Privacy Policy

This policy explains how Geminid Systems, the provider of OpusDocs ("OpusDocs", "we", "us", or "our"), handles personal information when you use our website, PDF editor, OpusDocs for Microsoft Word, and connected OpusDocs services (the "Services"). It covers information you provide, information received through your authorized integrations, and information collected when you use the Services. For privacy questions or deletion requests, email support@opusdocs.com.

1. Your organization and connected services

If you use OpusDocs through an employer or another organization, that organization controls its Salesforce records, documents, authorized users, storage configuration, and enabled features. Its agreement with OpusDocs and its own privacy practices also apply. When we process customer content on an organization's behalf, we do so to deliver its configured services under the applicable agreement and instructions.

We handle website inquiries, support requests, feedback, and service administration as described below. Salesforce, Microsoft, and other services you connect also have their own terms and privacy notices.

2. Information we process

Contact and account information. This can include your name, email address, company, role, phone number if provided, communication preferences and consent records, and the dates you register or update your details. Demo, pricing, and support requests may include your business requirements and message, along with the submission time and source IP address. These requests are delivered to our team through our email services.

Website assistant chats. We process your chat messages, the assistant's replies, selected quick actions, the page where you interact with the assistant, a random session identifier, and any email address you provide. Messages are processed by our AI service to answer your questions. Chat activity is recorded and transcripts are emailed to our authorized team after a period of inactivity for review and follow-up. Avoid sharing sensitive information in chat.

Documents and business data. Depending on the feature you use, we process templates, uploaded files, merge data, Salesforce fields and records, conditional rules, signer information, generated documents, and version metadata. This content may include personal information about your customers or other people. Provide only information you are authorized to use with the Services.

Authentication and integration information. The Word add-in uses Salesforce authorization tokens, your Salesforce instance and account identity, template configuration, and temporary credentials for your organization's configured storage. You enter your Salesforce password on Salesforce. OpusDocs exchanges authorization codes with Salesforce and processes authorization tokens to perform the Salesforce operations you request. Authorization tokens and configuration, including temporary storage credentials, can be stored in the add-in's browser storage to maintain your session.

Feedback and support. We process the contact details and messages you submit. Feedback from the Word add-in also includes Salesforce organization and user context supplied by the add-in. Do not include passwords or authorization tokens in support messages. Share confidential document contents only when needed for the support request and through an appropriate channel.

Technical and usage information. Our website, hosting, and service providers process connection and diagnostic information, which may include IP addresses, browser or device information, requested pages, timestamps, errors, and service activity. Website analytics are described in Section 5.

3. Document processing and storage

Your organization's cloud storage. OpusDocs stores customer files, including templates and generated documents, only in your organization's own cloud storage. Your organization controls access, retention, and deletion through its storage settings.

PDF editor. Some editing and preview operations take place in your browser. Generating documents can upload your PDF template, field configuration, and row or merge data to cloud services for processing. Templates and generated files are stored in your organization's own cloud storage. Downloading a file or closing the browser does not, by itself, delete the file from that storage.

Word add-in. Template authoring reads and changes the open Word document. Preview and Publish upload the document to your organization's own cloud storage and save template/version metadata in Salesforce. Preview saves a draft version before generating a PDF using the selected Salesforce record. Documents and records may remain in those systems according to the organization's settings and applicable agreement.

Connected workflows. Generating, storing, sharing, or sending documents for signature can send content and recipient information to the services configured for that workflow. Access to the resulting files is also affected by your organization's permissions and the recipients with whom you share them.

4. AI-assisted features

When AI features are enabled for your organization, field matching, document review, page scanning where supported, and segment-criteria drafting send relevant text, prompts, document sections, or Salesforce field information to the configured AI service. That service can also receive your Salesforce access token and instance address to authenticate requests and access authorized configuration. Supported deployments use cloud AI services including Amazon Bedrock.

Opening an AI-enabled field matcher can register the Salesforce field catalog. Typing a search can request suggestions automatically after a short pause, without a separate submit action. Catalog information, field descriptions, and searchable indexes may be retained by the configured service to support future matching.

Review findings can be saved in the Word document's settings and comments and travel with saved or shared copies. Creating or modifying a segment saves its generated criteria to Salesforce. Signing out does not remove that saved content. Review AI results before relying on them.

AI providers, processing locations, and retention depend on your organization's deployment and applicable service terms. Ask your administrator or contact us for information about the AI services enabled for your organization and how your content is handled.

5. Cookies, analytics, and local storage

Our marketing website uses Google Analytics 4 and Cloudflare Web Analytics to understand website traffic and use. Analytics can include pages visited, browser and device information, referral information, reading and scrolling activity, media interactions, and form-submission events. Google Analytics uses cookies and related identifiers. Cloudflare Web Analytics uses a browser beacon. These providers receive information associated with website visits under their applicable service terms.

We also use the LinkedIn Insight Tag to measure advertising performance. The tag uses cookies and related identifiers and sends LinkedIn information about website visits, including page URLs, referrers, IP addresses, browser and device details, and visit timestamps. See LinkedIn's Insight Tag information for details.

The website also uses browser storage for features such as display preferences and page recovery. The website assistant uses session storage to keep its conversation and random session identifier available while you browse. The Word add-in uses local browser storage for its session and configuration. You can manage cookies and site storage through your browser settings; clearing storage can remove preferences and require you to sign in again. Blocking cookies alone does not block every analytics request.

6. How we use information

We use information to operate and configure the Services; authenticate users; prepare, generate, store, and deliver documents; provide enabled AI assistance; respond to support, demo, pricing, and feedback requests; maintain security and reliability; understand and improve website and service use; and meet applicable contractual and legal obligations.

We may contact you about your request, account, or the Services. Where you provide optional phone-contact consent, we keep a record of that consent. You can ask us to stop promotional communications or withdraw optional contact consent by emailing support@opusdocs.com. Necessary service and transactional messages may continue while you use the Services.

Where a legal basis is required, the basis depends on the purpose: performing our agreement with you, legitimate interests in operating and securing the Services and responding to business inquiries, compliance with legal obligations, or consent for uses for which consent is obtained. You may withdraw consent without affecting processing that occurred before withdrawal.

7. Who receives information

We do not sell personal information.

Information may be processed by your organization and its authorized users; cloud hosting, storage, AI, email, and analytics providers that help deliver the Services; and third-party services or recipients you or your organization choose for a workflow. Current implementations use Amazon Web Services, including cloud storage, databases, email delivery, and AI services, as well as the website analytics providers named above. Your Salesforce and Microsoft environments process information under their own arrangements with you or your organization.

We may also disclose information when required by law, to protect rights and security, or as part of a business transfer subject to applicable confidentiality and data-protection requirements. Contact us for information about providers applicable to your deployment.

8. Retention and processing locations

Server chat records are scheduled to expire after 30 days. Transcript copies delivered to our team's email are retained under the inquiry and support retention practices below.

Retention varies by data type and deployment. Account, inquiry, support, and feedback records are retained according to the purposes they serve, our relationship with you, and applicable contractual, security, recordkeeping, and legal requirements. Templates and generated documents remain in your organization's own cloud storage under its retention and deletion settings. Salesforce records, AI catalogs and indexes, and diagnostic logs follow the relevant service or organization retention settings. Downloaded or shared files remain subject to the controls of their owners.

A download link expiring does not necessarily delete the stored document. Signing out or uninstalling the add-in does not delete published templates, generated files, feedback, or records in connected systems. For deletion of organization-controlled content, contact your administrator; for information held by OpusDocs, contact us.

Our Services use infrastructure in the United States. Depending on your organization, service provider, and model configuration, processing may also occur in other locations, including through cross-region AI processing. Applicable agreements and data-transfer requirements govern those arrangements. Contact us for details about your deployment's locations and transfer arrangements.

9. Your choices and privacy rights

Depending on your location and applicable law, you may have rights to access, correct, delete, or obtain a portable copy of your personal information; restrict processing; withdraw consent; or complain to a data-protection authority.

Right to object. Where applicable, you may object to processing based on legitimate interests and to use of your information for direct marketing.

Send requests to support@opusdocs.com. We may need to verify your identity and authority and will respond as required by applicable law. If the information is controlled by your organization, we may direct you to its administrator or assist that organization with your request. You can also ask your administrator to review connected-app access and enabled AI features.

10. Security and children's privacy

We use technical and organizational measures designed to protect information, including encrypted network connections and access controls. No service can guarantee absolute security. Protect your devices and account access, and contact us if you suspect unauthorized use.

The Services are intended for business use and are not directed to children. Contact us if you believe a child has provided personal information through the Services so that we can investigate and address it.

11. Changes and contact

We may update this policy as the Services or our practices change. The date above identifies the latest revision. We will provide additional notice or obtain consent where required by applicable law.

For privacy questions, access or deletion requests, or information about your deployment, email support@opusdocs.com or use our support page. See our Terms of Service and End User License Agreement for the terms governing use of the Services.