Data security & document handling
Trust overview: how uploads are processed, what AI providers see, Google Drive scope, retention overview, sensitive documents, and what you should verify—without overstating certifications.
Last updated 2026-05-13
How to read this page
This page explains, in plain language, how Recensa handles documents, review workflows, and third-party processing. It is intended to support informed decisions. It does not replace a full security review, vendor questionnaire, or legal analysis.
Important: These pages describe how Recensa is intended to work and how we handle data. They are not a substitute for legal advice. Ask qualified counsel to review them before you rely on them for compliance, customer contracts, or regulatory filings.
Uploads
How Recensa handles uploaded documents
When you run a job, your main document, typically PDF or DOCX, and any permitted supporting files are ingested into a controlled processing environment on infrastructure we operate or lease. The main document is the review target. Supporting files are used as reference material and are not treated as editable target documents unless the product flow expressly says otherwise. Files are used to execute the review or fix workflow you selected and to produce the outputs listed in the app, such as reviewed documents, corrected Word files, PDFs, ledgers, and logs.
Pipeline
What happens during review
Recensa extracts or prepares text from your documents, combines it with the instructions and context you provide, and routes content through automated review stages. Those stages may include multiple independent model passes, merge logic, and—when configured—additional reconciliation passes or arbitration steps. The aim is structured output you can review and disposition—not an unlogged chat exchange.
You remain responsible for reviewing and approving final documents. Recensa does not replace your judgment, professional review, or compliance sign-off.
Providers
AI provider processing
Document content and related prompts may be transmitted to third-party AI providers, including OpenAI, Anthropic, or Google (Gemini), depending on configuration. Those vendors process data on their own systems under their own policies. Recensa does not claim that your data remains only on Recensa-owned servers during model inference, and we do not guarantee deletion from provider systems after a job ends.
Do not upload information you are not authorized to send to such providers. Classified, highly regulated, or extremely sensitive material may require a separate enterprise arrangement; this public product may not be appropriate without additional controls.
Recensa does not use your documents to train its own models. Your content is processed by third-party AI providers to perform the review, and those providers operate under their own terms; we do not control their retention, deletion, or training practices. If your material is classified or highly regulated, contact us about an enterprise arrangement before uploading.
Drive
Google Drive import and save-back
If enabled for your deployment, you can select files from Google Drive and optionally save new outputs back to Drive. Recensa requests limited permissions consistent with those flows. We import only the files you select or explicitly authorize through the provider interface, and we create new files when you ask to save results. We do not offer full Drive management and do not silently rewrite your cloud originals in place.
Retention
Retention and deletion (overview)
Recensa is built to delete your documents, not to keep them. When a review finishes, your uploaded files and the outputs we generated are scheduled for automatic deletion. By default this happens about 7 days after the job completes; for a review you run in sensitive mode, it is about 24 hours. These windows are configurable for enterprise deployments, so an enterprise arrangement may set them differently.
When that deletion runs, it removes your uploaded files, the working files created during the review, and the generated artifacts. It also clears the instructions you typed for that job — your context notes and your do-not-change list — and the internal diagnostic logs from that run.
You can delete any individual job immediately. Each job has a "Delete this job now" control that permanently removes that job's uploaded files and generated outputs on the spot. What remains outside your direct control is the third-party AI providers' handling during review (governed by their no-training API terms) and the de-identified quality record described above, which contains no source text. The automatic sweep can also vary slightly with system load, so it is not instantaneous at completion. For deletion questions beyond a single job, email privacy@recensa.ai.
Data we keep
What we keep after a review — and what we don't
To improve review quality over time, Recensa keeps a small internal record of how each review performed — for example, how confident the review was, whether the independent checks agreed, and which findings you accepted or rejected. This record is de-identified by design: it holds the structure and scoring of a review, not the text of your document. It does not store the sentences, clauses, numbers, or any excerpts from what you uploaded, and it does not store the instructions you typed. We built it this way so the product can get better at catching errors without retaining your content.
The same principle applies when you reject a finding: we record that you rejected it and the category of issue it was, so the review can improve — not the wording of your document.
Sensitive
Sensitive documents
If your deployment offers a sensitive or shorter-retention mode for a job, use it when appropriate. No configuration eliminates all risk. You remain responsible for classification, access control, and whether automated review is appropriate for a given document.
Verification
What you should verify
- Facts, numbers, dates, citations, and quotations.
- Legal, financial, medical, or compliance implications with qualified professionals.
- Final formatting and track-changes behavior in Word or PDF tools you rely on.
- That outputs you download or save to cloud storage go only to destinations you trust.
Limits
Current limitations
- Recensa is not HIPAA-, SOC 2-, GDPR-, or CCPA-certified as a labeled offering unless we publish separate attestation for your deployment.
- We do not warrant that the service meets any particular regulatory regime without a written agreement.
- Security measures are reasonable for a software-as-a-service product. They are not a substitute for your own access controls, policies, or professional review processes.
Contact
Contact
Security reports: security@recensa.ai
Privacy: privacy@recensa.ai
Frequently asked questions
Is it safe to upload documents?
See the Data security page for how uploads are processed and which AI providers are used. Only upload what you are permitted to share.
Does Recensa use my documents to train AI models?
Recensa does not use your documents to train its own models. To run a review, your content is processed by third-party AI providers under their own terms, which we do not control. We also keep a de-identified quality record of how each review performed — its structure and scoring, not the text of your document. See the Data security and Privacy pages for details.
How long are documents stored?
By default, your uploaded files and generated outputs are scheduled for automatic deletion about 7 days after a review completes — and about 24 hours when you run a review in sensitive mode. These windows are configurable for enterprise deployments. Deletion timing can vary slightly with system load, so it is not instant at completion. See the Data security page for full details.
Can I delete my uploaded documents?
Yes. Every job has a 'Delete this job now' control that immediately and permanently removes your uploaded files and all generated outputs for that job—this can't be undone. Separately, jobs are scheduled for automatic deletion about 7 days after completion (about 24 hours in sensitive mode). Deletion from Recensa doesn't extend to the third-party AI providers that processed your document, whose handling is governed by their own no-training API terms. For deletion questions beyond an individual job, email privacy@recensa.ai.
Does it overwrite my original file?
No — Recensa creates new outputs (reports, corrected copies, exports). Your original upload stays untouched.
What should I avoid uploading?
Anything you are not authorized to share, or that your policies or regulations prohibit. You control what you submit.