Privacy Policy

Introduction

Welcome to VerifyMyDocuments ("we", "our", or "us"). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our mobile application and website (collectively, the "Service").

Please read this policy carefully. By using the Service, you agree to the collection and use of information as described here.

1. Information We Collect

1.1 Information You Provide

• Account registration details (name, email address)
• Documents and files you upload for verification
• Profile information and preferences

1.2 Information Collected Automatically

• Device information (device type, operating system, unique device identifiers)
• Usage data (pages visited, features used, time spent in the app)
• Log data (IP address, browser type, crash reports)
• Push notification tokens for sending alerts and updates

1.3 Information from Third Parties

Google Sign-In: If you authenticate via Google, we receive your name, email address, and profile picture from Google in accordance with the permissions you grant. We do not receive your Google password.

2. How We Use Your Information

We use the information we collect to:

• Provide, operate, and maintain the Service
• Verify and process your submitted documents
• Send you push notifications related to your verification status and updates
• Authenticate your identity via Google Sign-In
• Analyze usage patterns to improve the Service
• Respond to your comments, questions, and support requests
• Comply with legal obligations

3. Data Storage and Security

• Documents and personal data are transmitted to and stored on our servers at https://api.verifymydocuments.com
• We use Flutter Secure Storage to protect sensitive data stored locally on your device
• Data is transmitted over HTTPS/TLS encrypted connections
• We implement industry-standard security measures, but no method of transmission or storage is 100% secure

4. Third-Party Services

We integrate with the following third-party services, each governed by their own privacy policies:

5. AI Chat and OpenAI Integration

The Service includes an AI-powered chat feature. When you use this feature:

• Your conversation messages and any context provided (such as document details or verification status) are transmitted to OpenAI to generate responses
• OpenAI processes this data according to their Usage Policies and Privacy Policy
• We do not send raw document files to OpenAI — only text-based context relevant to your query
• Conversation history is stored in our database to maintain chat continuity and provide support
• We do not use your conversations to train OpenAI models; data is processed under OpenAI's API terms, which prohibit training on API inputs by default
• You can request deletion of your conversation history by contacting us (see Section 13)

6. Payment Data

We facilitate payments through third-party payment processors. When you make a payment:

• We collect transaction identifiers, payment status, and order metadata
• Your full card details, bank credentials, or UPI PINs are never stored on our servers — they are handled directly by the payment processor
• Payment events are received via secure webhooks from our payment providers
• We retain payment records for accounting, dispute resolution, and legal compliance purposes

7. Document Data

Documents you upload are processed solely for the purpose of verification. We do not:

• Sell or share your documents with unauthorized third parties
• Use your documents to train AI or machine learning models without explicit consent
• Retain your documents beyond the period necessary to complete verification, unless required by law

8. Push Notifications

We may send you push notifications regarding:

• Verification status updates
• Account activity and alerts
• Service announcements

You can disable push notifications at any time through your device settings.

9. Email Communications

As part of the university verification process, we send emails on your behalf or to relevant institutions using the following email infrastructure:

• Gmail (Google): Used to dispatch verification request emails via Google's SMTP/API
• Microsoft Graph: Used to send and manage verification emails through Microsoft 365 accounts

In connection with this:

• Recipient email addresses, subject lines, and message content of verification-related emails are processed by Google and Microsoft in accordance with their respective privacy policies
• We do not read, store, or share your personal email inbox — we only send outbound verification emails
• Email content is limited to what is necessary for the verification request (e.g., your name, institution, and document reference)
• You can opt out of email-based verification by contacting us, though this may limit certain Service features

10. Data Retention

We retain your personal data for as long as your account is active or as needed to provide the Service. You may request deletion of your account and associated data at any time by contacting us (see Section 14).

11. Children's Privacy

The Service is not directed to individuals under the age of 13. We do not knowingly collect personal information from children under 13. If we become aware that a child under 13 has provided us with personal information, we will delete it promptly.

12. Your Rights

Depending on your location, you may have the right to:

• Access the personal data we hold about you
• Request correction of inaccurate data
• Request deletion of your data
• Object to or restrict processing of your data
• Withdraw consent at any time (where processing is based on consent)
• Lodge a complaint with a supervisory authority

To exercise any of these rights, please contact us using the details in Section 15.

13. Google API Services — User Data Policy

The use and transfer of information received from Google APIs by VerifyMyDocuments to any other application will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

• Google user data obtained through OAuth is used solely to send verification emails on behalf of the authenticated user.
• This data is not sold, shared for advertising, or used to train generalized artificial intelligence or machine learning models.
• If OpenAI or any other AI service is used within the application, Google user data obtained through Google APIs is not provided to those services unless explicitly authorized by the user and only for the specific functionality requested by the user.

A standalone disclosure is also available at verifymydocuments.com/google-api-disclosure.

14. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any significant changes via the app or by email. Continued use of the Service after changes constitutes acceptance of the updated policy.

15. Contact Us

If you have any questions or concerns about this Privacy Policy, please contact us:

• VerifyMyDocuments
• Email: privacy@verifymydocuments.com
• Website: https://verifymydocuments.com