Privacy Policy

This policy explains what data Docket Room collects, how we use it, and the rights you have over it. It applies to docketroom.ai and related Docket Room services. If you have questions, contact us at support@docketroom.ai.

What we collect

Docket Room collects only what it needs to function:

• Your email address and name (for your account)
• Your home state (optional, for personalized bill recommendations)
• Bills, issues, and keywords you track, and signals or comments you submit
• Team and collaboration data, if you use Docket Room with a team
• Billing details processed by Stripe (we never see or store your full card number)
• Device tokens, if you opt in to push notifications
• Basic usage data (page views, errors) to keep the product working and improve it

How we use your data & legal basis

We process your data to:

• Provide your account and the features you use (performance of a contract)
• Send the alerts, digests, and notifications you sign up for (contract / consent)
• Keep the service secure and working, and understand aggregate usage (legitimate interests)
• Process payments and meet tax/accounting obligations (contract / legal obligation)

Where we rely on consent (for example, optional push notifications), you can withdraw it at any time.

What we never do

• We never sell your data to anyone, ever
• We never sell or share your reading history or political interests
• We never run ads or build advertising profiles

Cookies

Docket Room uses only strictly necessary cookies — for signing you in, keeping your session secure. We do not use advertising or cross-site tracking cookies. Our product analytics (Vercel Web Analytics) is cookieless and does not collect personal information or track you across other sites. Because we only set essential cookies, no cookie-consent banner is required.

Service providers

We use the following providers to operate Docket Room. They process data on our behalf:

• Supabase — database and authentication
• Vercel — hosting and cookieless web analytics
• Stripe — payment processing (your card details go directly to Stripe)
• Resend — transactional email (alerts, digests, account email)
• Ollama Cloud — runs the open-weights model (gpt-oss:120b) behind AI summaries, predictions, and chat answers. Your question is sent with the bill text it concerns; it is not used to train the model.
• OpenAI — text embeddings for semantic search. This includes the search terms you type, which are embedded in order to be matched against bills. It does not include your account, billing, or team data, and it is not used to train OpenAI’s models.
• Infrastructure providers — job scheduling and bot protection on sign-up and login. These see operational data (job logs, the IP address on a login form), not your bills, searches, or account content.

These providers act on our instructions under a contract, are primarily based in the United States, and may not use your data for their own purposes. We do not sell your data to them or to anyone else. This list is the set of providers actually in use; we update it when it changes.

AI assistants and other apps you connect

Docket Room can be connected to outside software that you choose — an AI assistant such as Claude or ChatGPT over our MCP server, or your own tools using an API key. This is different from the providers above, and it is worth being precise about the difference: those companies are not acting on our instructions, they are acting on yours. We have no contract with them covering your data, and once information leaves Docket Room at your direction we cannot control what they do with it — including whether they log it or use it to train a model. Read the privacy policy of any assistant you connect.

Nothing is shared automatically. A connected app receives data only in response to a request it makes on your behalf, and only within the scope you approved on the consent screen. What it can reach is what your own account can reach: public legislative data, plus the bills you track, your keyword alerts, your organization profile, and — if you belong to a team — that team’s shared notes and records. It cannot read your password, your payment details, or other users’ private data.

You can revoke this at any time from Settings → API, which lists every connected app and every API key you have issued. Revoking takes effect immediately. Access tokens expire on their own after 7 days and the refresh token after 30, so a connection you abandon lapses rather than lasting forever. We log which tools were called and how many records were returned, in order to enforce plan limits and investigate abuse; we do not log the contents of the results.

If we publish Docket Room in an AI assistant’s directory, that listing is only a way to find and connect the service. It does not give the directory’s operator access to your account, and it does not change anything in this policy.

Data retention

We retain your account data for as long as your account is active. You can delete your account and associated data at any time from Settings → Profile — deletion is immediate and cancels any active subscription. We may retain limited records where required for legal, tax, or fraud-prevention purposes.

Your privacy rights

Depending on where you live (including the EEA and UK under the GDPR), you have the right to:

• Access — get a copy of your data (use Export data in Settings → Profile)
• Rectify — correct inaccurate information
• Erase — delete your account and data (Settings → Profile, or email us)
• Restrict or object — to certain processing
• Portability — receive your data in a machine-readable format (the export is JSON)
• Withdraw consent — where processing is based on consent

To exercise any of these, use the in-app tools or email support@docketroom.ai. You also have the right to lodge a complaint with your local data-protection authority.

California residents (CCPA/CPRA)

If you are a California resident, you have the right to know what personal information we collect, to access and delete it, to correct it, and to opt out of its sale or sharing. We do not sell or share your personal information, so there is nothing to opt out of, and we will not discriminate against you for exercising your rights. Sending your data to an AI assistant or other app that you have connected is a disclosure you direct, not a sale or a share, and you can end it at any time from Settings → API. Use the tools in Settings → Profile or email support@docketroom.ai.

International data transfers

Docket Room is operated from the United States and our providers are primarily US-based. If you access Docket Room from outside the US, your data will be transferred to and processed in the US. Where required, we rely on appropriate safeguards (such as Standard Contractual Clauses) for these transfers.

Children

Docket Room is not intended for children. You must be at least 16 years old (or the age of digital consent in your country) to create an account. We do not knowingly collect data from children.

Changes to this policy

We may update this policy from time to time. When we make material changes, we will update the date above and, where appropriate, notify you. Continued use of Docket Room after an update means you accept the revised policy.

Contact

Questions about privacy, or want to exercise a right? Email support@docketroom.ai.