Privacy Policy

Last updated: July 2026

1. Information We Collect

CompletionOS, operated from Ontario, Canada, collects information in the following categories:

Account Information

When you register, we collect your first name, last name, email address, organization name, industry, province/state, and timezone. This information is used to create and manage your account.

Customer Information

When you create cases, you provide customer names and email addresses. This information is used to deliver portal links and send reminder notifications on your behalf.

Uploaded Documents

Documents, images, and files uploaded by you or your customers through the portal. These are processed for AI review and stored securely.

Usage Data

We automatically collect information about how you interact with the Service, including pages visited, features used, and actions taken (recorded in audit logs).

Payment Information

Payment processing is handled by Stripe. We do not store your credit card number, CVC, or full payment details on our servers. We receive only a confirmation of payment status and the last four digits of your card for display purposes.

2. How We Use Your Information

  • Provide, operate, and maintain the Service
  • Process document reviews using AI to assist your team
  • Send email notifications including portal links, reminders, and subscription updates
  • Manage your account and subscription
  • Respond to your requests and support inquiries
  • Improve and develop new features for the Service
  • Enforce our Terms of Service and protect against fraud
  • Comply with legal obligations

3. Data Security

We take data security seriously and implement multiple layers of protection:

  • All data is encrypted in transit using TLS 1.2+
  • Data at rest is encrypted using AES-256 encryption
  • Customer portal links use unique, non-guessable tokens (not sequential IDs)
  • Authentication uses secure, httpOnly cookies with CSRF protection
  • Database access is restricted and monitored
  • Regular security updates and vulnerability monitoring

4. AI Processing

Documents uploaded to CompletionOS are processed by AI systems to extract information, validate against business rules, and generate review summaries. Important details about AI processing:

  • AI does not make approval or rejection decisions — only human users can do so
  • Your documents are not used to train AI models
  • AI processing is governed by our data processing agreements with our AI service providers
  • AI results include confidence scores to help your team prioritize review
  • You can review AI findings before taking any action

5. Data Sharing

We do not sell your personal information. We share data only in the following circumstances:

  • Service Providers: Third-party services that help us operate (hosting, AI processing, email delivery, payment processing)
  • Your Customers: Portal links and case information you choose to share with your customers
  • Legal Requirements: When required by law, court order, or governmental authority
  • Business Transfers: In connection with a merger, acquisition, or sale of assets (with prior notice)

6. Data Retention

We retain your data for as long as your account is active or as needed to provide the Service. Specific retention periods:

  • Account data: retained for the lifetime of your account plus 30 days after deletion
  • Uploaded documents: retained until you delete them or your account is terminated
  • Audit logs: retained for 12 months
  • Email communication records: retained for 6 months

You may request deletion of your data at any time by contacting us. We will process deletion requests within 30 days.

7. Your Rights

Depending on your jurisdiction, you may have the following rights regarding your personal data:

  • Access: Request a copy of the personal data we hold about you
  • Correction: Request correction of inaccurate or incomplete data
  • Deletion: Request deletion of your personal data
  • Portability: Request your data in a machine-readable format
  • Objection: Object to certain types of processing

To exercise any of these rights, please contact us.

8. Cookies and Tracking

CompletionOS uses essential cookies required for authentication and session management. We do not use third-party advertising cookies or tracking pixels. Analytics, if used, are privacy-respecting and do not track individual users across websites.

9. Third-Party Services

We use the following categories of third-party services:

  • Hosting: Cloud infrastructure for data storage and application serving
  • AI Processing: Third-party AI services for document review and analysis
  • Email: Resend for transactional email delivery
  • Payments: Stripe for subscription billing and payment processing
  • File Storage: Cloud storage for uploaded documents

Each service provider is bound by their own privacy policy and our data processing agreements where applicable.

10. Children's Privacy

CompletionOS is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that a child has provided us with personal information, we will take steps to delete it.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by email or through the Service. Your continued use of the Service after changes are posted constitutes acceptance of the updated policy.

12. Contact Us

If you have questions about this Privacy Policy or wish to exercise your data rights, please contact us.

CompletionOS operates from Ontario, Canada.