhance our internal models, ensuring improved accuracy over time. However, such processing will always adhere to data protection laws and industry-standard security measures. To enhance AI-driven features and overall user experience, we may process and analyze user data as follows:
We use the information we collect to provide, manage, and improve our Services, facilitate AI-powered document processing, enhance security, and comply with legal and regulatory obligations. This includes user authentication, service customization, fraud detection, and cybersecurity monitoring. Additionally, data may be used for research, analytics, customer support, marketing, and service optimization. However, we do not sell or trade user data under any circumstances.
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Information may also be used to ensure compliance with applicable laws, respond to legal requests, and fulfill contractual obligations with government agencies or regulatory bodies. We take necessary measures to ensure that data usage aligns with industry best practices and legal requirements.
RecordsKeeper.AI, incorporated in the State of Delaware, United States, implements a comprehensive, enterprise-grade security framework to protect your personal and business data against unauthorized access, use, alteration, loss, or disclosure. We adhere to internationally recognized best practices in cybersecurity and data privacy, including standards outlined in regulations such as the General Data Protection Regulation (GDPR), the California Consumer Privacy Act (CCPA), and other applicable federal and state laws.
Our security architecture includes, but is not limited to:
Although we follow industry-leading security practices, no technology platform can be entirely immune to evolving cyber threats. We urge users to maintain the confidentiality of their login credentials, enable MFA, avoid reusing passwords across platforms, and report any suspicious activity promptly.
We are committed to protecting user privacy and ensuring that any data used to enhance our AI capabilities is handled with the highest degree of security and responsibility. To this end:
All employees and contractors with access to user data or AI training environments are subject to strict confidentiality agreements and must complete regular privacy and security training programs.
 By using our Services, you acknowledge that while we take extensive steps to secure your data, you also play a vital role in safeguarding your own information. If you suspect a security breach or data incident, please contact us immediately at [email protected].
Users are responsible for ensuring that any content uploaded to the RecordsKeeper.AI platform complies with applicable laws, regulatory requirements, and intellectual property rights. Sensitive personal data should only be uploaded if necessary and authorized under relevant privacy regulations. Users must review and verify AI-processed content before relying on it for decision-making. RecordsKeeper.AI reserves the right to conduct audits or compliance checks on stored data to prevent misuse, data breaches, or policy violations.
We retain personal and business data for as long as necessary to fulfill service obligations, legal requirements, and operational needs. Upon expiration of the retention period, data is securely deleted or anonymized in accordance with applicable data protection regulations. Users may request deletion of their personal data, subject to legal and contractual limitations.
We do not sell, rent, or trade personal data. However, we may share information with third-party service providers, regulatory agencies, legal advisors, or compliance auditors when necessary. Such disclosures are conducted under strict confidentiality agreements to protect user privacy. Third-party integrations, such as analytics or cloud storage providers, are bound by contractual obligations to ensure the security and integrity of shared data.
RecordsKeeper.AI operates in multiple jurisdictions, and user data may be stored or processed in locations outside the user’s country of residence. We implement safeguards, including data adequacy agreements, standard contractual clauses, and regulatory compliance mechanisms, to ensure the lawful processing of international data transfers.
We reserve the right to update this Privacy Policy as necessary to reflect changes in legal, regulatory, or operational requirements. Any modifications will be communicated through our website, email notifications, or service announcements. Users are encouraged to review this Policy periodically to stay informed of their data rights and responsibilities.
This Privacy Policy shall be governed by and construed in accordance with the laws of the State of Delaware, United States of America, without regard to any conflict of law provisions that might apply the laws of another jurisdiction.
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Any disputes, claims, or controversies arising out of or relating to this Privacy Policy, or the breach, termination, enforcement, interpretation, or validity thereof, including the determination of the scope or applicability of this clause to arbitration, shall be resolved by binding arbitration or litigation under the exclusive jurisdiction of the state and federal courts located in Delaware, USA.
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By using our Services or accessing our Platform, you agree to submit to the exclusive jurisdiction of these courts and waive any objections based on venue, jurisdiction, or forum non conveniens.
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For users accessing the Services from outside the United States, local data protection and consumer laws may apply to the extent such laws cannot be waived by contract. However, where permitted, this clause will prevail over any conflicting local laws regarding governing law and dispute resolution.
For privacy-related inquiries, users may contact:
Email: [email protected]
Address: Recordskeeper Inc, 2261 Market Street STE 86483, San Francisco, CA 94114
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If you are located in the European Union or European Economic Area (EEA), and wish to contact our designated representative under Article 27 of the General Data Protection Regulation (GDPR), you may reach out to:
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Representative Name: Kanishka Sharma
Email: [email protected]
Designated Role: EU Representative for GDPR Inquiries
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This representative serves as the point of contact for data protection authorities and individuals in the EU regarding processing activities subject to the GDPR.
By using our Services, you acknowledge that you have read, understood, and agreed to be legally bound by this Privacy Policy.
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