Doqify AutomationThis Privacy Policy explains how Doqify Automation’s software (together, “the Products”; “we”, “us”) handles information. It applies to Workflow Web, Visa CRM, AI Lead CRM, the DS-160, UK Standard Visitor and Australia Visitor (600) AI Autopilots, AI Document Analysis, and the other software we supply, as well as to this website.
Contents
1. Information the Products handle
To do their job, the Products process the information you and your clients choose to give them, which may include:
- Documents uploaded by your team or your clients (such as passports, ID cards, bank statements, photographs and supporting files);
- Details extracted from those documents (name, date of birth, passport number, travel, employment and financial details, and similar);
- Client and lead records, messages, call recordings and transcripts, invoices, tasks and notes;
- The content the Products generate (drafted letters, reports, checklists, messages and form entries).
You are responsible for having the appropriate consent or other lawful basis to process this information, and for meeting your own obligations under applicable law — including India’s Digital Personal Data Protection Act, 2023 and, where relevant to your clients, the UK and EU GDPR.
2. Workflow Web and Visa CRM
Workflow Web and Visa CRM are installed on your own domain, hosting and database. Client records, uploaded documents, reports, messages and invoices are stored on infrastructure you control and administer. We do not host your installation, do not hold a copy of its data, and have no standing access to it.
- Uploaded documents are stored encrypted on your server and are only delivered to signed-in users with the right role.
- Your AI and other integration keys are stored encrypted on your server and are never sent to a user’s browser.
- Where Workflow Web’s customer website is enabled, your applicants create accounts on your site; they can only see their own applications, and never your internal documents or notes.
- To avoid reading the same file twice, Workflow Web may keep a temporary cache of extracted text in the user’s browser. It can be cleared at any time from the browser or the app’s settings.
3. AI Lead CRM
AI Lead CRM is available at crm.doqifyautomation.com, and can also be installed on your own hosting. Where you use our hosted service, we store your account details and the workspace data you create — leads, campaigns, messages, call records and settings — in order to provide the service. We use it only for that purpose.
Lead data may come from sources you connect (such as a lead database, CSV imports, your website form or text you paste). When you send messages or place AI calls, the content is processed by the email, WhatsApp and voice providers you connect. You are responsible for contacting people lawfully, honouring opt-outs, and following the rules of each channel. The software stops a sequence when a lead replies or opts out.
The live demo on the sign-in page runs entirely in your browser with sample data. It sends nothing and saves nothing.
4. Browser extensions
The DS-160, UK Standard Visitor and Australia Visitor (600) AI Autopilots and AI Document Analysis are Chrome extensions. The autopilots run only on the official visa portal they fill; AI Document Analysis can be opened on any website you choose. They read the files you give them and, for the autopilots, the form page being filled. Your API key, settings, saved applicant records and history are stored in your browser, and documents are sent directly from your browser to your own AI provider account — no server of ours is in between. They do not track your browsing or collect analytics about you. You can delete their stored data at any time from the extension or by removing it.
5. How AI is used
The Products use Anthropic’s Claude to read documents, verify them and draft content. Requests are sent to an AI account that you (or, for hosted AI Lead CRM, the workspace administrator) configure, and are governed by that provider’s terms and privacy policy. Only the content needed for the task is sent. We do not use your data, or your clients’ data, to train any AI model.
6. Your role and ours
In data-protection terms, you are the controller of your clients’ and leads’ personal data: you decide what is collected, why, and how long it is kept. For self-hosted installations we only supply software. For hosted AI Lead CRM we act as a processor on your behalf, handling the data only to run the service.
Where we provide setup, customisation or support and you choose to share sample files with us, we handle them only to complete that task and delete them afterwards. We recommend anonymising anything sent to us for support.
7. What we do not do
- We do not sell or share your data with advertisers or data brokers.
- We do not use your or your clients’ documents or messages to train any model.
- We do not access self-hosted installations unless you invite us to, for support.
- We do not use advertising trackers on this website.
8. Third-party services
Depending on what you enable, the Products may connect to: Anthropic (AI); WhatsApp providers such as the WhatsApp Business API or DoubleTick; your email provider (SMTP/IMAP); lead-data and voice-call providers such as Apollo.io and Vapi; and a live flight-search provider. The form autopilots interact with the official U.S. CEAC website, the UK government’s visa application service and the Australian Government’s ImmiAccount. Each service is governed by its own terms and privacy policy.
9. Security
- Passwords are hashed; sign-in is protected against repeated attempts; sessions use secure, HTTP-only cookies.
- Saved keys and secrets are encrypted.
- Role-based access limits what each user can see and change, enforced on the server.
- Sensitive folders (configuration, storage, database files) are blocked from the web.
No system is perfectly secure. For self-hosted installations, the security of the hosting account, backups and SSL certificate is your responsibility.
10. Data retention & control
For self-hosted Products, retention is governed entirely by your own database and backup policy; deleting a file, application or account removes its stored documents. For hosted AI Lead CRM, you can delete leads and records at any time, and you can ask us to delete your workspace by writing to the address below. Browser-cached data can be cleared from the browser.
11. Human review
The Products are drafting and verification aids, not decision-makers. Generated documents are editable and intended for review by a qualified person before use; eligibility, readiness, fraud and identity scores are advisory. The form autopilots stop at the review or submit page — nothing is submitted, signed or paid for without a person reviewing every answer, including declarations and background questions, and confirming it. Flight itineraries are marked as proposed and are never presented as tickets.
12. This website
The enquiry form on doqifyautomation.com does not store anything on this site: it opens your own email app or WhatsApp with your message, and we receive only what you send. We use your details only to reply to you.
13. Children
The Products are intended for use by businesses and are not directed at children. Where a business processes a minor’s documents (for example, a child travelling with family), it is responsible for obtaining a parent’s or guardian’s consent.
14. Changes to this policy
We may update this Privacy Policy from time to time. Material changes will be reflected by the “Last updated” date above.
15. Contact
For any questions about this Privacy Policy or how the Products handle information, contact us at shivam@doqifyautomation.com or +91 99013 26128.