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Privacy Policy
Effective date: 2026-10-07.
Docsary is operated by Robota LLC ("we," "us," or "our"). Robota LLC is the controller of the personal data we use to manage customer relationships, operate and secure Docsary, handle billing and support, and operate our analytics project. When we host personal data supplied by a publisher on its behalf, the publisher also has its own responsibilities and may be the controller of that content. This policy covers Docsary customers and people visiting Docsary-hosted sites.
Contact us about privacy at hello@robota.us:
Robota LLC
5015 Voyager Dr #7
Dallas, TX 75237
United States
Publishers are responsible for the personal data they choose to publish and for their own visitors' privacy notices and any required consent. This policy does not replace a publisher's own notice.
Customer data
We receive information from you, your organization's authorized users and agents, and the service providers involved in sign-in and payment.
| Category | What we handle and why |
|---|---|
| Account and organization | Organization name and identifiers, plan, settings, domains, and creation dates, so we can provide and manage the service. We use the contact email you give us for account questions and service notices. |
| Sign-in and invitations | Clerk user identifiers, links to organizations, invitation email addresses, and invitation and membership history. We check verified email addresses with Clerk when matching an invitation to a sign-in for agent access. |
| API keys | Key hashes, names, permissions, creation dates, last-use dates, and revocation dates. We store hashes rather than the original keys and use these records to authenticate requests and manage access. |
| Legal acceptance | The terms version, sign-in identifier, and verified acceptance time associated with newly provisioned customer access, so we can document the agreement. |
| Billing | Self-service checkout is not currently available. If you enter a separate paid arrangement, we handle the billing information needed for it and disclose the payment provider involved. Docsary does not store card numbers. |
| Support and reports | Emails you send us, your contact details, and information you include in support requests. Bug reports and feature requests can include a title, description, page URL, reply email, and supplied technical metadata. We use these to investigate problems and respond. |
Please do not send passwords, API keys, card numbers, or unnecessary sensitive information in support messages or reports.
Published content is public
Every Docsary site is public. Published pages, uploaded assets, versions, and machine-readable copies are available to visitors, search engines, and AI agents. Private sites are not available. An unlinked page or a non-default version is not private.
We store and process your content to host, serve, cache, and index it. If you include personal data in content, that data is public too. Removing a page or site cannot recall copies held by readers, search engines, or other third parties. See our Terms of Service.
Server logs and security
Requests pass through Cloudflare's infrastructure. Delivering the service and applying security controls involves technical data such as IP addresses, requested URLs, request times, browser or client information, response status, and errors. Operational logs can also contain organization or billing references and error details.
We use operational and security information to diagnose failures, control abusive traffic, investigate unauthorized access, and enforce our Acceptable Use Policy. We also handle abuse complaints, rights notices, legal acceptance records, and related evidence. These activities are separate from optional visitor analytics and can take place while analytics are off.
Visitor analytics
Visitor analytics are off by default. Docsary will not run visitor analytics on a customer's site unless the publisher turns them on. The publisher can enable them by setting posthog to true in the site's settings and disable them by setting it to false.
When enabled, the site loads PostHog's browser script and sends analytics to PostHog's US endpoint for a shared project operated by Robota LLC. We use the project to understand site traffic and use of Docsary-hosted pages; events include the site hostname.
PostHog receives pageview and activity events and associated technical information, such as the page URL and hostname, referrer, event time, browser and device information, and generated visitor or session identifiers. These identifiers are pseudonymous, not necessarily anonymous. Our integration disables session replay and automatic capture of clicks and form interactions. Requests to PostHog also expose the visitor's IP address; IP retention and location enrichment depend on the project's settings. URLs or page elements can themselves contain personal data.
The Docsary integration configures PostHog's identifier persistence in page memory rather than persistent cookies or local storage. That does not make the data anonymous or delete events already sent to PostHog. See PostHog's explanations of data collection and browser persistence.
A publisher who enables analytics must disclose them to visitors and obtain any consent their jurisdiction requires before analytics run for those visitors. Enabling a site setting is not consent from individual visitors. If the publisher cannot meet those requirements, analytics must stay off or be turned off. Robota remains responsible for its own privacy obligations.
Clerk sign-in uses cookies and browser storage needed for authentication. Browser privacy settings and tracker blockers can restrict analytics; blocking necessary sign-in storage can prevent sign-in. Clearing identifiers does not delete events already sent. The publisher's analytics choice is separate from an individual visitor's rights and any legally required consent.
Service providers and recipients
We use the following providers for the functions described below. They receive the data needed for those functions; some also have their own responsibilities under privacy law.
| Provider | Function and data involved |
|---|---|
| Cloudflare | Hosting, application and asset storage, request delivery, caching, domains, and security controls. |
| Payment providers | Payment and billing information where you separately agree to a paid arrangement. Self-service Stripe checkout is not currently available. |
| Clerk | Sign-in, verified email information, and legal acceptance used for customer access and connected agents. |
| PostHog | Visitor analytics when enabled by a publisher; the events and technical information described above. Robota operates the project. |
| Resend | Outbound report notification emails when email sending is configured. These include report content, organization and report references, page URLs, supplied metadata, and a reply email if provided. |
We may also disclose information when required by law or to address abuse, protect people or systems, or respond to legal claims. Rights complaints and relevant responses may be shared with the affected publisher or complainant as described in the Acceptable Use Policy. We do not sell personal data or use it for advertising, and we do not train AI models on customer content. A publisher may include external media, links, or other services with their own privacy practices; this policy does not cover those providers' independent activities.
Retention and deletion
Published content remains until removed by the publisher or through account or site deletion. There is no automatic expiry for hosted pages and assets. Keep your own source files and export content you need before deleting it.
Deleting a site removes access to its pages, versions, search entries, redirects, domain attachments, and uploaded assets. Storage and external-resource cleanup are processed as needed and can take time to complete. There is no customer recovery window. Public caches and copies held elsewhere may remain.
Organization removal is handled by us on request at hello@robota.us. It removes the organization's sites and associated content, API keys, membership links, invitations, and reports through the deletion process. Separate identity-provider records are not erased merely by removing an organization.
Revoking an API key disables access but can leave the key record. Expiring an invitation does not delete its record. Removing a member can leave a limited identity and removal record so old invitations cannot restore access; this security record can remain after organization deletion. Contact us to request review or deletion of residual personal data.
Support correspondence, emailed reports, legal acceptance and abuse records, operational logs, provider-held records, and analytics have separate lifecycles. We retain these according to their purpose, security needs, applicable legal duties, and relevant disputes. No fixed deletion period is promised here for these categories or provider backups. We will review privacy requests under applicable law and explain any records we must retain.
Your privacy requests
Email hello@robota.us to request access to, correction of, or deletion of your personal data. Tell us which account, organization, site, or interaction your request concerns. We may ask for information needed to verify your identity and authority before sharing or deleting records.
Depending on the law that applies, you may also have rights to receive a portable copy, object to or restrict processing, withdraw consent, appeal a denied request, or complain to a privacy regulator. We will handle requests under applicable law and explain any limits that apply. Withdrawing consent does not undo processing already carried out lawfully.
If your request concerns personal data a publisher included on its public site, you can contact that publisher and also ask us for help. For visitor analytics requests, include the site URL and approximate visit date so we can investigate; we may not be able to connect an analytics event to a named person.
Privacy roles and processing agreements
Publishers choose the content they upload, who they authorize to manage it, and whether to enable visitor analytics. They must have the rights, notices, and permissions required for that processing. Robota determines how account, support, security, and its own analytics information is used.
Where applicable law requires a legal basis, our own processing is based on providing the service under a contract, legitimate interests such as security and support where permitted, legal obligations, or consent where required. Publishing personal data may require the publisher's own lawful basis. Contact us before submitting data that requires a data processing agreement so the necessary terms and arrangements can be established.
International processing
Robota LLC is based in the United States. Our providers may process data in the United States and other countries where they operate, whose privacy laws may differ from yours. Public content is delivered globally, and enabled visitor analytics are sent to PostHog's US endpoint.
Applicable law may require safeguards for international transfers. Contact hello@robota.us for information about the arrangements relevant to your data. This policy does not treat your use of Docsary as consent to an international transfer.
Security and incidents
Protect your credentials and give connected agents only the permissions they need. Public content is available to anyone, and no service is perfectly secure. If a personal-data breach requires notice, we will notify affected people and authorities within the time and in the manner required by applicable law.
Children
Docsary accounts and the publishing service are for people aged 18 or older who can enter a contract. We do not knowingly invite children to open accounts. Public documentation can be read without an account; publishers remain responsible for their content and their visitors' privacy requirements. If you believe a child has provided personal data through an account or support request, email hello@robota.us.
Changes to this policy
We will post revisions here and update the effective date. We will email customers about material changes before they take effect and provide any additional notice or request any consent required by law. Publishers who enable analytics must keep their own visitor notices and consent arrangements current.
See also: Legal overview, Terms of Service, and Acceptable Use Policy.