Privacy policy
Plain-language privacy policy.
What information EquitableDocs collects, why we collect it, and how we protect it. Written in plain language because privacy policies should be understandable by everyone.
01 Who we are
EquitableDocs.
EquitableDocs is a non-commercial pipeline that makes academic documents accessible for students with print disabilities, faculty authors, and library staff in the Global South. The live site is at equitabledocs.org. The portal lives at app.equitabledocs.org.
02 What we collect
Only what we need to provide the service.
When you send us a document:
- Your name and email address, so we can send you the accessible version.
- The document you upload, so we can make it accessible.
- Your preferred language and output format.
When you register for the Community of Practice:
- Your name, email, and location.
- Your experience level and areas of interest.
- Languages you speak.
When a university enquires about partnership:
- Institution name, country, and contact details.
- Document types, volume estimates, and the services you are interested in.
03 Why we collect it
Only to provide the service you requested.
We do not sell your information. We do not share it. We do not use it for advertising. Ever.
04 Where your data is stored
On our servers, with named exceptions.
- Form submissions are processed through Formspree (formspree.io). Formspree's privacy policy applies to form data in transit.
- Documents submitted for processing are stored on EquitableDocs servers only.
- We do not store documents on third-party cloud services except for specific processing steps (for example, Mathpix for equation extraction in STEM documents).
05 How long we keep it
As short as the service allows.
- Documents from individual requests (students, faculty, library staff): deleted 90 days after delivery.
- Documents from institutional partners: deleted 180 days after delivery, or per the agreed retention period in the letter of understanding.
- Community of Practice registration data: kept for as long as you are an active member. You can request deletion at any time.
06 Your rights
You can ask us to do four things.
- Show you what data we hold about you.
- Correct any inaccurate data.
- Delete your data entirely.
- Send you a copy of your data in a portable format.
Email deepa@equitabledocs.org with any of these requests. We respond within seven working days.
07 Cookies
This site does not use cookies.
The public site at equitabledocs.org does not use cookies and does not track your browsing behaviour. There is no analytics, no marketing pixels, no third-party trackers.
The authenticated portal at app.equitabledocs.org uses a session cookie when you are signed in, to keep you signed in across pages. The session cookie is deleted when you sign out.
08 Changes to this policy
Updated in place, never reducing your rights.
If we change this policy, this page will be updated with the new date. We will not reduce your rights without telling you.
Last updated: 12 May 2026.
09 Contact
Questions about this policy?
Email: deepa@equitabledocs.org
Phone: +91 91100 41713
Website: equitabledocs.org