Privacy & Data Handling

When you use ServeScribe, we store the following data in your account:

• Account credentials — your name and email address, managed by our authentication provider.
• Company Profile — the business name, property type, departments, management team, and brand voice you enter.
• Knowledge Base documents — the policy text and handbook content you paste or upload.
• Chat sessions — the situation text you describe, the clarifying questions and answers, and the final draft generated.
• Document history — saved drafts and their metadata (type, timestamp, title).
• Feedback — any helpful/not-helpful ratings you submit on generated documents.

We do not collect payment card numbers directly — payments are processed by our billing provider and are not stored in ServeScribe.

Your data is used for one purpose: generating and storing your drafts.

• Your Company Profile is injected into prompts so that generated documents reflect your specific property, policies, and brand voice.
• Knowledge Base documents are included in prompts when you start a chat session, so the AI grounds its questions and drafts in your actual policies.
• Situation text, Q&A answers, and the resulting draft are stored so you can return to your Document History and review or download previous work.

We do not sell your data, share it with third-party advertisers, or use it to train AI models.

Your Company Profile, chat sessions, and document history are scoped to your account. They are not visible to other ServeScribe accounts.

Knowledge Base: Documents you add to your Knowledge Base are currently accessible to anyone signed into your ServeScribe account (i.e. other users who share your login). They are not shared with other companies or tenants. A future update will add per-user isolation within shared accounts.

When you start a chat session, the following content is sent to an AI model to generate your draft:

• The situation text you type
• Your answers to clarifying questions
• Your Company Profile
• The full text of your Knowledge Base documents

AI calls are routed through Polsia's AI proxy — your data is not sent directly to a third-party AI provider under your own credentials.

Do not include highly sensitive personal data in situation descriptions or Knowledge Base documents. Specifically: government-issued ID numbers, financial account or payment card numbers, medical records or protected health information, or biometric data. This information is not needed to generate a useful draft and should never be entered into ServeScribe.

Documents, chat sessions, and Knowledge Base entries remain in your account until you delete them. If you close your account, you can request deletion of all associated data by contacting us at the address below.

We do not make any specific commitment about retention after account closure until we publish a formal data retention policy. If you need data deleted promptly, email us directly.

ServeScribe does not currently hold SOC 2, GDPR, HIPAA, or ISO 27001 certifications. We do not make representations about encryption standards or regulatory compliance beyond what is described on this page. If your organisation has specific compliance requirements, please contact us before using ServeScribe for regulated data.

For questions about your data, requests to delete your account or specific records, or any other privacy concern, email us at servescribe@polsia.app. We aim to respond within five business days.

For general questions about how ServeScribe works, see the home page.