Privacy policy
How Imbibe Technologies collects, uses and protects information across the Intellodocs service and this website.
Last updated — 22 August 2026
Intellodocs is a product of Imbibe Technologies Private Limited (“Imbibe”), registered in Karnal, Haryana, India. This policy covers both the Intellodocs service and Imbibe’s websites. Where a term applies specifically to documents you store in Intellodocs, it is called out separately below.
Who we are
Imbibe Technologies Private Limited is committed to protecting your privacy and giving you a safe online experience. This statement applies to Imbibe’s sites and services, including Intellodocs, and governs data collection and usage. By using our sites or services, you consent to the practices described here.
Information we collect
We may collect personally identifiable information such as your name, email address, home or work address and telephone number. We also collect anonymous demographic information which is not unique to you, such as postal code, age, gender, preferences and interests.
Some information about your device and software is collected automatically. This can include your IP address, browser type, domain names, access times and referring website addresses. We use this for the operation of the site, to maintain its quality, and to produce general statistics about usage.
Please keep in mind that if you disclose personal or sensitive information through any public area of our sites, that information may be collected and used by others. We do not read your private communications.
We encourage you to review the privacy statements of websites you choose to link to from ours, so you understand how those sites collect, use and share information. We are not responsible for the privacy statements or content of sites outside Imbibe and its family of websites.
What the mobile application collects
The Intellodocs iOS and Android applications collect the following, and nothing else:
| Data | How it is collected | Why |
|---|---|---|
| Name, work email, organisation | Entered by you, or provisioned by your organisation’s administrator | To create and operate your account |
| Documents and their contents | Uploaded by you, or captured from a connected mailbox, business chat number or scanner that your organisation has configured | To store, classify, index and retrieve them for you |
| Document metadata | Extracted from the document by the service | To file the document and make it searchable |
| Search queries | Typed by you | To return results and cited answers |
| Access and activity log | Recorded automatically as you open, edit, share or delete documents | To provide the audit trail your organisation relies on |
| Device and diagnostic data | Recorded automatically | To keep the application working and to diagnose crashes |
The application does not collect contacts, precise location, health data, advertising identifiers or browsing history, and we do not use your data for advertising or sell it to anyone.
How we use information
We collect and use your personal information to operate our websites and to deliver the services you have requested. We may also use it to tell you about other products or services available from Imbibe and its affiliates, and may contact you through surveys to research your opinion of current or potential services.
We do not sell, rent or lease customer lists to third parties. We do not use or disclose sensitive personal information — such as race, religion or political affiliation — without your explicit consent.
We keep track of which pages our customers visit within our sites in order to understand which services are most used. This may be used to deliver more relevant content within our own properties.
We will disclose personal information without notice only where required to do so by law, or in the good-faith belief that such action is necessary to comply with legal process, to protect and defend the rights or property of Imbibe, or to act under exigent circumstances to protect the personal safety of users or the public.
Documents you store in Intellodocs
Documents that you or your clients send into Intellodocs — whether by chat, email, scanner or direct upload — are treated differently from the general website information described above.
- They belong to you. Your documents and the metadata extracted from them remain yours. We process them solely in order to provide the service to you.
- Scope of capture. Where you connect a messaging number or a mailbox, we capture documents and their associated metadata within the scope you configure. General conversation is not stored or indexed.
- Processing. Documents are processed to perform optical character recognition, classification, metadata extraction and indexing, so that they can be filed and retrieved. Part of this processing is carried out by a third-party AI provider — see AI processing of your documents for exactly what is sent and to whom.
- Access by our staff. Our personnel do not browse your vault. Where support access is required, it is time-limited, requires your authorisation, and is written to your audit log.
- Retention and deletion. You control retention settings for your workspaces. On termination you may export your documents, folder structure, extracted metadata and audit log, after which data is deleted in line with the schedule set out in your agreement.
AI processing of your documents
Intellodocs uses large language models to classify documents, extract metadata, generate summaries and answer questions about your archive. Some of that processing is performed by OpenAI, a third-party AI provider. This section sets out exactly what is sent, to whom, and on what terms.
What is sent
When a document is captured or when you ask a question about your archive, we transmit to OpenAI only what is required to perform the requested operation:
- The text content of the document being processed, including text recovered from a scan or photograph by optical character recognition.
- For image-based documents, the page image itself where text recognition requires it.
- The question you typed, together with the passages from your own documents needed to answer it.
- Limited technical metadata such as file type and page count.
We do not transmit your account credentials, your billing details, or documents you have not asked us to process.
Who it is sent to
OpenAI, L.L.C. and, for customers in the European Economic Area, the United Kingdom and Switzerland, OpenAI Ireland Limited. Processing takes place on OpenAI’s infrastructure under a data processing agreement between Imbibe Technologies and OpenAI, under which OpenAI acts as our sub-processor and is bound to confidentiality and security obligations equivalent to those in this policy.
What OpenAI may and may not do with it
- Your documents are not used to train any AI model. Content submitted through the OpenAI API is excluded from model training by default, and we do not opt in.
- Content may be retained by OpenAI for a limited period solely to detect abuse and misuse, after which it is deleted. Where a zero-retention configuration is available for the endpoints we use, we enable it.
- OpenAI does not sell your content, and does not use it to build a profile of you or your clients.
Your control over AI processing
AI processing is opt-in. The first time you or your organisation use a feature that sends content to an external AI provider, the application tells you what will be sent and to whom, and asks for your permission. You may decline, and you may withdraw permission at any time in Settings → AI processing.
If you decline, Intellodocs continues to work as a document management system: capture, storage, folders, versioning, check-in and check-out, sharing and the audit trail all operate normally. Only the AI-dependent features — automatic classification, summaries, metadata extraction and question answering — are unavailable.
Organisations on a dedicated or on-premise deployment may instead nominate their own model endpoint, including one hosted inside their own network. In that configuration no document content is sent to OpenAI or to any other external AI provider at all.
Sub-processors
We use a small number of third parties to deliver the service. Each is bound by a written agreement requiring confidentiality and security protections equivalent to those set out in this policy, and each is permitted to process your data only on our documented instructions.
| Sub-processor | Purpose | Data involved |
|---|---|---|
| OpenAI, L.L.C. / OpenAI Ireland Ltd | Document classification, metadata extraction, summarisation, question answering | Document text and page images, your typed question |
| Meta Platforms (WhatsApp Business API) | Capturing documents sent to a connected business number | Documents and their sender and timestamp |
| Cloud hosting provider | Application hosting and storage in the region you select | All stored documents and account data |
| Razorpay | Payment processing | Billing details only; never document content |
We will give notice through this page before adding or replacing a sub-processor. The current list is maintained here; write to [email protected] to be notified of changes.
Where your data is stored
Documents and associated data for Intellodocs are stored on servers located in India, consistent with Indian data localisation expectations. The platform is built to support obligations under India’s Digital Personal Data Protection Act, 2023.
Sharing with third parties
Beyond the sub-processors listed above, we share personal information only as described in this section.
We may from time to time contact you on behalf of external business partners about an offering that may interest you. In those cases your unique personally identifiable information — email, name, address, telephone number — is not transferred to the third party.
We may share data with trusted partners who help us perform statistical analysis, send email or postal mail, provide customer support or arrange deliveries. All such third parties are prohibited from using your personal information except to provide those services to us, and are required to maintain the confidentiality of your information.
Cookies
Our websites use cookies to help personalise your online experience. A cookie is a text file placed on your device by a web page server. Cookies cannot be used to run programs or deliver viruses. They are uniquely assigned to you and can only be read by a web server in the domain that issued them.
One primary purpose of a cookie is convenience — it tells the server that you have returned to a particular page, so that information you previously provided can be retrieved and you can use features you have customised.
You are able to accept or decline cookies. Most browsers accept them automatically, but you can usually modify your settings to decline them. If you decline cookies, you may not be able to use all interactive features of our services.
Security
We secure your personal information from unauthorised access, use or disclosure, and store the information you provide on servers in a controlled, secure environment. When personal information is transmitted to other websites, it is protected through encryption such as the Secure Sockets Layer (SSL) protocol.
Within Intellodocs, access is additionally governed by role-based permissions, and every view, download, share, edit and deletion is written to a tamper-proof audit log.
Payments
We use Razorpay to process payments. Neither Imbibe nor Razorpay stores your card data on their servers. Card data is encrypted in line with the Payment Card Industry Data Security Standard (PCI-DSS) during processing. Your purchase transaction data is used only as long as necessary to complete the transaction, after which the transaction information is not saved.
Our payment gateway adheres to standards set by PCI-DSS as managed by the PCI Security Standards Council. For more detail you may wish to review Razorpay’s own terms at razorpay.com.
Your rights
You may ask us to confirm what personal information we hold about you, to correct it where it is inaccurate, or to delete it. Requests should be sent to the contact address below and we will use commercially reasonable efforts to respond promptly.
Changes to this policy
We will occasionally update this statement to reflect company and customer feedback. We encourage you to review it periodically to stay informed about how we are protecting your information.
Contact us
We welcome your comments about this statement. If you believe we have not adhered to it, please contact us at [email protected] or, for Intellodocs specifically, at [email protected]. We will use commercially reasonable efforts to determine and remedy the problem promptly.
Imbibe Technologies Private Limited, Plot No. 180, HSIIDC, Sector 3 Industrial Area, Karnal 132001, India, India.