Privacy Policy

1. Introduction

InstaGuide (“$1” “$1” or “$1”) provides a documentation automation platform that captures user interactions and generates step-by-step guides using AI. Our Service includes:

• Chrome Extension — Browser-based interaction capture
• Desktop Application — System-wide interaction capture for any application
• Web Dashboard — Guide management, editing, sharing, and export
• API — Programmatic access for enterprise integrations

This Privacy Policy explains what data we collect, how we use it, and your choices regarding that data. By using InstaGuide, you agree to the collection and use of information as described in this policy.

2. Software & Captured Content

This section specifically addresses data captured by our Chrome Extension and Desktop Application during active recording sessions.

Chrome Extension

The Chrome Extension captures data only when you explicitly start a recording session. No data is collected during normal browsing. During an active recording session, the extension captures:

Desktop Application

The Desktop Application captures interactions across any application on your computer during active recording. It captures the same data types as the Chrome Extension (screenshots, clicks, keyboard shortcuts) scoped to the selected screen or window. Data is stored locally on your device and synced to the InstaGuide server when connected.

AI Processing of Captured Content

Screenshots captured during recording are sent to AI service providers to generate step descriptions. The AI provider used depends on your organization's configuration:

• Anthropic (Claude) — Default provider
• Microsoft (Azure OpenAI) — Optional
• Google (Gemini) — Optional
• Snowflake (Cortex) — Optional

Screenshots are sent to these providers via their API for processing and are subject to each provider's API data usage policies. We use API tiers that do not use your data for model training.

Content Ownership

You (or your organization) retain full ownership of all guides, screenshots, and content created using InstaGuide.

3. Information We Collect

Account Information

When you create an account, we collect your name, email address, and password. Passwords are securely hashed and never stored in plain text.

Organization Information

For organization accounts, we collect the organization name, team member details (name, email, role), and project structure.

Captured Content

As described in Section 2, this includes screenshots, click data, keyboard events, scroll events, voice transcripts, and annotations created during recording sessions.

Usage Data

We collect information about how you use the Service, including guide creation and access patterns, feature usage, and login timestamps.

Technical Data

We automatically collect browser type, operating system, device pixel ratio, and viewport dimensions to ensure screenshots display correctly.

4. How We Use Your Information

• Providing the Service — Creating guides, generating AI descriptions, processing voice transcription, enabling exports
• Account Management — Authentication, authorization, session management
• Team Collaboration — Guide sharing, organization member management, role-based access
• Service Improvement — Understanding usage patterns to improve features and performance
• Security — Detecting and preventing fraud, abuse, and unauthorized access
• Communications — Sending team invitations, account notifications, and service updates
• Legal Compliance — Fulfilling legal obligations and responding to lawful requests

5. How We Share Your Information

We do not sell your personal data. We share information only in these circumstances:

• AI Service Providers — Screenshots are sent to AI providers for step description generation. No personal account data is shared.
• Organization Members — Guides you share are visible to team members based on their permissions. Organization administrators may have access to usage data and guide metadata for members within their organization.
• Infrastructure Providers — We use cloud hosting for database and services under data protection agreements.
• Email Services — Team invitation emails are sent via configured providers.
• Legal Requirements — We may disclose information when required by law, court order, or governmental authority.
• Business Transfers — In the event of a merger, acquisition, or sale of assets, user data may be transferred.

6. Data Storage & Security

We implement industry-standard security measures to protect your data:

• Encryption in Transit — All data is transmitted over HTTPS/TLS
• Password Security — Passwords are securely hashed and never stored in plain text
• Session Management — Sessions are invalidated on logout; extension tokens cleared on browser close
• Input Sanitization — All user input is sanitized to prevent injection attacks
• Rate Limiting — API endpoints are rate-limited to prevent abuse
• URL Sanitization — Query parameters are stripped from URLs before storage
• Database — Data is stored with encryption at rest
• Desktop App — Local data is stored securely and synced when connected

7. Data Retention

• Active Accounts — Data is retained for as long as your account is active
• Deleted Guides — Permanently deleted upon deletion
• Account Deletion — All personal data, guides, and content are permanently removed
• Organization Deletion — Removes all member accounts, guides, projects, and settings
• Voice Audio — Processed for transcription then discarded. Only text transcript is retained.

8. Your Rights & Choices

You have the following rights regarding your data:

• Access — View your guides and account information through the dashboard
• Export — Export your guides as PDF or HTML files
• Correction — Update your name, email, and password from your profile
• Deletion — Delete individual guides or your entire account
• Capture Control — Configure exactly what the extension captures via Capture Settings
• AI Opt-Out — Guides can be created without AI descriptions
• Sharing Control — Manage who can view or edit your guides

For GDPR purposes, you also have the right to data portability, restriction of processing, and the right to object to processing. Contact us to exercise these rights.

Legal Bases for Processing (EEA/UK)

If you are in the European Economic Area or United Kingdom, we process your data under the following legal bases:

9. California Privacy Rights (CCPA/CPRA)

If you are a California resident, you have the following additional rights:

• Right to Know — Request details about personal information we collect
• Right to Delete — Request deletion of your personal information
• Right to Correct — Request correction of inaccurate information
• Right to Opt-Out of Sale — We do not sell personal information
• Non-Discrimination — We will not discriminate for exercising your privacy rights

10. International Data Transfers

InstaGuide is hosted on cloud infrastructure. Data may be processed in the United States or other regions. If you are located in the EEA, UK, or other jurisdictions with data transfer restrictions, we rely on Standard Contractual Clauses and other appropriate safeguards.

11. Children's Privacy

InstaGuide is not directed at children under the age of 13 (or 16 in the EEA). We do not knowingly collect personal information from children. If we become aware that we have collected data from a child, we will delete it promptly.

12. Cookies & Local Storage

Essential storage. Inside the InstaGuide application (app.instaguide.ai) we use the following browser storage for the product to work. These are not used for tracking and cannot be disabled while you use the app:

Analytics on the marketing site. On instaguide.ai (the marketing site you're reading this on) we use the following third-party analytics tools to understand how visitors find and use the site. These run ONLY when you opt in via the cookie banner; we honour Google Consent Mode v2 defaults of “$1” on first paint, and we don't load PostHog or Microsoft Clarity at all until you grant consent.

You can change or revoke your choice at any time using the Manage cookies link in the footer of any marketing-site page. Revoking analytics consent stops new data from being sent; previously-recorded data is retained per each vendor's policy (we are working on backfilling deletion requests on a vendor-by-vendor basis — contact us if you want yours wiped sooner).

Advertising / cross-site tracking. We do not currently run advertising pixels, retargeting, or cross-site tracking. If we add any in the future, they will appear in this list and require fresh opt-in via the banner.

AI chat assistant (“$1”). The marketing site includes an AI chat widget you can use to ask product questions before signing up. When you use it:

• Your messages, our AI responses, your IP address, and a generated session ID are stored in our database for up to 90 days. We use the logs to review answer quality, fix weak responses, and detect abuse.
• Your messages are sent to Google's Gemini API for the AI to generate its response. Google's data-handling for the Gemini API is governed by their own terms; see Google's Gemini API terms.
• The chatbot only knows what's on this marketing site — product pricing, features, comparisons. It has no access to anyone's InstaGuide account, guides, or workspace data.
• To request deletion of your chat history, email [email protected] with the session ID shown in the chat panel header.

13. Third-Party Links

Our Service may contain links to third-party websites or services that are not operated by us. We are not responsible for the privacy practices of these third parties. We encourage you to review the privacy policy of every site you visit. We have no control over, and assume no responsibility for, the content, privacy policies, or practices of any third-party sites or services.

14. Marketing Communications

We may send you marketing communications about our products, features, and promotions. You can opt out at any time by:

• Clicking the “$1” link in any marketing email
• Contacting us at [email protected]

Please note that even if you opt out of marketing communications, we may still send you transactional messages related to your account, such as team invitations, password resets, and service notifications.

15. Changes to This Policy

We may update this Privacy Policy from time to time. When we make material changes, we will notify users via email or an in-app notification.

16. Contact Us

If you have questions about this Privacy Policy or wish to exercise your privacy rights:

• Email: [email protected]
• Website: instaguide.ai

We aim to respond to all privacy inquiries within 30 days.