Privacy policy

What this covers

Waoo Docs keeps your documents: the PDFs, scans, spreadsheets and photos you upload, the folders you file them in, and the rules you set up to file them automatically. This page says plainly what is stored, where it lives and what you can do about it.

Your account is a Waoo Network account and works across every Waoo app. Signing in to Waoo Docs does not give your documents to the other apps - a document is only ever read back to the account that uploaded it.

What is stored

• Your account - Email address, name if you give one, and a password stored only as a one-way hash. Sign-in tokens are held in your browser or the app and expire.
• Your documents - Each file you upload, its name, size and type, the folder it is in, and the labels and favourites you give it.
• What is read out of them - The text inside each document, so you can search it. A PDF's own text is read first; pages that are only a picture, such as a scan, are run through text recognition on our own servers, up to the first 10 pages of a document. Keywords are drawn from that text, and a small preview image is made of each file.
• Your workflow rules - The rules you write, what they match on, what they do, and a history of which documents each rule acted on, so a change can be undone.
• Usage measurement - Which pages are opened and which actions complete, so the product can be improved. This is aggregate behaviour, not the contents of your documents.

What is never done with it

Your documents are not sold, rented or shared with advertisers, and they are not used to train models. Nobody browses them. Waoo Docs has no public links and no shared libraries: a document is readable only by the account that uploaded it, signed in.

We will hand data to law enforcement only where the law actually requires it, and will tell you when we are permitted to.

Email from your rules

A workflow rule can send an email when it matches a document. That email names the rule, the document's file name and the folder it is in - never the document itself - and goes to the address you put on the rule, or to your account's address if you leave it empty. Whoever you send it to sees those details.

The Waoo Docs app for Android

The Android app shows this website, so everything above applies to it too. On the phone it also does the following:

• Scanning. The scanner is Google's document scanner, which runs on the phone through Google Play services. The pages you scan stay on the phone until you upload them. The app itself never asks for the camera.
• Documents shared to the app. A file you share to Waoo Docs from another app, or scan from the home-screen shortcut, is held on the phone until you pick a folder for it and it uploads.
• Files you save or send. A document you download is saved to the phone's Downloads folder, where other apps on the phone can open it. Send and Open in another app hand the file to the app you choose.
• App lock. If you turn it on, Android checks your fingerprint, face or the phone's PIN. The app never receives or stores them, and the setting stays on the phone.
• Error reports. When the app fails, it sends us a report of the fault with the phone's make and model, its Android version, the app's version and the page it was on. It contains no documents.

The app does not use your location, contacts or microphone.

Who else touches it

• Hosting - Servers and storage we operate, behind a content delivery network that terminates traffic and blocks abuse. Text recognition runs on those servers, not at a third party.
• Email - A transactional email provider, used for sign-in, verification and the emails your workflow rules send. Marketing email is opt-in only.
• Analytics - Google Analytics, measuring page views and completed actions. It never receives your documents, their names or their text.
• Scanning on Android - Google's document scanner, as described above.

What you can do

• Take it with you - Download any document from its menu, whenever you like. Wherever the law gives you a right to a copy of your personal data, write to us and we will send you all of it.
• Delete it - Delete any document or folder from Documents, and any rule from Workflow. Deleting from Documents is permanent. Delete your account explains how to close the account and remove everything stored with it.
• Correct it - Rename, move and relabel anything in the app. If something is wrong that you cannot reach, write to us.
• Ask - Any question about your data goes to [email protected] and gets a human answer.

How long it is kept

Your documents, and the text read out of them, are kept for as long as your account exists, or until you delete them or a rule you set deletes them. Deleted records are retained briefly in backups before ageing out.

Children

Waoo Docs is not meant for children under 13, and we do not knowingly hold the data of anyone under 13.

Cookies

Sign-in uses a cookie so your session survives a page refresh; without it the app cannot keep you signed in. Analytics sets its own cookie. Nothing here follows you to other sites.