Welcome to DocuNudge ("we," "our," or "us"), a service operated by Aezis AI. We are committed to protecting your privacy and securing the highly sensitive financial and personal documents you entrust to us. This Privacy Policy explains how we collect, use, disclose, and safeguard your data when you use the DocuNudge portal and services.
1. Information We Collect
To facilitate seamless document collection for tax professionals, we collect and process the following categories of information:
- Taxpayer Documents: Financial documents uploaded by you or your CPA's clients (including but not limited to W-2, 1099, 1098 forms, and IDs).
- Extracted Metadata: Text, numbers, and identifiers extracted from uploaded documents by our AI system to verify document accuracy.
- Contact & Account Information: Names, email addresses, and phone numbers of both tax professionals and their clients to manage accounts and send automated reminders ("nudges").
2. AI Processing and Data Security Boundaries
We leverage advanced Artificial Intelligence, including Google Gemini models, to instantly analyze document formats, verify years/names, and detect missing information.
- Private Processing: All data is processed through private, secure APIs.
- No AI Training: Your sensitive document content, personal details, and financial data are never used to train, retrain, or improve public AI models.
- Encryption: Data is encrypted both in transit (using TLS 1.3) and at rest (using AES-256 enterprise-grade encryption keys) within Google Cloud Storage.
3. Data Sharing, Sub-processors, and IRS Compliance
We do not sell, rent, or trade your personal or financial information with third-party advertisers or unauthorized third parties.
We only share data with trusted sub-processors necessary to provide our service:
- Cloud Infrastructure: Google Cloud Platform (GCP) and Firebase host our databases and storage under strict enterprise security rules.
- Communications: SMS and email "nudges" are routed through secure telecommunication sub-processors (e.g., Twilio).
- Regulatory Compliance: Our data handling practices are designed to support tax professionals in maintaining compliance with IRS Internal Revenue Code (IRC) Section 7216 regarding the confidentiality of taxpayer information.
4. Access Control and Data Retention
- Authorized Access Only: Access to uploaded documents is strictly restricted to your designated CPA (the dashboard owner) and their authorized personnel. Database queries are governed by rigorous Firebase Security Rules to prevent unauthorized read/write actions.
- Data Retention: We retain client documents only as long as necessary to fulfill the data collection requests of the managing tax professional, or as required by applicable legal obligations. CPAs can request the deletion of client files and data directly through their dashboard or by contacting us.
5. Cookies and Tracking Technologies
We use cookies and similar tracking technologies to track activity on our service and hold certain information, primarily to keep you securely logged into your dashboard and to provide core functionality. You can instruct your browser to refuse all cookies, but if you do not accept cookies, you may not be able to use some portions of our service.
6. Your Rights and Choices
Depending on your location, you or your clients may have rights to access, correct, or request the deletion of personal data stored within DocuNudge. Because DocuNudge acts as a data processor on behalf of your tax professional (the data controller), any client requests for data access or deletion should primarily be directed to the respective CPA firm.
7. Changes to this Privacy Policy
We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last updated" date at the top of this document. You are advised to review this Privacy Policy periodically for any changes.
8. Contact Us
If you have questions, concerns, or requests regarding this Privacy Policy, please contact the DocuNudge support team at info@aezisai.com.