سياسة الخصوصيةPrivacy Policy

Who we are

Paperota ("we") is an independent service for managing and scanning papers, on the website and in the phone apps, run by its owner. For anything about your data: info@paperota.com. This page explains what we keep, why, who can reach it and how you control it.

What data we collect

• Account data: name, email, password (stored in a form that cannot be reversed), language, and country and city if you enter them.
• Family data: members’ names, relation and photos if you add them, the type of each paper and its expiry date, your notes, instalments and fees.
• Files: the pictures, PDFs and other files you upload or scan. They can contain sensitive data, such as ID cards, passports, residence permits and children’s data.
• Text of files: when you save a scanned paper, the text read from it is saved with it automatically, encrypted, so you can search it. You can edit or delete it at any time.
• Details of papers: if you type a paper’s numbers and details, or the app reads them from the picture and you save them (such as the paper’s number, names and dates), they are stored encrypted with the paper. Typing numbers is not required.
• Bills and expenses: the receipt and its details if you use this section: shop, amount, currency, date, tax and the seller’s tax number, invoice number, payment method, items and notes. These details are encrypted. If you type the last 4 digits of your card they are stored with them; we never ask for or store a full card number.
• Company account data: the company’s details and papers, employees’ details (name, employee number, department, job, nationality, work email, phone, joining and leaving dates, photo) and papers, their identity numbers if the company adds them (encrypted), vehicles (plate, chassis number, traffic file, owner, driver, notes), petty cash (amount, currency, date, note) and messages between users (encrypted).
• Saved signatures: pictures of your signature if you save them, encrypted. When deleted they stay for 30 days so you can restore them.
• My card: what you choose to show on your card, and the number of views and file opens.
• Payment data: we never see or store your card details. We receive the subscription status, plan, period and a customer and subscription code from the payment provider (see "Payments").
• Showing prices in your currency: the pricing pages send our server your time zone and browser languages (or the country you pick) to show the approximate price in your currency. We do not keep them or link them to your account.
• Limited technical data: the device and browser type with each session (until the session ends, 30 days), and a scrambled form of your IP address for 2 days to protect accounts from guessing and abuse. Also an activity log of actions in the account (such as sign-ins, adding, changing, sharing and deleting), which may include the name of the person or file concerned, never the content of a file.
• AI use (if turned on): for each reading we record only the account, the login that used it, the feature, the model, the amount of use (tokens) and its cost, whether it worked, and the time. We do not record the file or the result.
• Your messages to us: your email address and the content of your message when you write to info@paperota.com.
• Waiting list: your email or number, and answers to 3 questions, with your consent.

Why we use it (legal basis)

We use your data to run the service you asked for (storage, reminders, search, sharing), to perform our contract with you (the subscription), to keep accounts secure, to comply with law, and with your consent for AI reading and the waiting list. We process data in line with the UAE Personal Data Protection Law (Federal Decree-Law No. 45 of 2021) and any law that applies to you in your country. We do not sell your data, use it for advertising, or use it to train AI models.

Company accounts

When a company uses Paperota for its employees, the company decides what data it keeps about them and why. It is responsible for having the right to do so, for telling them and for getting their consent where needed. We process that data on the company’s behalf, to provide the service to it.

• Who sees what: the company sets each user’s role (admin, editor, HR, accountant or view only). An employee login sees only that employee’s own papers, a driver login also sees the vehicles assigned to it, and these logins stay closed until the company opens them.
• Activity log: a company admin can see a log of the actions taken by its users.
• Messages: company messages are sent by email in the sender’s name from our address, replies go to the sender’s email, and they also appear in the app. The sender can see whether a recipient opened it in the app; we do not track email opens. A copy received by email stays with the recipient, outside our control.
• Employee requests: employees should send requests about their data to their employer first, and we will help it answer. If an employee deletes their login, the papers and details the company keeps about them stay with the company until it deletes them, even after they leave the job.

Who can see your data

• You and the people you invite, according to the rights you give them. Every account is fully separated from the others.
• Us: your files and sensitive details are encrypted when stored. Our servers decrypt them only to give you the service: showing your files, sending reminders and searching the text. Our team’s tools have no screen that shows your papers, and nobody here opens a paper unless you ask us to for support, or the law requires it. Support can set a temporary password on a login when you ask for help signing in, and this is logged. We do not sell your data or use it for advertising. Our admin tools show account details, the activity log and email delivery records (such as the text of a reminder: the paper type, the person’s name and the date), not your files.
• Service providers: we work with companies that help us run the service, and each receives only what its role needs:
  • Hosting: a hosting provider stores the encrypted data on its servers.
  • AI: an AI service provider receives only what you choose to read with the AI agent, and it is not used to train AI. See "AI reading".
  • Email: an email sending and forwarding provider receives the address and the message. See "Email".
  • Payments: a payment provider on the website, and the App Store or Google Play in the app with a subscription management service. We never see your card number. See "Payments".
  • Exchange rates: public rates services. Our server only asks them for rates and sends nothing about you.
  • Your phone’s calendar: if you subscribe to the calendar link, the calendar service you choose copies its content under its own policy.
• Tools on your device: some tools run entirely on your device and send nothing to anyone. See "What happens on your device".
• Authorities: only under a binding legal order.

Calendar link (ICS): a secret link showing the paper type, the person’s name and the date, and instalment dates, with no files or numbers. Anyone holding the link can see this. You can change the link in Settings, and in a company account each user has their own link.

What happens on your device

These things happen on your device, so pictures are not sent anywhere to do them: photographing a paper and finding its edges, reading text, the PDF and convert tools, translation, smart erase and reading business cards. The models needed are downloaded from our server. The phone’s own text reader or scanner may be used; it runs on the phone. If you use the button that opens the outside translation site, the text you put there is handled by that site. A file reaches our server only if you save it to your account, send it to AI reading, or use it in a way that needs it: a share link, a message attachment, a list import, or the phone-to-computer QR (kept encrypted and removed within an hour).

Phone notifications are scheduled on the phone itself and may show the paper type and the person’s name on the lock screen; you can change this in your phone’s settings. A camera debugging log exists only on test servers, not on paperota.com.

AI reading (optional)

AI reading is an optional feature and it is off by default. The account owner (or an admin in a company account) turns it on in Me > AI, after reading and agreeing to a sentence that explains what is sent. We use it on the basis of that consent and record when and who agreed; turning it on or off is recorded in the activity log. Once it is on, the account’s other users can use it within their rights, except view-only users.

• The features: reading a scanned paper, reading a receipt, smart import of people or employees from a file, and reading files on the upload-papers screen.
• When a file is sent: only when you press the AI button. The upload-papers screen also has an option, "Read new files with AI too", which is off by default; if you turn it on yourself, the files you add after that on that screen are read without pressing the button for each one, and files already in the list are not sent. Nothing else in your account is sent.
• What is sent: the file you chose (a picture or PDF; for smart import also the content of an Excel or CSV file), with the reading instructions, the name of the person you are filing it for if one is selected, and on the upload screen the file’s name, to help match it.
• To whom: to our AI service provider, so that the AI agent can read the file and return the details. These files are not used to train AI, and the provider keeps them only for a limited time under its commercial terms.
• The result is only a proposal: the AI fills in the fields, and you check, correct and save them. Paperota stores the result only when you save it, like any paper. For smart import, the table the AI prepared is kept encrypted on our server for 30 minutes so you can check it before saving; after that it can no longer be used and is deleted.
• What we record: only the account, the login that used it, the feature, the model, the amount of use (tokens) and its cost, whether it worked, and the time. We do not record the file or the result.
• Monthly allowance: each account has a monthly allowance that depends on its plan and country. It is shown in the app as a bar and renews at the start of each month. A company admin may also set a limit per user.
• Turning it off: the account owner (or an admin in a company account) can turn it off at any time in Me > AI. When it is off, no file is sent. What was sent earlier follows the provider’s retention period.

Email

• What we send: we send account confirmation, password reset, reminders, invitations and company messages through an email sending provider. It receives the recipients’ addresses and the message content (such as the person’s name, paper type and date in a reminder), and any attachments of company messages, only to deliver the message. We do not track message opens or link clicks.
• What you write to us: messages sent to info@paperota.com are forwarded through an email forwarding provider to our mailbox at an email provider, so both receive your address and your message. We use them only to answer you.
• Copies: sent messages stay in the recipient’s mailbox. We keep the sending record for up to 30 days (the text of invitation, password-reset and company messages is removed when sent) and unsent messages for up to 14 days.

Payments

• On the website: payment is made through a payment provider as merchant of record. It receives and keeps your card details; we never see the card number. We give it your email when you pay, and it returns the subscription status, plan and period to us. Its own privacy policy applies.
• In the phone app: payment is made through the App Store or Google Play. A subscription management service records the purchase with a random account code (we send it no name or email). We do not see payment details.
• Records: payment providers keep their own records as the law requires, even after you delete your account.

Share links and My card

Share links: when you make a link to a file, anyone holding the link (and the password, if you set one) can open that one file until the link closes: at the time you chose (1 hour to 30 days), after the number of opens you chose, or when you close it. The receiver needs no account; we record only how many times it was opened and when it was last opened (no IP address, only a scrambled form for 2 days against abuse). Links keep working until their own end time, even if your plan ends. When a user leaves the account or is removed, the links they made stop. A copy made for a link (such as a watermarked one) is deleted within a day after it closes, and the link’s record after 90 days. Someone who opens a link may save a copy, which is outside our control.

My card: if you make a card, we publish a page that anyone with its link or QR code can open without an account. It shows only what you choose: photo, name, a short line, contact details, links and files. You can protect it with a password, set an end date or stop downloads while your trial or plan is active, and you can pause or delete it at any time. We count views and file opens without knowing who the visitors are, and we ask search engines not to list it. A card keeps working after a plan ends, until your data is deleted or you stop it. During that time it cannot be changed, but you can pause or delete it in the app. If you make a card for someone else, you must have their permission.

Copies on your phone

You may keep files on your phone only without uploading them (cloud copy is optional). Copies on your phone are stored inside the browser or app on your device, are cleared when another account signs in, and protecting them (screen lock) is your responsibility.

Security

• Encrypted with a key specific to each account (AES-256-GCM): files, their text, details of papers, identity numbers, bill details, messages and My card data.
• Not encrypted with that key: organising data in the protected database, such as names, the type and date of a paper, notes, file names, employees’ job details, vehicles and petty cash.
• Backups: a nightly copy of the database and encrypted files, with restricted access, for 30 days.
• All traffic uses HTTPS, passwords are stored with a strong hash function (scrypt), and tests check that one account cannot read another’s data.

No system is 100% secure. If a breach affects your data we will notify you and the competent authorities within the legal time limits.

How long we keep data, and deletion

• While your account is active: we keep your data until you delete it.
• Deleted files: stay in "Recently deleted" for 30 days so you can restore them, then are deleted for good.
• If the trial or subscription ends: the account becomes view-and-export only for 60 days (2 months), then everything is deleted for good, with email warnings 30 and 7 days before. After a failed payment, this period starts after 7 days of grace. We do not delete until 7 days after the last warning was sent.
• When the account owner deletes the whole account: the account closes at once: no sign-in, and cards, share links, the calendar link and reminders stop. The data stays unused for 60 days (2 months) and can be restored if you write to us, then it is deleted for good. Backups are erased automatically within 35 days at most after that. If you subscribed in a store, cancel it in the store.
• When another user deletes their own login: only that login is deleted; the account’s data stays with its owner.
• AI use records (no content): stay with the account and are deleted with it.
• Activity log: 12 months, even after the account is deleted, then erased.
• Scrambled IP address: 2 days. Email sending record: up to 30 days. Waiting list: until you ask for deletion, or 24 months.
• Details of employees who left, messages and petty cash: stay until the company deletes them or its account.

Your rights

You may request a copy of your data, correct it, delete it, object to its processing, and withdraw consent at any time. The account owner, a family editor and those a company allows can download the data of the account with the "Export" button in Me > Your data, as a ZIP file (without what is in Recently deleted). Other users can ask the account owner or us. How to delete is in Delete your account. For any other request write to info@paperota.com and we will answer within 30 days. If you believe your rights were not respected you may complain to the data protection authority in your country (in the UAE: the UAE Data Office).

Children, family members and sensitive papers

The account is for adults (18+). If you add data or scans of papers of your children or anyone else, you confirm that you have the right and authority (as a guardian or with the person’s consent) to do so. We do not contact or notify the people you add. The service is not directed at children and we do not contact them directly. Identity papers are sensitive data, so keep and share them with care, especially children’s papers.

Cookies and tracking

We use one essential cookie to keep you signed in (session), and a short-lived one after a password is entered for a link or card. There are no advertising cookies or third-party trackers. The website visit counter records only the day, page and link source, with no cookie, IP or identity. The payment window loads when you subscribe and is governed by its own policy.

Changes

If we change this policy in a material way we will tell you by email or in the app before the change takes effect.