Privacy Policy

Last updated 25 July 2026

HelperDoc handles passports, tax numbers and addresses. That deserves a straight explanation rather than a wall of hedging, so here is exactly what we hold, why, and how to get rid of it.

The short version

• Your documents are stored in the EU and are never used to train AI models.
• Sensitive saved values are encrypted, and hidden behind a passcode until you ask to see them.
• Documents are deleted after 30 days unless you choose to keep them.
• You can export everything, or delete your account outright, from your profile.
• We do not sell your data. There is no advertising in HelperDoc.

Who is responsible

HelperDoc is the data controller for the information described here. For anything in this policy, write to privacy@helperdoc.com.

What we collect

Because you gave it to us:

• Your email address, and your name if you enter one.
• Documents you upload, and any supporting documents you attach to them.
• Values you confirm while reviewing a form. These are saved so the next form fills itself, and are the sensitive ones: identity numbers, tax codes, addresses, dates of birth.

Because the service produced it:

• Which fields were found in a document, and how confident we were about each value.
• Credit transactions, so your balance is auditable.
• Sign-in records: rough time, IP address and browser, so you can spot a session you do not recognise.

We do not use advertising trackers, and we do not build a profile of you for any purpose other than filling your forms.

Why we are allowed to hold it

• To perform our contract with you — reading and filling the forms you upload.
• Legitimate interests — keeping the service secure, preventing abuse, fixing faults.
• Legal obligation — keeping payment records for the period tax law requires.

Documents often contain special category data, such as health or biometric details on a medical or residence form. We process it only to fill the form you asked us to fill, on the basis of your explicit request, and for no other purpose.

Where it goes

Documents are stored encrypted in EU data centres. To read a form we send its contents to two processors:

• Anthropic, to understand what each field is asking for and match your saved details to it.
• Google Document AI, in the EU region, when a document is a scan or a photograph and has to be read as an image.

Both are bound by contract to process the content only to deliver that result. Neither is permitted to train models on your documents. Where processing involves a transfer outside the EU, it is covered by Standard Contractual Clauses.

How long we keep it

• Documents: 30 days by default, then deleted automatically. Choose "keep" on upload and they stay until you delete them.
• Saved details: until you delete them or close your account.
• Sign-in records: up to 90 days.
• Payment and credit records: ten years, as Italian accounting law requires, with your name removed once you close your account.

How it is protected

• Everything travels over TLS and is encrypted at rest.
• Saved sensitive values are encrypted with a separate key and are shown masked until you enter your data passcode.
• Two-step sign-in is available, and we recommend it.
• Passwords are hashed. Nobody at HelperDoc can read yours.

To be straight about the limits: the passcode protects your saved values from someone who gets hold of your device or session. It is not zero-knowledge encryption, because that would make a forgotten passcode unrecoverable, and we judged recovery to be worth more to you. We do not claim otherwise.

Your rights

Under the GDPR you can ask us to:

• Give you a copy of your data. Profile → Export my data does this immediately.
• Correct anything that is wrong. Saved details are editable in your profile.
• Delete everything. Profile → Delete account does this without needing to ask us.
• Restrict or object to processing, or ask for your data in a portable format.

We answer requests within 30 days. If you are unhappy with how we have handled your data, you can complain to your national data protection authority; in Italy that is the Garante per la protezione dei dati personali.

Cookies

HelperDoc sets one cookie: a secure, http-only session cookie that keeps you signed in. There are no analytics or advertising cookies, which is why you are not being asked to accept anything.

Children

HelperDoc is not intended for under-18s. If we learn we are holding a child's data, we delete it.

Changes

If we change how we use your data in a way that matters, we will email you before it takes effect rather than quietly updating this page.