Back to SureDocs

Privacy Policy

Effective Date: April 16, 2026 Last Updated: April 16, 2026

This Privacy Policy explains how Nova Media LLC ("we," "us," or "our"), doing business as SureDocs ("SureDocs," "we," "us," "our"), collects, uses, stores, and discloses information when you use the SureDocs web application and related services (collectively, the "Service"). By using the Service, you agree to the practices described in this Privacy Policy.

If you do not agree with this Privacy Policy, do not use the Service.

1. Who We Are

SureDocs is a product of Nova Media LLC, a limited liability company organized under the laws of the State of Washington, United States of America. You can contact us at support@suredocs.app for any privacy-related questions.

2. Information We Collect

We collect the following categories of information when you use the Service:

2.1 Information You Provide Directly

  • Account Information: Your name, email address, business name, business address, phone number, trade type, and other details you provide during signup or in your profile settings.
  • Billing Information: When you subscribe to a paid plan, our payment processor, Stripe, collects your payment card details on our behalf. We do not store your full payment card number; we receive only limited billing information (such as the last four digits of your card, card brand, and billing address) needed to manage your subscription.
  • Business Content: Documents, estimates, proposals, work orders, line items, client names and contact information, project descriptions, pricing data, uploaded photos, voice memos, logos, and any other content you create, upload, or provide through the Service.
  • Communications: If you contact us by email or through any support channel, we retain the content of those communications and any attachments you provide.

2.2 Information Collected Automatically

  • Usage Data: We collect information about how you interact with the Service, such as the pages you visit, features you use, the time and date of your activity, and the documents you create.
  • Device and Technical Information: IP address, browser type and version, operating system, device type, screen size, language preference, and similar technical identifiers.
  • Cookies and Similar Technologies: We use cookies and similar technologies to keep you signed in, remember your preferences, and understand how the Service is used.

2.3 Information from Third Parties

  • Authentication Provider: We use Clerk for authentication. When you sign up or sign in, Clerk provides us with your email address and authentication tokens.
  • Referral Codes: If you sign up using a referral code, we record which code was used in order to apply the correct discount and attribute the referral to the appropriate partner.

3. How We Use Your Information

We use the information we collect for the following purposes:

  • To provide, operate, and maintain the Service;
  • To generate documents on your behalf using AI models (see Section 5 for details about AI processing);
  • To process subscription payments and manage your account billing;
  • To deliver documents by email, SMS, or PDF download as you direct;
  • To communicate with you about your account, subscription, new features, and support inquiries;
  • To improve the Service, including by analyzing usage patterns and debugging technical issues;
  • To enforce our Terms of Service and protect the security and integrity of the Service;
  • To comply with applicable legal obligations.

4. Legal Basis for Processing (for users in the EEA/UK)

If you are located in the European Economic Area or the United Kingdom, we rely on the following legal bases:

  • Contract: We process your information to provide the Service you have signed up for.
  • Legitimate Interests: We process certain information to improve the Service, prevent fraud, and secure our systems.
  • Consent: Where required, we rely on your consent (for example, for certain marketing communications). You may withdraw consent at any time.
  • Legal Obligation: We process information as required to comply with applicable law.

5. AI-Powered Document Generation

SureDocs uses artificial intelligence provided by Anthropic, PBC ("Anthropic") to generate documents on your behalf. When you create a document:

  • The business content you enter (such as project descriptions, line items, pricing, and notes) is sent to Anthropic's Claude API to generate the document text.
  • Anthropic processes this data on our behalf as a subprocessor and does not use your content to train its models, in accordance with Anthropic's commercial terms.
  • The generated output is returned to us and stored in your account.

You remain the owner of the documents you generate. See our Terms of Service for details about content ownership.

6. How We Share Your Information

We do not sell your personal information. We share information only in the following circumstances:

6.1 Service Providers (Subprocessors)

We share information with third-party service providers that help us operate the Service. These subprocessors are contractually obligated to protect your information and to use it only for the purposes we specify. Our primary subprocessors include:

  • Vercel Inc. — Application hosting and infrastructure
  • Supabase Inc. — Database and file storage
  • Clerk, Inc. — Authentication and user management
  • Stripe, Inc. — Payment processing
  • Anthropic, PBC — AI document generation
  • Resend, Inc. — Transactional email delivery
  • Twilio Inc. — SMS message delivery

6.2 Legal Requirements

We may disclose your information if we believe in good faith that disclosure is necessary to:

  • Comply with applicable law, regulation, subpoena, or other legal process;
  • Respond to lawful requests from government authorities;
  • Protect our rights, property, or safety, or that of our users or the public;
  • Detect, prevent, or address fraud, security, or technical issues.

6.3 Business Transfers

If Nova Media LLC is involved in a merger, acquisition, asset sale, or other business transaction, your information may be transferred as part of that transaction. We will notify you by email or through the Service before your information becomes subject to a different privacy policy.

6.4 With Your Direction

When you choose to send a document to a client by email or SMS, we transmit the document to the recipient you specify. This is a direct action you take through the Service.

7. Data Retention

We retain your account information and business content for as long as your account is active. If you cancel your subscription or delete your account, we will delete or anonymize your personal information within a reasonable period, except where we are required to retain certain information to comply with legal obligations, resolve disputes, or enforce our agreements.

Documents you have already sent to clients by email or SMS cannot be recalled by us; they reside with the recipient.

8. Data Security

We take reasonable administrative, technical, and physical measures to protect your information, including encryption of data in transit using TLS, encrypted storage, access controls, and regular security reviews. However, no system is completely secure. You use the Service at your own risk and are responsible for maintaining the confidentiality of your account credentials.

If we become aware of a security incident that affects your personal information, we will notify you in accordance with applicable law.

9. Your Rights

Depending on where you live, you may have the following rights regarding your personal information:

  • Access: Request a copy of the personal information we hold about you.
  • Correction: Ask us to correct inaccurate or incomplete information.
  • Deletion: Ask us to delete your personal information, subject to certain exceptions.
  • Portability: Request a copy of your information in a portable format.
  • Objection / Restriction: Object to or request restriction of certain processing.
  • Withdrawal of Consent: Withdraw consent where processing is based on consent.

To exercise any of these rights, please email support@suredocs.app. We may need to verify your identity before fulfilling your request.

9.1 California Residents

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA), including the right to know what personal information we collect, to request deletion, and to opt out of the "sale" of personal information. We do not sell personal information as defined by the CCPA.

10. Children's Privacy

SureDocs is intended for use by business professionals and is not directed to children under 13 (or under 16 in the European Economic Area and the United Kingdom). We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact us at support@suredocs.app and we will take steps to delete the information.

11. International Users

SureDocs is operated from the United States. If you access the Service from outside the United States, your information will be transferred to, stored, and processed in the United States. By using the Service, you consent to this transfer.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. If we make material changes, we will notify you by email or through a notice in the Service at least 7 days before the changes take effect. Your continued use of the Service after the effective date of the updated Privacy Policy constitutes acceptance of the changes.

13. Contact Us

If you have questions or concerns about this Privacy Policy or our privacy practices, please contact us at:

Nova Media LLC DBA SureDocs Email: support@suredocs.app

This Privacy Policy is provided as of the Effective Date listed above. Please check back periodically for updates.