Privacy Policy

 

1. Introduction

Welcome to Docelix, an AI-powered invoicing and business management platform designed to help businesses create invoices and offers, manage expenses, organize documents, and automate administrative workflows.

Docelix is developed and operated by BerriNex ("BerriNex", "we", "us", or "our"), an Austrian company.

This Privacy Policy explains how we collect, use, store, disclose, and protect personal data when you use the Docelix mobile application, website, and related services (collectively, the "Services").

We are committed to protecting your privacy and processing personal data in accordance with applicable data protection laws, including the EU General Data Protection Regulation (GDPR) and applicable Austrian data protection legislation.

By using Docelix, you acknowledge that you have read and understood this Privacy Policy.

2. Data Controller

For personal data processed for the operation and administration of Docelix, the data controller is:

BerriNex
[Full Legal Company Name]
[Registered Address]
Austria

Email: [privacy@docelix.com]
Website: [https://docelix.com]

If BerriNex has appointed a Data Protection Officer (DPO), their contact details are:

Data Protection Officer: [Name / DPO]
Email: [dpo@docelix.com]

3. Information We Collect

Depending on how you use Docelix, we may collect the following categories of information.

3.1 Account and Registration Information

When you create or manage a Docelix account, we may collect:

  • Full name

  • Business or company name

  • Email address

  • Telephone number

  • Password or authentication credentials

  • Company identification information

  • Business address

  • Country and other account settings

  • Account role and permissions

  • Login and authentication information

3.2 Business and Invoice Information

When you create, receive, upload, or manage invoices and offers, Docelix may process information contained in those documents, including:

  • Customer and supplier names

  • Business names

  • Billing and delivery addresses

  • Email addresses

  • Telephone numbers

  • Tax identification numbers

  • VAT identification numbers

  • Invoice numbers

  • Invoice dates

  • Payment due dates

  • Products and services

  • Quantities and prices

  • Discounts

  • Taxes and VAT information

  • Payment information included in invoices

  • Bank or payment details contained in documents

  • Other information included in business documents

Some of this information may relate to individuals. When you upload information about your customers, employees, suppliers, or other individuals, you are responsible for ensuring that you have an appropriate legal basis for providing that information to Docelix.

3.3 Expense Information

If you use Docelix to manage expenses, we may process information such as:

  • Expense descriptions

  • Amounts

  • Dates

  • Merchant or supplier information

  • Receipts

  • Categories

  • VAT and tax information

  • Payment-related information

  • Information contained in uploaded expense documents

3.4 Documents and Files

Docelix may allow you to upload, store, create, process, or organize documents.

These documents may contain personal or business information. We process such information only as necessary to provide the functionality requested by you or your organization and for the other purposes described in this Privacy Policy.

3.5 AI and Automated Processing

Docelix uses artificial intelligence and automated technologies to help users process and understand business documents.

Depending on the features you use, AI processing may be used to:

  • Extract information from invoices and receipts

  • Recognize document fields

  • Categorize expenses

  • Identify relevant information in documents

  • Assist with document organization

  • Automate repetitive administrative tasks

  • Generate or assist with business documents

  • Provide suggestions or classifications

  • Improve workflow efficiency

AI-generated results may contain errors. Users should review important financial, tax, accounting, and business information before relying on it.

We do not use AI to make decisions about individuals that produce legal or similarly significant effects unless explicitly disclosed and supported by an appropriate legal basis.

3.6 Email Information

If you use Docelix's email delivery features, we may process:

  • Sender email address

  • Recipient email address

  • Email subject

  • Email content

  • Attachments

  • Delivery status

  • Email metadata

This information is processed to deliver invoices, offers, documents, and other communications requested by you.

3.7 Device and Technical Information

When you use the Docelix mobile application or website, we may automatically collect technical information such as:

  • IP address

  • Device type

  • Operating system

  • Application version

  • Browser type

  • Language and regional settings

  • Time zone

  • Device identifiers where permitted

  • Log information

  • Crash reports

  • Performance information

  • Security and authentication information

We use this information primarily to operate, secure, troubleshoot, and improve the Services.

3.8 Usage Information

We may collect information about how you interact with Docelix, such as:

  • Features used

  • Pages or screens viewed

  • Actions performed

  • Session information

  • Error information

  • Interaction timestamps

  • General usage patterns

Where required by law, we obtain consent before using non-essential analytics or similar technologies.

4. How We Use Personal Data

We may use personal data for the following purposes:

Providing the Services

To:

  • Create and manage accounts

  • Provide invoicing and offer functionality

  • Process invoices and expenses

  • Store and organize documents

  • Provide AI-powered document processing

  • Deliver emails and documents

  • Synchronize information

  • Provide customer support

  • Process subscriptions and payments

Security and Fraud Prevention

To:

  • Authenticate users

  • Protect accounts

  • Detect unauthorized access

  • Prevent fraud and abuse

  • Investigate security incidents

  • Maintain the security and integrity of our systems

Service Improvement

To:

  • Fix errors

  • Monitor application performance

  • Improve features

  • Develop new functionality

  • Understand how our Services are used

Where required, information used for analytics or product improvement will be appropriately aggregated, anonymized, or processed on another lawful basis.

Legal and Regulatory Compliance

We may process personal data where necessary to:

  • Comply with legal obligations

  • Meet accounting and tax requirements

  • Respond to lawful requests from authorities

  • Establish, exercise, or defend legal claims

  • Maintain legally required records

Communications

We may use your contact information to:

  • Send service-related notifications

  • Confirm account activity

  • Provide security alerts

  • Respond to support requests

  • Communicate about changes to the Services

Where legally permitted, we may also send marketing communications. You can opt out of marketing communications at any time.

5. Legal Bases for Processing

Where the GDPR applies, we process personal data on one or more of the following legal bases:

Performance of a Contract

Processing may be necessary to provide Docelix and perform our agreement with you.

Legal Obligation

Processing may be necessary to comply with legal, accounting, tax, or regulatory requirements.

Legitimate Interests

We may process information where necessary for legitimate interests, such as:

  • Securing our Services

  • Preventing fraud

  • Maintaining and improving our systems

  • Providing customer support

  • Managing our business

  • Defending legal claims

When relying on legitimate interests, we consider and balance those interests against your rights and freedoms.

Consent

Where required by law, we will request your consent before processing personal data for particular purposes.

You may withdraw consent at any time. Withdrawal does not affect the lawfulness of processing that occurred before withdrawal.

6. AI Processing and Third-Party AI Providers

Docelix may use third-party technology providers to provide AI, document recognition, optical character recognition (OCR), language processing, or related services.

Where personal data is provided to an AI or technology provider, we take reasonable steps to ensure that the provider processes the information only for authorized purposes and under appropriate contractual and security requirements.

Depending on the feature, information sent for AI processing may include document contents and information extracted from those documents.

We will not knowingly use your confidential business documents to train publicly available AI models unless this is specifically disclosed to you and permitted by applicable law or you have provided the required consent.

Where applicable, our agreements with AI and technology providers will address confidentiality, security, data processing, retention, and applicable data protection requirements.

7. How We Share Personal Data

We do not sell your personal data.

We may share personal data with the following categories of recipients when necessary:

Service Providers

We may use third-party providers for:

  • Cloud hosting

  • Database services

  • AI processing

  • OCR and document processing

  • Email delivery

  • Authentication

  • Customer support

  • Analytics

  • Error monitoring

  • Payment processing

  • Security

  • Infrastructure and technical services

These providers process personal data on our behalf where applicable and are required to maintain appropriate confidentiality and security.

Business Customers and Authorized Users

If you use Docelix through a company or organization, authorized administrators or users within that organization may be able to access information associated with the organization's account.

Your organization's privacy practices may also apply to information it provides to or processes through Docelix.

Legal and Regulatory Authorities

We may disclose personal data where required by law, regulation, court order, or lawful governmental request.

We may also disclose information where reasonably necessary to protect the rights, property, safety, or security of BerriNex, our users, or others.

Business Transactions

If BerriNex is involved in a merger, acquisition, restructuring, financing, sale of assets, or similar transaction, personal data may be transferred as part of that transaction, subject to applicable law.

8. International Data Transfers

BerriNex is based in Austria, and Docelix may use service providers located in countries inside or outside the European Economic Area (EEA).

Where personal data is transferred outside the EEA, we will implement appropriate safeguards required by applicable data protection law.

These safeguards may include:

  • European Commission Standard Contractual Clauses (SCCs)

  • Adequacy decisions

  • Appropriate contractual safeguards

  • Other legally recognized transfer mechanisms

You may contact us using the information in Section 17 to request additional information about applicable transfer safeguards.

9. Data Retention

We retain personal data only for as long as reasonably necessary for the purposes described in this Privacy Policy, unless a longer retention period is required by law.

Retention periods may depend on:

  • The type of information

  • The purpose for which it was collected

  • Your relationship with Docelix

  • Legal and regulatory requirements

  • Accounting and tax obligations

  • Dispute resolution requirements

  • Security requirements

When personal data is no longer required, we will delete, anonymize, or securely dispose of it where appropriate.

Business documents and financial records may need to be retained for longer periods where required by applicable accounting or tax laws.

10. Data Security

We use reasonable technical and organizational measures designed to protect personal data against:

  • Unauthorized access

  • Unauthorized disclosure

  • Accidental loss

  • Destruction

  • Alteration

  • Misuse

Security measures may include encryption, access controls, authentication mechanisms, logging, monitoring, secure infrastructure, and other appropriate safeguards.

However, no internet-based service can guarantee absolute security.

You are responsible for maintaining the confidentiality of your account credentials and for notifying us if you believe your account has been compromised.

11. Cookies and Similar Technologies

The Docelix website and Services may use cookies and similar technologies.

These technologies may be used for:

  • Essential functionality

  • Authentication

  • Security

  • Preferences

  • Analytics

  • Performance monitoring

  • Marketing, where applicable and permitted

Where required by law, we will request your consent before placing non-essential cookies or similar technologies.

You may control cookies through your browser or applicable cookie-management tools. Disabling certain cookies may affect some functionality.

12. Your Data Protection Rights

Depending on applicable law, including the GDPR, you may have the following rights:

Right of Access

You may request information about the personal data we process about you.

Right to Rectification

You may request correction of inaccurate or incomplete personal data.

Right to Erasure

You may request deletion of your personal data in circumstances permitted by law.

Right to Restriction

You may request that we restrict processing in certain circumstances.

Right to Data Portability

Where applicable, you may request your personal data in a structured, commonly used, and machine-readable format and request its transfer to another controller.

Right to Object

You may object to certain processing based on legitimate interests or, where applicable, processing for direct marketing.

Right to Withdraw Consent

Where processing is based on consent, you may withdraw your consent at any time.

Withdrawal does not affect processing carried out before withdrawal.

Rights Relating to Automated Decision-Making

Where applicable, you may have rights concerning decisions based solely on automated processing that produce legal or similarly significant effects.

13. How to Exercise Your Rights

To exercise your privacy rights, contact us at:

Email: [privacy@docelix.com]

Please provide sufficient information to allow us to identify your account and understand your request.

For security reasons, we may need to verify your identity before completing certain requests.

We will respond to valid requests within the time period required by applicable law.

14. Complaints

If you believe that we have processed your personal data unlawfully, you have the right to lodge a complaint with a competent data protection supervisory authority.

For users in Austria, the relevant supervisory authority is:

Austrian Data Protection Authority (Datenschutzbehörde)
Barichgasse 40–42
1030 Vienna
Austria

Website: [https://www.dsb.gv.at/]

You may also contact the supervisory authority in the EU/EEA country where you live, work, or believe that a violation occurred, where applicable.

15. Children's Privacy

Docelix is intended for businesses and professional users and is not directed at children.

We do not knowingly collect personal data from children where such collection is prohibited by applicable law.

If you believe that a child has provided personal data to us, please contact us so that we can take appropriate action.

16. Third-Party Services and Links

Docelix may contain links to third-party websites, applications, or services.

We are not responsible for the privacy practices of third-party services.

We encourage you to review the privacy policies of any third-party service before providing personal data to it.

17. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or the processing of your personal data, please contact us:

BerriNex
[Full Legal Company Name]
[Registered Address]
Austria

Privacy Email: [privacy@docelix.com]
Website: [https://docelix.com]

18. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to:

  • Our Services

  • Applicable laws

  • Technology

  • Data processing practices

  • Security practices

When we make material changes, we may notify you through the Docelix application, website, email, or another appropriate method.

The "Last Updated" date at the beginning of this Privacy Policy indicates when the policy was most recently revised.

We encourage you to periodically review this Privacy Policy.

19. Summary

Docelix is designed to help businesses manage invoices, offers, expenses, and documents using digital and AI-powered tools.

We aim to:

  • Collect only information needed to provide and improve our Services.

  • Protect personal and business information using appropriate security measures.

  • Use personal data only for legitimate and disclosed purposes.

  • Work with service providers under appropriate contractual and security arrangements.

  • Respect applicable GDPR and data protection rights.

  • Provide users with appropriate control over their personal information.

Thank you for trusting Docelix.