Privacy Policy

1. Who we are

Pycas Design Innovations, LLC is an Illinois limited liability company located in Glenview, Illinois. We provide custom software development, cloud engineering, AI integration and AI document processing services to businesses and public-sector organizations. You can reach us at info@pycasdesign.com or (847) 656-5756.

2. Information we collect

Information you give us. When you submit our contact form, request an assessment or capability statement, or correspond with us, we collect the details you provide: name, company, email address, phone number, the service you are interested in and the content of your message.

Customer account and billing information. When you become a customer we collect the information needed to set up and bill your account: business name and address, the names and email addresses of authorized users, plan selection, invoices and payment records. Card and bank details are entered directly with our payment processor, Square, Inc. (see Square's privacy notice at squareup.com/legal/privacy), or sent by bank transfer to our bank; we never see or store full card or bank account numbers.

Documents you process with us. Our AI Document Processing service works on documents you or your systems upload (for example invoices, receipts, forms and applications). Those documents and the data extracted from them may contain personal information about your customers, suppliers or employees. We process that information only on your instructions, as a service provider to you, and it remains your data.

Technical information. Our website is served from Amazon Web Services (Amazon CloudFront and S3). Serving a page necessarily processes technical request information such as IP address, browser type, page requested and timestamp; we do not keep access logs of these requests. We also use Google Analytics 4 to understand website traffic and interactions. Google Analytics may set analytics cookies and process technical and usage information such as page URLs, device and browser information, approximate location and interaction data. We use this information to understand how visitors use the site and improve our marketing and website experience.

Analytics in the DocPipe app. The DocPipe app at app.pycasdesign.com uses Google Analytics only if you choose "Allow analytics" in its analytics settings. If you choose "Necessary only", or make no choice, the analytics script is not loaded. When analytics is allowed, the app records which app screens are opened and a few workflow steps: signing in, a document being accepted for upload, viewing plans, and starting checkout (with the plan chosen and its list price). It never sends invoice or document contents, filenames, extracted data, names or email addresses, and Google signals and advertising features are turned off. You can change your choice at any time from "Analytics settings" in the app; choosing "Necessary only" stops collection and removes the analytics cookies the app set.

3. How we use information

We use information to respond to your enquiries and provide quotes; to deliver, support and improve the services you purchase; to send invoices, receipts and service notices; to meet legal, tax and accounting obligations; and to protect the security of our systems. If you ask us to, we may send occasional information about new services; every such email includes an unsubscribe link and we stop on request.

We do not sell personal information, and we do not use documents or data you process with our services to train AI models. Where our pipeline uses cloud AI services (Amazon Textract and Amazon Bedrock), those services are configured so that your content is not stored or used by the provider for model improvement.

4. Who we share information with

We share information only with service providers that help us run our business, and only to the extent needed: Amazon Web Services (hosting, storage, email delivery and AI services, United States regions), Google (website analytics, and DocPipe app analytics when you allow it), Square (payment processing and invoicing, through the merchant account of our affiliate PYCAS IMAGING, LLC), our bank (ACH payments), and our accountant. Each is bound by contract to protect the information. We also disclose information when required by law, subpoena or court order, or to protect our rights or the safety of others. If Pycas is merged or acquired, information may transfer to the successor under this policy.

5. Retention

Contact-form submissions and correspondence are kept for as long as we have a business relationship or reasonable prospect of one, and then deleted. Billing records are kept for seven years to satisfy tax requirements. Documents processed through our service, the data extracted from them and their processing history are kept for the retention period of your plan, measured from upload: 30 days on the free assessment, 90 days on Starter, and 12 months on Business and Scale. A nightly job then deletes them from the service; copies in backups expire within 30 days after that. You can export documents at any time, and you can delete any document, or all of an account's documents, yourself from inside the service before the scheduled date; deletion removes the file, the extracted data and the processing history together.

6. Security

Data is encrypted in transit (TLS) and at rest (AWS-managed encryption). Access to customer data is limited to Pycas engineers who need it to deliver your service, is protected by multi-factor authentication, and is logged. Every extraction, validation and review action in our document processing service is written to an audit trail. No system is perfectly secure; if we learn of a breach affecting your information we will notify you without undue delay.

7. Your rights and choices

You may ask us at any time to access, correct, export or delete personal information we hold about you, or to stop marketing emails. Residents of Illinois, California and other states with privacy laws have the rights those laws provide, including the right not to be discriminated against for exercising them. Email info@pycasdesign.com; we respond within 30 days and may need to verify your identity first. If you are a customer's end user, please direct requests to that customer, whom we assist under our agreement.

Our website and services are intended for businesses and are not directed at children under 16; we do not knowingly collect their information.

8. International visitors

Our services are hosted in the United States. If you access them from outside the U.S., your information is transferred to and processed in the U.S. under this policy.

9. Connecting DocPipe to ChatGPT or Claude

Customers can connect their DocPipe account to an AI assistant (OpenAI's ChatGPT or Anthropic's Claude) and ask about their own documents. This is optional and is switched on only by you, from inside the assistant. How it works, and what it can see, is described on our DocPipe in ChatGPT and Claude page.

Sign-in. You sign in on our own DocPipe sign-in page; your password is never given to the assistant. The assistant receives a short-lived access token that works only for our assistant connection and that we can revoke.

What the assistant can read. Only your own account: your plan and this month's usage, your documents' status, the fields we extracted from them (vendor, invoice number, dates, PO number, amounts, line items) and the validation issues found. It cannot read the document files themselves or the raw text read from them, and it cannot reach the account settings, API keys or anything belonging to another customer.

What it cannot do. The connection is read-only. It cannot upload, approve, correct, reject, export or delete documents, change settings or make payments; those actions happen only in the DocPipe application.

What is shared with the assistant provider. The answers DocPipe returns to your questions are sent to the assistant you connected, and are then handled under that provider's own terms and privacy policy, which you accepted when you started using it. Questions you ask and the assistant's replies are kept by the assistant provider, not by us.

What we keep. We do not store your conversations. Our connection service keeps brief technical logs (time, which function was called, whether sign-in succeeded and an abbreviated account identifier) for security and troubleshooting, for no longer than 30 days. It never logs access tokens or document contents.

Disconnecting. Remove DocPipe in the assistant's settings (ChatGPT: Settings, then Apps; Claude: Settings, then Connectors). Access then ends within an hour, and an unused connection lapses after 30 days. To revoke every assistant connection on your account at once, email info@pycasdesign.com.

10. Changes and contact

We will post any changes to this policy here and update the effective date. Material changes affecting customers will also be emailed to the account contact. Questions about this policy or our data practices: info@pycasdesign.com. Our mailing address is provided on request and appears on every invoice and agreement.

See also our Terms of Service.