Security

How we protect your data and maintain the highest standards of security for our platform.

Last Updated: March 15, 2025

Our Commitment to Security

At DocMatrix AI, security is not just a feature—it's a foundational principle. We understand that the documents you process through our platform contain sensitive information that requires the highest level of protection. Our comprehensive security program is designed to safeguard your data at every stage, from upload to processing to storage.

We employ a defense-in-depth approach, implementing multiple layers of security controls to protect your information. Our security practices are continuously reviewed and updated to address emerging threats and comply with evolving industry standards.

Protection

Our Security Measures

We implement comprehensive security controls across our infrastructure, applications, and operations.

Data Encryption

We employ industry-standard encryption protocols to protect your data:

  • All data in transit is protected using TLS 1.3 with strong cipher suites
  • Data at rest is encrypted using AES-256 encryption
  • Encryption keys are managed using a secure key management system with regular rotation
  • End-to-end encryption for highly sensitive document processing

Access Controls

We implement strict access controls to ensure only authorized personnel can access your data:

  • Role-based access control (RBAC) with principle of least privilege
  • Multi-factor authentication (MFA) required for all administrative access
  • Regular access reviews and prompt deprovisioning of access
  • Detailed audit logging of all access and administrative actions

Compliance & Certifications

We adhere to industry standards and maintain certifications to ensure our security practices meet or exceed requirements:

  • SOC 2 Type II certified for Security, Availability, and Confidentiality
  • ISO 27001 certified for Information Security Management
  • GDPR and CCPA compliant for data privacy
  • Regular third-party penetration testing and security assessments

Infrastructure Security

Our infrastructure is designed with security as a primary consideration:

  • Cloud infrastructure hosted in SOC 2 compliant data centers
  • Network segmentation with strict firewall rules
  • Regular vulnerability scanning and patch management
  • Distributed denial-of-service (DDoS) protection
  • Redundant systems and regular backups to ensure availability

Incident Response

Despite our robust preventative measures, we maintain a comprehensive incident response plan to address potential security events quickly and effectively:

  • 24/7 Monitoring: Our security operations team monitors our systems around the clock for suspicious activities and potential security incidents.
  • Defined Response Procedures: We have established procedures for identifying, containing, eradicating, and recovering from security incidents.
  • Customer Notification: In the event of a security incident affecting your data, we will notify you promptly in accordance with our contractual obligations and applicable laws.
  • Post-Incident Analysis: After any security incident, we conduct a thorough analysis to understand the root cause and implement measures to prevent similar incidents in the future.

Security Best Practices for Users

While we implement robust security measures on our end, security is a shared responsibility. We recommend the following best practices to enhance the security of your account and data:

  • Strong Authentication: Use strong, unique passwords for your DocMatrix AI account and enable multi-factor authentication when available.
  • Access Management: Regularly review and update user access within your organization, promptly removing access for departing employees.
  • Secure Endpoints: Ensure that devices used to access DocMatrix AI have up-to-date antivirus software, security patches, and disk encryption.
  • Data Classification: Implement a data classification policy to identify sensitive information and apply appropriate controls.
  • Security Awareness: Train your team on security best practices, including how to identify phishing attempts and social engineering attacks.
  • Regular Audits: Periodically review activity logs and user permissions to detect any unauthorized access or suspicious activities.

Contact for Security Concerns

If you have any security concerns, discover a vulnerability, or need to report a security incident, please contact our security team immediately:

For responsible disclosure of security vulnerabilities, please encrypt sensitive information using our PGP key.