Privacy Policy & Data Protection

Our Privacy-First Approach

PulseExtract is designed with privacy as the core principle. We understand that invoice data is sensitive and contains financial information that requires the highest level of protection, while still providing the flexibility needed for business operations.

How We Handle Your Data
  • Server-side Processing: Our backend systems process your documents using advanced AI and OCR technologies to extract invoice data with high accuracy. We utilize secure server-side processing for all documents.
  • Configurable Data Retention: We temporarily store your PDFs and extracted data during processing, with administrator-configurable retention periods (default: 24 hours). The system implements automatic cleanup that permanently removes data after the retention period expires or when manually requested.
  • Storage Security: Invoice data is stored in a database with standard PostgreSQL security measures. Role-based access controls ensure only authorized users can access their own documents.
  • Third-party Service Usage: We use OpenAI's API services to enhance our invoice processing capabilities. When you use our service, your invoice data is transmitted to OpenAI for processing in accordance with OpenAI's Enterprise Privacy Policy.
OpenAI Data Usage Policy: When we use OpenAI's API to process your documents:
  • Your data is sent to OpenAI for processing
  • OpenAI temporarily stores your data for a maximum of 30 days
  • OpenAI does not use your data to train their models
  • For detailed information, please refer to OpenAI's Enterprise Privacy Policy
Logging & Diagnostic Information

For operational and debugging purposes, we collect certain system logs that may include:

  • User IDs and session identifiers
  • Invoice and batch IDs
  • Processing statuses and credit usage tracking
  • Session data for troubleshooting purposes
Anonymous Learning Contributions

To improve our invoice field detection capabilities, we collect anonymous field position data when you opt to contribute. This information contains:

  • Relative positions of fields (as percentages of page dimensions)
  • Field type identifiers (e.g., "invoice_number", "total_amount")
  • Abstract layout information to help match similar invoice templates
Important: When you use template learning features, we store field positions along with field type information to improve future extractions. We also store your processed invoice data in our secured database for the configured retention period.
Local Storage Usage

We use browser localStorage to remember your preferences (like processing mode) and temporarily store your extracted data to prevent loss during your session. This data is only stored in your browser and is automatically cleared when you close the page.

Technical Safeguards

Our application implements several technical safeguards:

  • All server communications use HTTPS encryption
  • Memory used for processing is securely wiped after completion
  • Regular security updates and maintenance
  • Regular security audits and penetration testing
Your Control & Rights

You have full control over your data with our tool:

  • Delete your data manually at any time
  • Decide whether to contribute anonymous field positions for learning
  • Download your extracted data in the format of your choice
  • View and manage your subscription settings
Frequently Asked Questions

Your invoice data is temporarily stored during processing to enable features like batch processing and template learning. However, we've implemented automatic data cleanup that:
  • Allows manual deletion of batches and invoices at any time
  • Automatically removes data after the administrator-configured retention period (default: 24 hours)
  • Provides enterprise customers with extended retention options for compliance needs
  • Keeps your data secured and accessible only to you during the storage period
Additionally, when using our AI-enhanced processing features, your invoice data is temporarily sent to OpenAI for processing, where it is stored for up to 30 days according to their data retention policy.

When you contribute, we only collect the relative positions (x/y coordinates as percentages) of invoice fields and their field type (e.g., "invoice_number"). We never collect the actual content or values of those fields.

PulseExtract employs multiple layers of security to protect your data:
  • All data is processed on secure servers
  • Data is stored in our PostgreSQL database with standard security measures
  • All data transmissions are secured with TLS encryption
  • We implement regular security updates
  • Role-based permissions ensure your data is only accessible to you and your authorized team members

Yes. An account is required to use PulseExtract. This allows us to track your usage, maintain your subscription tier, and ensure you have access to your processed documents. We collect only essential information needed for account management and service delivery.
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