Privacy policy

1. Introduction

This privacy policy describes how UNIDOCS Cloud System ("we", "the company", "the system") collects, uses, keeps and protects users’ personal data when they use the website, the application and the services connected to them. By registering in the system or using it, you agree to the terms of this policy.

2. What information we collect

• Registration data: First name, surname, email address, telephone number, job title, department and the organisation’s details.
• Document data: Contracts, correspondence, acceptance acts, invoices and other documents that the user uploads or creates in the system.
• Technical data: IP address, browser type, device data, sign-in history and the log of actions taken in the system (the audit log).
• Authentication data: Passwords (in encrypted form), two-factor authentication (2FA) codes and digital signature data.
• Cookies and similar technologies: To keep the session and to make the system work.

3. Why we process your data

We process your data only for the following purposes:

• to provide access to the system, authentication and security;
• to run the document flow, approval and digital signature processes;
• to send notifications, reminders and status changes (email, SMS, Slack, Telegram, Discord — according to the user’s and the organisation’s settings);
• to produce analytics and statistics within the organisation;
• to run the Unio AI features — document analysis, template generation and smart search;
• to meet obligations set by law (for example, integration with the tax authorities).

4. Use of the Unio AI features

The artificial intelligence features built into the system (Unio AI), used to generate and analyse document templates, work through an integration with a trusted external AI provider. The text passed for processing is used only to produce the result requested, and is not used by the provider to train its models within organisational accounts.

5. Sharing data with third parties

Your personal data is not passed to third parties for commercial purposes. It may be shared only in the following cases:

• with other users in your organisation — within the document flow and approval process, according to their access rights;
• with external counterparties — only where you yourself send a document for digital signature or for review;
• with infrastructure providers — for data storage, the AI features and digital signature services — strictly as far as the function requires;
• in the cases provided for by law, at the request of the relevant state authority.

6. Storage and security

Data is kept on encrypted and protected server infrastructure. The system uses industry standards: password hashing, two-factor authentication, role-based access control (RBAC), antivirus scanning of uploaded files, and audit logging of every significant action. Data is kept for as long as providing the service and meeting obligations set by law require.

7. Cookies

The system uses only necessary (functional/session) cookies, which are needed to keep a signed-in session and for security (CSRF protection). No marketing or third-party tracking cookies are used.

8. Your rights

You have the right:

• to see the data processed about you;
• to ask for incorrect data to be corrected;
• to ask for your account and personal data to be deleted, where that does not conflict with retention duties set by law;
• to withdraw your consent to notifications (other than those the work process requires).

9. Changes to this policy

We may update this policy from time to time. Where a change is significant, users are told through a notification in the system or by email. The date at the foot of the page is the date it was last updated.

10. Contact

For any question about privacy, please write to us:
Email: info@squadit.ge