Legal Information

Privacy Policy

Last updated: 16 Sep. 2026

1. Introduction

Docent.Digital ("Docent", "we", "our", "us") is a B2B knowledge management platform designed for organizations in the European Union. We respect your privacy and are committed to protecting personal data in compliance with the General Data Protection Regulation (GDPR).

If you have any questions, contact us at: [email protected]

2. What Data We Collect

We only collect data necessary to provide our services.

This may include:

• Name, work email address, job title
• Company name and organization details
• User account credentials (encrypted)
• Usage data (searches, activity logs, onboarding progress)
• Technical data (IP address, browser type, device information)

We do not collect unnecessary personal data.

3. How We Use Your Data

We use data to:

• Provide and operate the Docent platform
• Enable onboarding, knowledge search, and analytics
• Improve system performance and security
• Communicate service-related messages
• Meet legal and compliance requirements

We do not sell personal data.

4. Data Ownership & Isolation

• Each company owns its own data.
• Data is never shared across companies.
• AI processing is scoped strictly to your organization's content. Where you connect systems such as SharePoint, OneDrive, Confluence or Nextcloud, the connection is read-only, the original files stay in those systems, and the access rights set there are respected in answers.
• Self-hosted deployments ensure full data control by the customer.

5. Legal Basis for Processing (GDPR)

We process data based on:

• Contractual necessity (B2B service delivery)
• Legitimate business interests
• Legal obligations
• Explicit consent where required

6. Data Storage & Security

• Data is stored securely using industry best practices
• Encryption in transit (TLS/SSL)
• Role-based access controls, and access rights copied from connected systems
• Activity logging and audit trails
• No cross-tenant data access

7. Data Retention

Data is retained only for as long as:

• The customer account is active
• Required by law or contractual obligations

Customers may request data deletion at any time.

8. Your Rights (GDPR)

You have the right to:

• Access your data
• Correct inaccurate data
• Request deletion
• Restrict or object to processing
• Data portability

Requests can be sent to [email protected].

9. Third-Party Services

Docent may use trusted third parties for:

• Email delivery
• Cloud infrastructure
• AI processing, in EU regions, with personal data anonymised before any AI call

All vendors are GDPR-compliant.

10. Changes

We may update this Privacy Policy. Changes will be posted on this page.

Terms of Service

Last updated: 16 Sep. 2026

1. Acceptance of Terms

By using Docent.Digital, you agree to these Terms of Service. If you do not agree, do not use the platform.

2. Service Description

Docent is a B2B SaaS platform providing:

• Knowledge management
• AI-powered document search with cited answers, including over read-only connections to systems such as SharePoint, Confluence and Nextcloud
• Employee onboarding
• Case study creation
• Analytics and insights

3. Accounts & Access

• Accounts must be created using corporate email addresses
• Company administrators are responsible for user access and permissions
• Users must keep credentials secure

4. Acceptable Use

You agree not to:

• Upload unlawful, harmful, or infringing content
• Attempt unauthorized access
• Abuse system resources
• Use Docent to violate laws or regulations

5. Intellectual Property

• Docent retains all rights to the platform software
• Customers retain full ownership of their data and content
• No customer data is used to train shared AI models

6. Payments & Billing

• Paid plans are billed according to the selected pricing tier
• Payments are processed securely
• Fees are non-refundable unless required by law

7. Availability & Changes

We aim for high availability but do not guarantee uninterrupted service. Features may evolve over time.

8. Limitation of Liability

Docent is provided "as is". To the maximum extent permitted by law, Docent is not liable for indirect or consequential damages.

9. Termination

Accounts may be suspended or terminated for violation of these terms. Customers may terminate their account at any time.

10. Governing Law

These Terms are governed by the law of the European Union.

11. Contact

For questions or legal requests:
[email protected]