1. Who We Are and How to Contact Us 

Docspire is a document lifecycle automation platform powered by Astera Software. We are committed to protecting your privacy and ensuring transparency in how we collect, use, and store your information. 

Visitors may access the Docspire website and platform while remaining anonymous. However, to provide certain services or respond to inquiries, we may request limited personal information. 

If you have any questions about this Privacy Policy or wish to exercise your privacy rights, please contact us at:

[email protected]
Astera Software, 143 Triunfo Canyon Rd., Ste. 203, Westlake Village, CA 91361 
Docspire is committed to handling user data responsibly and in accordance with applicable privacy laws. 

 

2. Acceptance and Updates 

By using our website or services, you consent to the terms of this Privacy Policy.

We may periodically update this Policy to reflect changes in our practices or legal requirements. If material changes occur, we will notify users via our website or by email (where applicable). 

 

3. Information We Collect 

 

3.1 Personal Information 

When you interact with Docspire (for example, by requesting a demo, signing up for a free trial, or contacting us), we may collect: 

• Contact Information:Name, email address, phone number
• Professional Details:Company name, role/title, industry 
• Account Information:Login credentials or identifiers (if applicable) 

We do not knowingly collect personal information from individuals under the age of 16. 

If you believe we may have inadvertently collected information from a child, please contact us so we can delete it promptly. 

 

3.2 Automatic Data Collection 

We may collect certain technical information automatically when you visit our website, including: 

• IP address, browser type, and operating system 
• Access times and referring URLs 
• Pages visited and interactions with our site 

This information helps us maintain website performance and improve user experience. 

 

3.3 Cookies 

Cookies are small data files stored on your browser to help improve site functionality. 

• We use essential cookiesto ensure website functionality. 
• Analytics cookieshelp us understand site traffic and usage patterns. 

You may disable cookies through your browser settings. However, some features may not function properly without them. 

 

4. How We Use Your Information

We use your personal information to provide our services under our agreement with you or based on your consent where needed. This includes operating, maintaining, and improving Docspire’s document processing platform so that we can deliver accurate and efficient results.

Your information also helps us communicate with you, for example, to provide support, updates, or important notifications about your account or system changes. We may use data insights to enhance platform performance, improve model accuracy, and strengthen security measures to protect both your data and the system’s reliability.

We process your information based on one or more lawful grounds, including the necessity to fulfill a contract (such as providing the services you signed up for), your explicit consent when required, and our legitimate interests in improving functionality, security, and user experience.

We do not use your information for marketing or advertising purposes without your explicit consent. 

 

5. Uploaded Documents

When you upload documents to Docspire, they are processed securely to extract structured information using our automated data-processing and AI-based tools. Uploaded files are stored only as long as needed to complete processing or improve service reliability. In some cases, anonymized or aggregated data may be used to enhance model accuracy and performance, unless restricted by agreement.

 

6. Data Storage and International Access

Docspire processes and stores data in secure, controlled environments. While we do not currently operate on cloud infrastructure, users from different regions may access our services internationally. In such cases, we take appropriate measures to ensure your data remains protected and handled in compliance with applicable laws. If your information is ever transferred outside your country for legitimate operational reasons, we will apply equivalent safeguards to maintain the same level of data protection and confidentiality.

 

7. Information Sharing and Disclosure

We do not sell, rent, or trade your personal information. However, we may share limited data under the following conditions: 

• Service Providers: With trusted partners who process data on our behalf for essential functions such as hosting, technical support, or analytics. 
• Legal Compliance:When required by law, regulation, or valid legal process. 
• Corporate Transactions:In the event of a merger, acquisition, or sale, your information may be transferred in accordance with this Policy. 

All third parties are bound by confidentiality and data protection agreements. 

 

8. Security

Docspire employs industry-standard security measures to protect the confidentiality and integrity of user data. We take reasonable technical and organizational precautions to safeguard information from unauthorized access, disclosure, alteration, or destruction.

Access to personal and customer data is strictly limited to authorized personnel who require it to perform their duties, and all team members handling such data are trained in information security and privacy best practices. Where Docspire engages third-party service providers or infrastructure partners, we ensure that they maintain equivalent standards of data protection and confidentiality.

While we take every reasonable step to protect your data, no system or transmission over the internet can be guaranteed to be completely secure, and you share information with Docspire at your own discretion and risk.

 

9. Data Retention 

We retain your personal information only for as long as necessary to fulfill the purposes described in this Policy or as required by law. 

 

10. Your Rights 

Depending on your jurisdiction, you may have the right to: 

• Access, correct, or delete your personal data 
• Withdraw consent at any time (where applicable) 
• Request a copy of your data 
• Object to or restrict certain processing 

Requests can be made via [email protected]. 

 

11. Linked Websites 

Our website may contain links to external sites. We are not responsible for the privacy practices or content of those third-party websites. 

 

12. Contact Us 

If you have questions, concerns, or complaints regarding this Privacy Policy, please contact: 

Docspire Privacy Team 
[email protected]
Astera Software, 143 Triunfo Canyon Rd., Ste. 203, Westlake Village, CA 91361