Data Handling
This page states where your data lives and is processed, per Region, how it is protected, and how long we keep it. The Data Processing Agreement and the Terms of Service refer to this page for the facts that can change; the commitments themselves are in those documents (see Privacy for where to find them).
Last updated: 2026-10-08.
Regions
When an organisation signs up, it selects a Region. Everything the account stores stays inside the Region: documents, extracted data, configuration, backups and the audit log, and OCR runs there too. The exception is AI model inference, which runs on Microsoft's Global model deployments unless the Order Form states a location (see below). Our staff operate and support every Region from where they are based (employees in the European Union, contractors in the United States and Australia), through in-Region tooling that does not move data out of the Region.
| United States | Australia | European Union | |
|---|---|---|---|
| Status | Live (app.docaifabric.com) | Live (au.docaifabric.com) | Planned |
| Data at rest (documents, results, configuration, audit log) | Azure, East US | Azure, Australia East (Sydney) | Azure, EU region |
| Storage redundancy | Locally redundant (three copies in one datacentre); migration to the zone-redundant configuration used in Australia is in progress | Zone-redundant, three availability zones | Zone-redundant |
| Replication for recovery | Second US Azure region, after the migration above | Australia Southeast (Melbourne) | Second EU Azure region |
| Recovery Window (versioning and soft delete) | 90 days, after the migration above | 90 days | 90 days |
| OCR | Azure AI Document Intelligence, United States | Azure AI Document Intelligence, Australia East | Azure AI Document Intelligence, EU |
| Document AI (classification, extraction, rules) | Azure OpenAI, Global deployment (see note) | Azure OpenAI, Global deployment (see note) | Azure OpenAI, Global deployment (see note) |
| AI assistant | Azure OpenAI, Global deployment (see note) | Azure OpenAI, Global deployment (see note) | Azure OpenAI, Global deployment (see note) |
| Voice input for the assistant | Azure AI Speech, United States | Azure AI Speech, Australia East | Azure, EU |
| Transactional email (invitations, notifications) | Resend, United States. Receives email addresses and message text only, never documents | Same | Same |
AI processing location. By default, on every plan, AI model inference runs on Microsoft's Global model deployments: prompts and responses are processed in any Azure region where the model is hosted, which can be outside the Region. What we store, including backups, stays in the Region, and so does OCR. Enterprise customers can state an AI processing location on their Order Form: the Region's data zone (United States, Asia-Pacific or European Union, where Microsoft processes only within that zone), or a named country or Azure region where provisioned capacity is available. We then run inference only there and do not route it elsewhere. On a bring-your-own-models Order Form, inference runs on the models the customer deployed in its own Azure subscription, where the customer chose; we use none of ours for that account. The commitment is in clause 13.7 of the Data Processing Agreement.
Region choice is permanent. We do not move an account between Regions. An organisation that needs to change Region exports its data and creates an account in the other Region.
Azure regions inside a Region. "Region" on this page is the residency boundary. Inside it we may use more than one Azure region (for example, Australia East and Australia Southeast) for redundancy and recovery. Enterprise customers can restrict this further on their Order Form.
Who processes the data
All processing runs as Microsoft Azure services; storage and OCR are inside the Region and AI inference is placed as described above. Document content sent to the AI models is processed by Microsoft under our Azure agreement; it is not sent to OpenAI or Anthropic directly, and Microsoft does not use it to train models. The full list of third parties that touch customer data, with purpose and location, is on the Sub-processors page.
We never use customer content to train or improve models that serve other customers. The learning features in the product (memory, examples, rules) use your data only to improve results inside your own account.
Encryption
- In transit: TLS 1.2 or later for every connection, including between our own components.
- At rest: AES-256 through Azure Storage service-side encryption for documents, results, configuration, backups and the audit log. Secrets are held in Azure Key Vault.
Retention and deletion
You control retention; we enforce it.
| Data | Retention |
|---|---|
| Processed documents and their results (transactions) | Deleted when the retention period set on each project expires. The default is 60 days; project administrators can change it or turn it off. Individual documents and transactions can be deleted at any time |
| Project configuration (classes, fields, rules, workflows, memory) | Kept while the project exists; deleted with the project |
| AI assistant conversations | Subject to the retention period configured in the account; deleted with the account |
| Audit log of the account | 400 days by default; deleted with the account |
| Whole account (tenant) | Deleted promptly when an account administrator asks support@docaifabric.com. While the account's license (trial or paid) is in effect, it is never deleted for lack of use. Once the license has ended and has not been renewed, the account is deleted 120 days after the license ended. Its administrators are warned by email at least 30 days before, and again 7 days and 1 day before; each warning names the deletion date, and renewing the license cancels it. Using the account after the license ended does not |
| Backups and deleted-object recovery | Deleted data remains recoverable for the 90-day Recovery Window, for disaster recovery only, then it is gone. Requests for early permanent deletion are honoured under the Data Processing Agreement |
The same applies when a paid subscription ends, as the Master Services Agreement provides: for 120 days the account stays open to renew or to export, after which it is deleted.
Export
Every account can export its documents, extracted data and configuration at any time through the product's export features and API, in documented formats. There is no lock-in step to request.
Access by our staff
Our engineers access customer content only to operate, support or secure the service, or when you ask us to. Access is by named account with multi-factor authentication, limited to a small operations group, and logged. We do not browse customer documents.
Questions
privacy@docaifabric.com for data protection, security@docaifabric.com for security.