1. Service Description

Scan, PDF and OCR for SharePoint is a document capture and processing solution for Microsoft 365 and SharePoint Online. The Product consists of the eDoc Extension for SharePoint, a SharePoint Framework package installed in the customer's SharePoint tenant, and Websio eDocStation, a Windows desktop companion installed on user workstations.

The Product helps users scan paper documents, import PDFs and images, compose documents, run OCR, recognize barcodes or document fields, create searchable PDFs, and save resulting documents to SharePoint document libraries selected by the user or administrator.

2. Information Processed by the Product

Depending on how the customer configures and uses the Product, Scan, PDF and OCR for SharePoint may process:

• documents, scanned pages, image files, PDF files, OCR text, barcode values, and document metadata selected by the user;
• SharePoint site, library, folder, file, list, and item identifiers needed to upload or open documents;
• Microsoft 365 user account identifiers, display names, email addresses, tenant identifiers, and authentication tokens needed for sign-in and delegated SharePoint access;
• configuration settings such as Microsoft Entra tenant ID, application client ID, SharePoint URLs, OCR settings, scanner settings, and upload options;
• technical logs, error messages, screenshots, sample documents, or configuration details that a customer voluntarily provides to Websio for support.

3. Where Processing Takes Place

The eDoc Extension for SharePoint runs in the customer's Microsoft 365 tenant and browser session. It adds commands to supported SharePoint document libraries and passes the selected SharePoint context to the local desktop companion when the user chooses a command.

Websio eDocStation processes scans, PDFs, images, OCR, barcode recognition, and document composition on the user's Windows workstation. Resulting files are uploaded to the customer's selected SharePoint library using the signed-in user's Microsoft 365 permissions.

Websio does not operate a hosted document-processing service for this Product unless a separate written agreement states otherwise.

4. Microsoft 365 Authentication

Production deployments use Microsoft Entra ID modern authentication with a customer-owned app registration. Authentication is performed through Microsoft identity services using delegated permissions approved by the customer administrator.

Websio does not collect or store Microsoft 365 passwords. Authentication tokens are used by the Product as needed to complete the user's selected SharePoint operations and are subject to Microsoft identity platform behavior and customer tenant policy.

5. How Websio Uses Information

Websio uses personal information and support data only for purposes related to providing, licensing, supporting, maintaining, and improving Scan, PDF and OCR for SharePoint. These purposes may include:

• responding to support requests;
• investigating installation, authentication, scanner, OCR, upload, or SharePoint integration issues;
• managing licenses, subscriptions, trials, quotes, renewals, and customer communications;
• improving Product quality, documentation, and compatibility.

6. Customer Documents and SharePoint Content

Customer documents remain under the customer's control. Websio does not claim ownership of documents, metadata, OCR output, barcode values, or other customer content processed with the Product.

Websio does not automatically receive copies of customer SharePoint documents through the SharePoint extension or desktop companion. Customers may voluntarily provide sample files, logs, or screenshots to Websio when requesting support.

7. Sharing and Disclosure

Websio does not sell or rent personal information. Websio does not disclose customer personal information or customer documents to third parties except:

• when necessary to provide support or services requested by the customer;
• to service providers acting on Websio's behalf under appropriate confidentiality obligations;
• when required by law, legal process, or a lawful request from a competent authority;
• with the customer's consent or instruction.

8. Retention

Websio retains customer contact, licensing, order, and support information for as long as needed to provide the Product, comply with legal obligations, resolve disputes, and maintain business records.

Support files, logs, screenshots, and sample documents voluntarily provided by customers are retained only as long as needed for support, troubleshooting, legal, or business record purposes. Customers may request deletion of support data as described below.

9. Security

Websio uses reasonable administrative, technical, and organizational measures designed to protect personal information and support data against unauthorized access, disclosure, alteration, or destruction.

Customers are responsible for securing their Microsoft 365 tenant, SharePoint sites, Microsoft Entra app registrations, administrator consent, user permissions, Windows workstations, scanner devices, and local networks.

10. Customer Choices and Requests

Customers may contact Websio to request access to, correction of, or deletion of personal information or support data that they have provided to Websio, subject to applicable law and legitimate business record requirements.

Requests may be sent to support@websio.com. Customers should identify the organization, contact email address, and relevant support case or licensing record when making a request.

11. Children

Scan, PDF and OCR for SharePoint is intended for business and organizational use. It is not directed to children and is not intended for consumer use by children.

12. Changes to This Policy

Websio may update this Privacy Policy from time to time. The updated version will be posted on this page with a revised effective date when appropriate.

13. Contact

Privacy questions about Scan, PDF and OCR for SharePoint may be sent to Websio Information Solutions Ltd at support@websio.com.