This document explains, in practical terms, exactly how your documents move through SmartScan AI — from the moment one arrives to the moment you delete it. It complements our Privacy Policy and reflects our principle that, for a product entrusted with your most important paperwork, how data is handled is the product.
| Stage | What happens |
|---|---|
| Capture | You scan, upload, forward, or send a document via WhatsApp. It is transmitted over an encrypted connection. |
| Understand | The document is read by OCR and AI processors to classify it and extract meaningful details (type, dates, amounts, terms). |
| Remember | The document and its derived data are stored in your encrypted, access-controlled space and connected to related documents and obligations. |
| Surface & retrieve | When you ask, or when a deadline approaches, the relevant document or reminder is surfaced to you. |
| Delete | When you delete a document or your account, it and its derived data are removed or irreversibly anonymized. |
Documents and data are encrypted in transit (TLS) and at rest. Access is restricted to the systems and personnel required to operate the service.
Sensitive documents (passports, IDs, insurance cards) are never sent as raw files over messaging channels. Instead, when you request one, SmartScan AI sends a single-use, time-limited link. Opening it requires your authenticated session and your device's protection, so the document itself does not sit in a chat thread or pass needlessly through third-party messaging infrastructure.
The WhatsApp assistant runs on Meta's WhatsApp Business Platform. Messages you send are transmitted and processed through Meta's infrastructure to reach SmartScan AI, and Meta may retain message data on its platform for a limited period as part of delivering the service. To minimize exposure, we:
Understanding is performed by trusted OCR and language-model processors acting on our behalf under confidentiality and data-protection terms. Your document content is not used to train third-party AI models. Processing happens to serve your request — not to build external datasets.
We collect and retain only what is needed to deliver the service. We do not request documents we do not need, and we do not sell or rent your data to anyone.
Your documents and derived data are kept while your account is active. You can delete any document, or your entire account, at any time; deletion removes the document and its derived data from active systems and from backups within a reasonable cycle, except where law requires retention. To request deletion, use the in-product controls or email [email protected].
We rely on a small set of vetted subprocessors — cloud hosting and database, AI/OCR providers, and the WhatsApp Business Platform — each bound by data-protection obligations. A current list is available on request.
We maintain procedures to detect and respond to security incidents, and we will notify affected users and authorities where required by applicable law.
You can access, export, and delete your data at any time, and contact us with any concern at [email protected].