Docta privacy policy
Updated 30 October 2026
Full version: https://docta.dk/en/privacy

1. Controller and contact

The controller for the processing described in this policy is Docta I/S, Finlandgade 9, st. 2., 5000 Odense C, Denmark, phone +45 57 75 22 33 / +45 29 73 20 36. This includes data about other people in your course material (section 7).

Send questions about your data through the contact page with the topic My data and privacy, or to privacy@docta.dk.

Docta is a browser extension, a website and a server that let the AI app you connect search your course material from your learning platform (itslearning, Moodle, Canvas, Brightspace, Sakai or Stud.IP). Docta is not affiliated with any learning platform or with your educational institution.

1. Data, purposes, legal basis and retention

Legal bases refer to Article 6(1) of the General Data Protection Regulation (GDPR). Where we rely on legitimate interest (point (f)), the row states the interest.

| Data | Purpose | Legal basis | Retention
| Account and sign-in
| Email and sign-up date | Your account and sign-in by email link. Without your email we cannot create an account | Contract (point (b)) | For as long as you have an account
| Your confirmation that you are 18 or over, and the version of the terms you accepted | To document the agreement | Contract (point (b)) | For as long as you have an account
| Your language (Danish or English) | To show pages and send emails in your language | Contract (point (b)) | For as long as you have an account
| Sign-in links and sign-in sessions | To sign you in to the website | Contract (point (b)) | A sign-in link works for 15 minutes and only once. We keep only a coded fingerprint of the link, deleted once the link is used and at the latest an hour after it expires. Our email provider Brevo keeps a log of the emails we send you (recipient, subject, time and delivery) for 1 month. A session lasts until you log out, at most 30 days
| Log-in with Google, Microsoft or Apple: your email address and an id for your account with that provider | To sign you in to the website, if you choose to | Contract (point (b)) | We keep which of them you have used, the account's id and when, until you delete your account. A started log-in works for 10 minutes and is deleted once used, at the latest an hour after it expires
| Your learning platform and school (for example itslearning and "sdu") and a coded fingerprint of your user id on the platform. We do not store the user id itself, and it cannot be worked out from the fingerprint | So that one account belongs to one user on the learning platform | Contract (point (b)) | For as long as you have an account
| Your free course: the fingerprint of your user id, a fingerprint of the chosen course and the semester | So that each user on a learning platform gets only one free course, also with a new account | Legitimate interest (point (f)): preventing the Free plan from being used again and again with new accounts | 2 years after the last account for the same user is deleted
| Your library and your recordings
| Your library: the text of your course material with title, course, folder, link to the source, file type, language and a fingerprint of each file | So your AI app can search your material and show the source | Contract (point (b)) | For as long as you have an account. When your paid access stops, see section 8
| Links from your teachers: address, title and the public page as text | So you can also search what your teachers link to | Contract (point (b)) | As your library
| Web pages, selections and PDFs you save yourself with the Docta extension: the address, title, the course you chose and the text. Only the text is sent, never the original file | So your AI app can search your own sources along with your course material | Contract (point (b)) | Until you delete the source on My account, or as your library. Without the Degree plan we keep them, but your AI cannot use them, and when your paid access stops they are deleted after 90 days (section 8)
| The sound of your video and audio files, compressed and without the picture, if your plan has transcription hours | To transcribe it with timestamps | Contract (point (b)) | Encrypted, until the text is ready or the run fails, then deleted. An upload that is never finished is deleted after 24 hours, and sound that has waited 7 days without being transcribed is deleted too
| Recording jobs: the file's fingerprint, link, duration and status, and the hours you have used this month | To manage the queue and your plan's hours | Contract (point (b)) | Until the end of the month after the month the job was created
| A shared, encrypted copy of the text of a recording, kept for the course | So the next student in the same course with exactly the same file gets the text without a new run, once two students have sent the same sound | Legitimate interest (point (f)): avoiding transcribing the same recording more than once | 12 months after the copy was last used by a new student
| Search words your AI app sends, and what you type in Docta's search field on your learning platform (today only on itslearning) | To search your own library | Contract (point (b)) | Not stored. Used only in memory during the search and not written to server logs
| Sync reports: times, counts and error codes, never file names or content. Each report is stored with the learning platform and school you are connected to, and the extension's version number | To show you the status and find faults, also when a learning platform blocks us | Contract (point (b)) | The latest 100 reports
| Personal keys and connected apps: name, creation and last use. The key itself is stored only as a fingerprint | So the extension and your AI app can sign in, and you can see and remove them | Contract (point (b)) | Until you remove them. A key or access unused for 90 days is deleted
| Use of your AI app: number of calls and the time of the latest, never questions or answers | To show your usage under My account | Contract (point (b)) | For as long as you have an account
| Calendar link: which types (deadlines, teaching, events), creation and last use | So your calendar app can fetch your week overview | Contract (point (b)) | Until you create a new link or delete your account
| Moved deadlines: course, title, link, old and new deadline | To show you that a deadline has moved | Contract (point (b)) | 30 days
| Payment and withdrawal
| Customer id at Stripe, plan, subscription status and invoices. Card payments are handled by our payment provider Stripe, which is PCI DSS certified. We do not store card details. Your account shows the card's brand, last four digits and expiry date, which we fetch from Stripe | To take payment and keep accounts | Contract (point (b)) and legal obligation (point (c), Danish Bookkeeping Act) | Plan and status: for as long as you have an account. Invoices and sales: 5 years from the end of the financial year (Danish Bookkeeping Act § 12)
| Withdrawal (with Withdraw from contract here, the form or an email): your name, your email and the time we received the withdrawal. If you withdraw by letter, also your address | The receipt required by the Danish Consumer Contracts Act § 20 a, and the refund | Legal obligation (point (c)) | As a bookkeeping record for 5 years from the end of the financial year (Danish Bookkeeping Act § 12)
| Support, operations and security
| What you and we wrote in your feedback threads, with the kind, status and your browser. It shows as written by "Deleted user", without your email. Files, share links and chats you shared as a beta tester are deleted with your account | To fix the errors you told us about, and see what was reported before | Legitimate interest (point (f)) | 12 months after the last message in the thread
| Messages to us: email, topic and message | To reply to you and keep a record of our reply | Legitimate interest (point (f)): answering and following up on messages | In our database, until you delete your account. If you have no account, we delete the message no later than 2 years after the case is closed. We also delete the copy in our inbox no later than 2 years after the case is closed. A message about a refund or a dispute is kept for as long as that case requires
| Feedback you send under My account, and our replies: what we both write, files you attach, the kind (bug, idea, a chat with your AI or other), its status, when you and we read it, your browser, the version of the Docta extension and the page you sent it from, and with a chat the link and the chat's text, when our server can read it from the link. If you are a beta tester, also when our questions were shown, closed and answered, and whether we emailed you about them | To fix errors and decide what to build | Legitimate interest (point (f)): improving Docta from what you tell us | 12 months after the last message in the thread. If you delete your account, the text stays but is no longer linked to you (see section 8)
| Server logs: time, account, which function was called, and the response code. Never text, keys or IP addresses | Operations, security and troubleshooting | Legitimate interest (point (f)): keeping the service stable and secure | 30 days
| Your IP address | To limit the number of attempts, for example at sign-in | Legitimate interest (point (f)): protecting the service against misuse | Not stored. Used only briefly in memory
| Our log of actions on accounts, for example a refund. Students appear only by the account's internal number | To document what we have done | Legitimate interest (point (f)): security and documentation | 2 years
| The list of deleted accounts: the account's internal number and the time, no email | So a deleted account never comes back when we restore a backup | Legitimate interest (point (f)): making deletion final | 60 days
| Server backups | To restore the service if the server is lost | Legitimate interest (point (f)): making sure your data is not lost | 30 days

1. Where the data comes from

Almost all data comes from you: your email when you create an account, and your course material, which the extension fetches from your learning platform with your own sign-in and sends to us as text. Payment data comes from Stripe. If you log in with Google, Microsoft or Apple, we get your email address and an id for your account from them. What they record about your log-in is in their own privacy policies. You only have to provide your email. The rest depends on which features you use.

1. The browser extension

What it stores. The extension keeps your settings and your sign-in to the learning platform in the browser's extension storage. The sign-in key is sent only to the learning platform, never to us, and the extension never sees your password. Everything is removed when you remove the extension.

What it sends to us. The text of your course material, titles and links to the source, the sound of recordings (section 2), links from teachers, the text of pages and PDFs you save yourself, and a coded fingerprint of your user id. It does not send the original files.

It only reads. The extension changes nothing on your learning platform, with two exceptions: when it signs in to itslearning, it submits itslearning's consent form for you. On Moodle it creates your key for Moodle's app, which you can see and reset in Moodle under Preferences → Security keys.

Your sign-in to the learning platform. The extension fetches your material with the sign-in your browser already has on the learning platform. The platform's cookies stay in your browser and are not sent to us. On itslearning, a sync also signs the browser in, even if you had signed out yourself. To avoid this, turn on Keep itslearning logged out after a sync under This browser in My account. The extension then asks for cookie access and, after each sync, removes the itslearning cookies it set.

Chrome Web Store. The use of information received through the browser extension adheres to the Chrome Web Store User Data Policy, including the Limited Use (https://developer.chrome.com/docs/webstore/program-policies/limited-use) requirements. We use the information only for your library, do not sell it and do not use it for advertising.

1. Recipients

These companies process data for us or as independent controllers. We have a data processing agreement with each processor.

| Recipient | Role | What | Where
| Netcup GmbH | Processor | The server where accounts and libraries are stored | Germany
| Scaleway SAS | Processor | The nightly encrypted backup and the GPU server that transcribes the sound. The GPU server is deleted with its disk after each run | France
| Brevo SAS | Processor | Sending sign-in links, order confirmations, receipts and important notices, and forwarding messages from the contact form | France
| Simply.com A/S | Processor | Our email inbox, where your messages arrive | Denmark
| Stripe Payments Europe, Limited | Processor for the payment. Independent controller for its own customer record and fraud checks | Payment and subscription | Ireland, with transfer to the US (section 6)

Apps you connect yourself. When you connect an AI app such as Claude or ChatGPT, our server sends the notes the app looks up to the app's provider (for example Anthropic or OpenAI). The provider is an independent controller and processes them under your own agreement with the provider. The same applies to the calendar app you give your calendar link to. We do not use your data to train AI models.

Services we fetch from. Our server fetches public pages your teachers link to, and captions or sound from YouTube videos in your course. They see only our server's address and the link, no data about you. If you turn on Read YouTube videos' captions under This browser in My account, the extension fetches the captions on your own connection instead, with no cookies. YouTube then sees your IP address and the link.

We share your data only with the recipients above and where the law requires it. We do not sell it, and we do not share it with your learning platform or your educational institution.

1. Transfers outside the EU/EEA

Our server, backups, GPU server and email sending are in the EU. Brevo may use sub-processors in the United States (for example Cloudflare) under the EU-US Data Privacy Framework or standard contractual clauses. When you pay, payment data is sent to Stripe, LLC in the United States. Stripe, LLC is certified under the EU-US Data Privacy Framework, and the transfer is based on the European Commission's adequacy decision (Decision (EU) 2023/1795 (https://eur-lex.europa.eu/eli/dec_impl/2023/1795/oj)). Where that cannot be used, it is based on the European Commission's standard contractual clauses (Decision (EU) 2021/914 (https://eur-lex.europa.eu/eli/dec_impl/2021/914/oj)), which are part of our agreement with Stripe (stripe.com/legal/dta (https://stripe.com/legal/dta)). The AI app you connect may process data outside the EU under its provider's own terms.

1. Other people in course material

This section is for teachers, other students and anyone else named in, or heard in, course material (GDPR Article 14).

• What we process: text from material the student already has access to on their learning platform, such as names, the content of an announcement and what is said in a recording. We do not store the original files, except when a student has agreed to it in writing: then we keep them for at most 3 months to check that Docta reads files correctly (legitimate interest, Article 6(1)(f)). The sound of a recording is deleted once the text is ready.
• Where it comes from: the student's learning platform, through the extension in the student's browser.
• Purpose and legal basis: so the student can search their own course material. Legitimate interest (Article 6(1)(f)): the educational institution has already given the student the material, the library is private and encrypted, and only that student can search it.
• Recipients: the student, our processors (section 5) and the AI app the student connects. The text of a recording can also go to another student in the same course who has exactly the same file.
• Retention: for as long as the student's library exists. The shared text of a recording is deleted 12 months after it was last used.
• Your rights: you can object (Article 21) and ask for access or erasure through the contact page with the topic Report material, or at privacy@docta.dk. If you object to the text of a recording, we delete the shared copy. You can complain to the Danish Data Protection Agency (section 11).

We do not contact each person directly, because that would mean finding everyone named in all course material (Article 14(5)(b)). That is why we publish the information here.

1. Retention and deletion
2. Delete your account under My account. The account, your library and your keys are deleted at once (Article 17), and you get a confirmation by email. At the same time we delete your library's key, so the copies in our encrypted backups cannot be read.
3. Backups. We back up every night. Each backup is encrypted on our server, stored with Scaleway in the EU and deleted after 30 days. A deleted account is never restored from a backup.
4. When your paid access stops, because you cancelled or a payment was declined, we keep your whole library for 90 days and email you 7 days before. Then we delete the courses the Free plan does not include, and the sources you saved yourself. Your account and your free course stay.
5. Mirroring. If a file or course is deleted on your learning platform, it is deleted from your library at the next sync.

What stays after you delete your account

| Data | Why | Legal basis | Retention
| Sales and refunds: amount, date and, for a refund, your name and email | Bookkeeping | Legal obligation (point (c), Danish Bookkeeping Act § 12) | 5 years from the end of the financial year
| Stripe's own customer record | Stripe's own bookkeeping and fraud checks | Stripe is an independent controller | Under Stripe's own rules
| Your free course: the coded fingerprints | So the Free plan cannot be used again with a new account | Legitimate interest (point (f)) | 2 years
| The list of deleted accounts | So a restored backup does not bring the account back | Legitimate interest (point (f)) | 60 days
| Backups | In case the server is lost. Your library in them cannot be read | Legitimate interest (point (f)) | Up to 30 days
| The shared transcript of a recording you had transcribed, if another student sent the same sound. It is no longer linked to you. If no one else sent the same sound, the text is deleted with your account | So the next student with the same file gets the text | Legitimate interest (point (f)) | 12 months after it was last used
| Your emails to us in our inbox | To keep a record of our replies | Legitimate interest (point (f)) | No later than 2 years after the case is closed

1. Security

All traffic is encrypted (HTTPS). You sign in with a link that is valid for 15 minutes, so your account has no password. The text of your files and the sound of recordings are stored encrypted on our server with a key that belongs to your account alone. Titles, course names and links are stored unencrypted in our database. Read more under security and data.

1. Automated decisions

We make no decisions about you based solely on automated processing that have legal effects for you or similarly significantly affect you (Article 22).

1. Your rights

You have the right of access (Article 15), rectification (Article 16), erasure (Article 17), restriction of processing (Article 18) and data portability (Article 20). Under My account you can download all your data and delete your account yourself. Send other requests through the contact page or to privacy@docta.dk. We reply no later than one month after we receive your request (Article 12(3)).

Objection. Where we process data on the basis of legitimate interest, you can always object (Article 21). We then stop, unless we have compelling legitimate grounds. If so, within one month of your objection you get our reasons and are told that you can complain to Datatilsynet. You can also ask to see how we weighed our interests against yours.

Complaints. You can complain to the Danish Data Protection Agency (Datatilsynet), Carl Jacobsens Vej 35, 2500 Valby, Denmark, dt@datatilsynet.dk, datatilsynet.dk (https://www.datatilsynet.dk).

1. Age limit

You must be at least 18 to use Docta. If we find that an account belongs to someone under 18, we delete it.

1. Cookies and changes

What the website stores in your browser is described on the cookie page. If we change how we process your data, we update this page and email you before the change applies.