Where Your Data Is Stored and Who Processes It

Note: This article describes the technical realities of Remindax's data handling based on the current product. It does not make claims about formal certifications (SOC 2, ISO 27001, GDPR, HIPAA, etc.) — for any compliance, contractual, or due-diligence questions, please contact Remindax support so an authoritative answer can be provided based on your specific context.

Files you upload to Drive are stored in a private storage bucket on Amazon Web Services (AWS), in the US-East-1 region. AI SmartDoc, which scans uploaded documents to extract fields automatically, sends document content to OpenAI as part of its extraction pipeline. Each company's data is fully separated. Deleted Drive files first move to the Drive Recycle Bin and are purged from storage only when you empty the Recycle Bin.

Where files are stored

Native Drive uploads — files you upload via Drive's + New → Upload File — live in a private AWS S3 bucket in the US-East-1 region.

There is currently no customer-selectable storage region. If data residency is a requirement for your organisation, please contact support to discuss your specific needs before relying on Remindax for that data.

What "Create File Link" means for data location

Drive's Create File Link feature saves a URL that points to a file held in an external location (Google Drive, Dropbox, OneDrive, SharePoint, or any other URL). In that case:

The file itself stays at the source. Remindax doesn't copy or store the content — only the URL.
Source permissions apply. Whoever can access the file at the source can open it from Remindax; Remindax doesn't override or extend those rules.

This is different from a "connected Google Drive account" — Remindax does not have a Google Drive account-level OAuth integration; only per-link URL references. See Create a Drive file link.

AI SmartDoc — third-party processing disclosure

AI SmartDoc sends uploaded document content to OpenAI as part of its document scanning and field extraction. Older or alternate OCR paths may also use AWS Textract within the same AWS account. A user-facing summary:

When you upload a document for AI SmartDoc to scan, the document's content is processed by third-party AI/cloud providers (including OpenAI and, in some cases, AWS Textract) to extract fields like expiry date, document type, and title.

This is the truthful state of the SmartDoc pipeline. If your data classification policy prohibits sending document contents to third-party AI services, don't use AI SmartDoc for that data — upload files directly via Drive's standard upload instead, which stores them in AWS S3 but doesn't invoke SmartDoc's extraction.

Per-company isolation

Each company in your account is a standalone workspace. Files uploaded under Company A are not visible from Company B; switching the top-right company selector switches what you see. There is no implicit sharing between companies — even if the same user is in both companies, they only see the current company's Drive contents.

What happens when you delete

Deleting a Drive file moves it to the Drive Recycle Bin. The file is removed from any reminders that had it as an attachment (the reminders themselves stay). Storage usage drops accordingly.
The physical file is purged from AWS storage only when the Drive Recycle Bin is emptied. Until then, restoring from Recycle Bin brings it back.
Deleting a reminder moves the reminder to the Explorer Recycle Bin. The attached files stay in Drive.
Account deletion requests are scheduled for purge after approximately 7 days by default; the purge soft-deletes/disables records across the database. Backup retention policies are not described in user-facing terms — for specifics, contact support.

What we can't claim here

This article deliberately doesn't make claims about:

Encryption at rest with specific algorithm details, customer-managed keys, or BYOK.
Encryption in transit specifics beyond the use of HTTPS for the web app.
Formal certifications (SOC 2, ISO 27001, GDPR, HIPAA, etc.).
Whether content uploaded to AI SmartDoc is or isn't used by OpenAI for model training — that depends on Remindax's OpenAI account configuration and data-processing terms, which we don't surface here.

For authoritative answers on any of these, contact support with your specific question. Where Remindax can confirm something formally, support will say so; where it can't, support will say that too.

What happens next

Files appear in Drive immediately after upload.
AI SmartDoc-processed files land in their target folder linked to the reminder SmartDoc creates.
Deleted files are recoverable from the Drive Recycle Bin until you empty it.

Edge cases & gotchas

AWS region is fixed (US-East-1). Customers can't choose a region.
AI SmartDoc uses OpenAI as part of the document extraction pipeline. Take this into account when classifying which documents to put through SmartDoc.
"Create File Link" doesn't store the file — it only saves the URL. The source location's outages, deletions, or permission changes will affect access.
No Google Drive OAuth account connection. Drive supports per-file link references, not a connected Google account.
Disconnecting an external source doesn't apply here in the Google Drive OAuth sense — file links are URL references, not connections. Removing a file link from Drive only removes the Remindax entry; the file at the source is untouched.