Privacy Notice

Last updated: 11 October 2026

DocuWare Tools is a dashboard and AI chat for the DocuWare systems of organizations that subscribe to it through RICOH Smart Integration (RSI). It is provided by the Ricoh company that provides your organization's RSI subscription ("Ricoh", "we"). This notice explains what personal data the service processes, why, where and for how long.

Your organization decides. Your organization chooses which DocuWare systems are connected, which file cabinets and workflows are shown and to whom, and who may use the service. We process the data on your organization's behalf and following its instructions. Requests about your personal data (access, correction, deletion, objection) should go to your organization; we help your organization answer them. Your RSI account itself is covered by the RICOH Smart Integration privacy policy.

1. What data we process

Data	Examples	Comes from
Your account	Name, email address, RSI user ID, organization, role (administrator or member), whether you are enabled	RSI, when you sign in or when an administrator of your organization opens Users
People of your organization	Name, email address and RSI role of everyone of your organization in RSI, so administrators can share with them before they first sign in	RSI
Sign-in and use	Sign-in session (with encrypted RSI tokens), number of requests per day and how you signed in	The service
DocuWare connections	DocuWare address, user name and password (stored encrypted)	Administrators of your organization
DocuWare content shown on the pages	File cabinet names and counts, index field values chosen for Usage and Reports (for example contract numbers, partners, the users who stored documents, email addresses)	Your organization's DocuWare system, read when a page is opened
Workflow Analytics	For each workflow step: who handled it, when, how long it waited and took, and the decision taken	Your organization's DocuWare system
AI chat	Your questions, the answers, and the DocuWare data the assistant read to answer them	You and your organization's DocuWare system
Branding	The logo and color your organization chose	Administrators of your organization

Contents of DocuWare documents (files) are not read. DocuWare data shown on the pages is read when needed and kept only in memory for up to five minutes, except what the AI chat keeps in its conversation history.

2. Why we process it

To provide the service your organization subscribed to: sign-in, the pages, sharing within your organization and the AI chat.
To keep the service secure and working: checking that your organization's RSI subscription is active (every 15 minutes), preventing misuse, and finding and fixing faults.
To support your organization when it asks for help.

We do not sell personal data, use it for advertising, or use it to train AI models.

3. Workflow Analytics shows the work of individual people

The workflow pages and the AI chat can show how long individual people take on workflow tasks and which tasks wait the longest. Your organization is responsible for telling its employees about this before using it, and for using it fairly. These results come from DocuWare's records and, in the chat, from an AI model; they can be incomplete or wrong and must not be the only basis for decisions about a person's employment.

4. The AI chat

The chat uses Microsoft Azure OpenAI. Your question and the DocuWare data needed to answer it are sent to an Azure OpenAI model running in Japan. Microsoft does not use them to train models and does not make them available to OpenAI or other customers. To detect abuse, Microsoft may keep prompts and answers that its systems flag and have them reviewed by authorized Microsoft staff, as described in Microsoft's data, privacy and security notice for Azure OpenAI. Answers from the AI can be wrong; check them before relying on them.

5. Where the data is

Where	What happens there	Provider
Singapore	All stored data (database and its backups)	Microsoft Azure
Hong Kong	The service's application runs here: it processes requests, including DocuWare data and DocuWare passwords in memory, but does not store data	Microsoft Azure
Japan	AI chat processing	Microsoft Azure OpenAI
Where your RSI account is held	Sign-in, subscription check and the list of your organization's people	Ricoh (RICOH Smart Integration)
Your organization's DocuWare system	Where the DocuWare data comes from	As chosen by your organization

These transfers are made under contracts that require the providers to protect the data, and are needed to provide the service.

6. How long we keep it

Data	Kept for
Sign-in sessions	Up to 7 days; ended at once when you sign out or your organization's subscription ends
AI chat conversations	90 days after the last message, unless you delete them earlier
Daily request counts	About 13 months
Accounts, connections, sharing settings, reports, branding	While your organization uses the service, until removed by its administrators or by us at the end of the subscription. Deleting an account also deletes its sessions, conversations and request counts
People who left RICOH Smart Integration	Deleted 30 days after the service learns that they left, or earlier by an administrator
Database backups	7 days

7. How we protect it

Data is encrypted in transit (TLS 1.2 or later) and at rest. DocuWare passwords and RSI tokens are additionally encrypted with AES-256-GCM.
People see only their own organization's connections, and members only the file cabinets and workflows shared with them.
Access stops within 15 minutes when your organization's RSI subscription ends or your RSI account is disabled.
If a security incident affects your organization's data, we inform your organization without undue delay so it can meet its own obligations.

8. Contact

For questions about your data, contact the administrator of your organization. Your organization can contact Ricoh through the contact given in its RICOH Smart Integration subscription.

We may update this notice; the date at the top shows the latest version.