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Protecting your documents does not stop at privacy policy commitments — it requires concrete security practices and clear, honest policies about how long your data is kept. Abacus Docs applies industry-standard technical and organizational safeguards to keep your data secure for exactly as long as it is needed, and no longer.

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How long we keep your data

Abacus Docs retains your personal data and uploaded documents only for as long as necessary to deliver the service you have signed up for, comply with our legal obligations, or resolve disputes. The core principle is minimal retention: when data is no longer needed for its original purpose, we delete it. When you close your account, all personal data associated with it — including your uploaded documents and generated outputs — is permanently deleted within 30 days of the termination date.
Before closing your account, download or export any documents and outputs you want to keep. Once your account is terminated, you have up to 30 days to contact us at privacy@abacustechnologies.co if you need assistance retrieving data — after that window closes, recovery is not possible.

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Security measures

Abacus Docs implements industry-standard technical and organizational security measures to protect your data against unauthorized access, loss, alteration, or disclosure.

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Encryption

  • Data in transit: All data transmitted between your browser (or API client) and Abacus Docs is encrypted using TLS (Transport Layer Security).
  • Data at rest: Documents and personal data stored on our systems are encrypted using strong encryption standards, protecting your files even in the event of a hardware-level incident.

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Access controls

  • Access to customer data is restricted on a strict need-to-know basis. Only authorized personnel with a specific operational need can access data, and all access is logged.
  • We enforce strong authentication requirements for internal systems, including multi-factor authentication where applicable.
  • Regular access reviews ensure that permissions are revoked promptly when no longer required.

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Organizational measures

  • All staff and contractors with access to personal data are bound by confidentiality obligations and receive data protection training.
  • We maintain internal data protection policies and conduct regular reviews to ensure they remain effective as the service evolves.
  • Our sub-processors (third parties we use to help deliver the service) are required to meet equivalent security standards under contractual obligations.

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Breach notification

Despite best efforts, no system can guarantee absolute security. If a personal data breach occurs that is likely to result in a risk to your rights and freedoms, we will act swiftly:
  • We will notify the relevant supervisory authority (the Information Commissioner’s Office for UK users, or the applicable EEA data protection authority) within 72 hours of becoming aware of the breach — as required by UK GDPR and EU GDPR.
  • If the breach is likely to result in a high risk to you personally, we will also notify you directly without undue delay, with clear information about what happened, what data was affected, and what steps we and you can take.
If you ever suspect that your Abacus Docs account has been compromised, contact us immediately at privacy@abacustechnologies.co.

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Cookies

Abacus Docs uses cookies and similar tracking technologies to keep the platform working correctly and to understand how customers use it.

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Necessary cookies

Necessary cookies are always active. They are essential for the platform to function — handling things like session management, authentication, and security. You cannot opt out of necessary cookies without also disabling core platform features.

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Analytics cookies

Analytics cookies help us understand how you and other users interact with Abacus Docs — for example, which features are most used and where users encounter difficulties. This information is used solely to improve the platform. Analytics cookies are off by default and only activated with your explicit consent. You can manage your preferences at any time:
  • Cookie banner: Use the consent banner when you first visit, or reopen your preferences via the cookie settings link in the site footer.
  • Browser settings: You can block or delete cookies at any time through your browser’s privacy or storage settings. Note that blocking necessary cookies may affect platform functionality.
We do not use cookies for advertising or cross-site tracking.

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Account termination

When you close your Abacus Docs account — whether voluntarily or due to a lapsed subscription — the following steps take place:
  1. Your account is immediately deactivated and you lose access to the platform.
  2. Your uploaded documents, generated outputs, and associated personal data are queued for deletion.
  3. All of this data is permanently and irreversibly deleted within 30 days of the termination date.
Once the 30-day deletion window has passed, your data cannot be recovered under any circumstances. There are no exceptions to this — make sure you have exported everything you need before closing your account or allowing your subscription to lapse.
Anonymized, aggregated usage statistics that cannot be linked back to you individually may be retained beyond this period for ongoing service improvement purposes. If you need help exporting your data before closing your account, or if you have questions about the termination process, contact us at privacy@abacustechnologies.co and we will be happy to assist.