Effective Date: 2026-09-18
Doxolve (“the App”, “we”, “us”) is a document management and business intelligence application
provided by Universal Information Technologies (Pty) Ltd (“the Company”). This policy explains
what information the App collects, how it is used, and who it is shared with, when you use the
Doxolve mobile app or the Doxolve web application.
Doxolve is provided to organizations (“Customers”) who deploy it for their own staff. If you are
using Doxolve through your employer or another organization, that organization is the data
controller for your information, and this policy describes how the App itself handles data on
their behalf.
Information We Collect
Account information. Your name, email address, and role, provided by your organization’s
administrator when your account is created.
Authentication. The mobile app does not use a separate password. It pairs with your
organization’s Doxolve web account via a one-time QR code that you scan from the web app while
logged in there. This creates a mobile session token, stored securely on your device.
Documents and content you upload or that are synced. Files you upload directly (PDFs, images,
audio recordings, other documents), and — where your organization has connected these
integrations — emails and email attachments synced from Microsoft Exchange, and files synced from
Microsoft SharePoint. This may include the content of invoices, statements, contracts, and other
business documents your organization stores in Doxolve.
AI-processed content. Where your organization uses Doxolve’s AI features (document
classification, business intelligence reports, financial reconciliation, or the AI assistant),
document content and your queries are sent to Anthropic (the provider of the Claude AI models
Doxolve uses) for processing. Anthropic processes this content to generate summaries,
classifications, and responses, and does not use it to train its models.
Usage and device information. Standard technical information needed for the app to function —
device type, app version, and audit/security event logs (login times, actions taken) that your
organization’s administrators can review.
Camera, microphone, and photo library access. The app requests these device permissions only
when you actively use the related feature: scanning a QR code or document with the camera,
recording an audio note with the microphone, or selecting/saving a file from your photo library.
We do not access these outside of your direct use of those features.
How We Use Information
- To provide the core document management, business intelligence, and supplier reconciliation
features you and your organization use. - To authenticate you and enforce the access permissions your organization’s administrators have
configured for your account. - To process documents with AI (Anthropic Claude) when your organization has these features
enabled, in order to classify documents, generate summaries and reports, and power the AI
assistant. - To sync documents and emails from Microsoft SharePoint and Exchange, where your organization has
connected these integrations. - To send you email notifications about actions assigned to you or requiring your attention.
- To maintain audit and security logs for your organization’s administrators.
We do not sell your information, and we do not use your documents or content to train AI models.
Third-Party Services
Doxolve relies on the following third-party services to operate. Each processes data only as
needed to provide its function to the App:
- Supabase — hosts the application’s database and handles authentication. Your account data,
documents’ metadata, and application data are stored here. - Anthropic (Claude) — processes document content and queries for AI-powered features
(classification, summarization, reports, the AI assistant), when your organization has these
features enabled. - Microsoft Graph API (SharePoint / Exchange) — where your organization has connected these
integrations, used to sync documents and emails into Doxolve on your organization’s behalf.
We do not use any advertising or analytics tracking services in the mobile app.
Data Retention
Your information is retained for as long as your account is active with your organization, and in
accordance with your organization’s own data retention settings and policies. If your
organization removes your account, or requests deletion, your account information is deleted or
anonymized in line with the Company’s data retention practices.
Your Rights
Depending on your jurisdiction, you may have rights to access, correct, or request deletion of
your personal information. Since Doxolve is deployed by your organization, these requests should
generally be directed to your organization’s administrator in the first instance, who can also
contact us directly at support@doxolve.com.
Children’s Privacy
Doxolve is a business application intended for use by employees of our Customer organizations. It
is not directed at, and we do not knowingly collect information from, children under 16.
Changes to This Policy
We may update this policy from time to time. Material changes will be reflected by an updated
Effective Date above.