Docsmate Privacy Statement

Introduction

This Privacy Statement describes how DocsMate and its operators collect, receive, use, disclose, and otherwise handle personal data relating to identifiable individuals. This Statement applies to DocsMate and the DocsMate online interface through which it is made available. In this document, we use the term “Personal Data” to mean information that identifies an individual or that can reasonably be associated with a specific person, whether directly or indirectly, including parallel concepts recognized under applicable privacy and data protection laws. Information that does not identify a person on its own may still be treated as Personal Data when it is linked, or can reasonably be linked, with other information connected to a particular individual. This Statement is intended to help you understand what information may be involved when you interact with DocsMate and the main ways in which that information may be handled. This Statement is designed to give you a practical overview of our information-handling practices, including the categories of Personal Data that may be processed, the purposes for which that processing may occur, the circumstances in which information may be shared, the safeguards applied to it, and the rights or choices that may be available to you under applicable law. DocsMate is not directed to children under the age of 16, and we do not knowingly collect Personal Data from children in that age group. If we learn that a child has submitted Personal Data through the Product, we will take steps we consider appropriate to remove that information. If you believe that a child may have provided Personal Data to us, please contact us promptly.

Individuals who live in certain U.S. states should also review the supplemental U.S. State Residents Annex included later in this document. That annex provides additional disclosures that may apply under state privacy laws and, where required, is intended to serve as a state-law notice regarding the collection and handling of Personal Data.

We process Personal Data in connection with the provision and operation of DocsMate, including the website, application interfaces, and related tools or features through which DocsMate is offered or made accessible (together, the “Product”). In this Statement, references to “you” and “your” refer to the individual who accesses or uses the Product and, where relevant, any company or organization that the individual represents in connection with that use.

Personal Data provided to us, generated through use of the Product, or otherwise processed in relation to the Product is handled in accordance with this Statement. We do not disclose Personal Data to outside parties except where this Statement describes such disclosure or where disclosure is permitted or required by law. You are not legally required to provide Personal Data to us, but certain information may be necessary for the Product to operate properly or for us to respond to inquiries, support needs, or other requests. By accessing or using the Product, you acknowledge that Personal Data may be processed as described in this Statement. If you do not accept the practices described here, you should discontinue use of the Product.

DocsMate is not designed to solicit or intentionally process Sensitive Data, and, to the best of our knowledge, it is not intended to do so in the ordinary course. In this Statement, “Sensitive Data” means categories of information that receive heightened protection under applicable law, including similar concepts such as special category data, sensitive personal information, or other legally protected forms of data. You should not upload, transmit, or otherwise make Sensitive Data available through the Product. Depending on the law that applies, Sensitive Data may include information concerning racial or ethnic origin, religious or philosophical beliefs, sexual orientation, health information, financial account-related information, and other categories treated as sensitive by law.

Who Is Responsible for Personal Data Processed Through DocsMate?

For purposes of applicable privacy and data protection laws, the entity operating DocsMate acts as the controller, or the comparable legally recognized role, for Personal Data processed in connection with the Product. This means that we determine the relevant purposes for processing that Personal Data and the manner in which the processing is carried out.

If you would like additional information about this Privacy Statement, our handling of Personal Data, or DocsMate more generally, you may contact us at [email protected].

Information We Handle and Why We Handle It

We may process Personal Data when you install, activate, access, interact with, or otherwise use the Product, and when you contact us or engage with us in relation to the Product.

The Personal Data and other information processed in connection with DocsMate will depend on how the Product is used and the nature of the interaction involved. The categories described below explain the types of information that may be processed, the reasons for that processing, and, where relevant, the legal grounds on which we rely. We may also use Personal Data when reasonably necessary to detect, review, prevent, investigate, or address fraud, abuse, infringement, identity misuse, technical incidents, security threats, unauthorized conduct, or suspected violations of the terms applicable to the Product. In addition, we may process Personal Data where needed to protect the Product, our systems, our personnel, or other users, and to establish, pursue, defend, or resolve legal claims or compliance matters. Where applicable, we rely on our legitimate interests in maintaining the security, integrity, and lawful operation of the Product for these activities.

Depending on the circumstances, the categories of Personal Data we may process in connection with the Product include the following:

Communications and Support Requests: If you contact us about DocsMate, including for technical assistance, account-related questions, or general inquiries, we may process your contact information, the substance of your communication, and any documents, screenshots, or other information you choose to share with us. We use this information to respond to your request, provide support, manage follow-up communications, and maintain records of the interaction. We may also retain support-related communications to administer our support function, improve service quality, and train personnel. Where the support activity is part of the services we provide to you, we rely on performance of our contract; in other cases, we rely on our legitimate interests in administering, documenting, and improving our support operations.
Materials Submitted Through DocsMate: DocsMate is designed so that content you provide for processing is not maintained by us on our servers for ongoing storage. After processing is completed, the resulting output is made available to you and remains on your own device. In some cases, materials you submit may contain Personal Data relating to individuals other than you. You should only provide such information where you have the necessary authority and any legally required consent or other permission to do so. To the extent Personal Data included in submitted materials is processed in order to operate the Product, we rely on our legitimate interests in providing, maintaining, and supporting a functional Product.
Device, Network, and Similar Identifiers: We may process technical data associated with the device, browser, network, or environment through which you access DocsMate, including IP address, device-related identifiers, browser identifiers, Google Advertising ID, and comparable identifiers. Where these data points are used to provide functionality, maintain the Product, support security, or detect or prevent fraud or misuse, we rely on our legitimate interests in operating a secure and effective Product. Where such identifiers are used for marketing, advertising, personalization, or other consent-based tracking activities, we rely on consent to the extent required by applicable law and as described elsewhere in this Statement.
Usage, Performance, and Diagnostic Data: We may process information about how DocsMate operates and how you interact with it, whether that information is collected directly by us or through service providers acting on our behalf. This may include records relating to feature usage, access times, session activity, navigation patterns, technical events, and logs associated with bugs, errors, troubleshooting, or remediation efforts. We use this information to monitor and assess performance, support maintenance and development activities, identify and resolve technical issues, improve functionality, and help preserve the reliability and security of the Product. Where applicable, we rely on our legitimate interests in operating, supporting, securing, and enhancing DocsMate.

We may use Personal Data and related information for several operational, business, security, and compliance purposes, including the purposes described below:

Providing and Enabling the Product: We process information as needed to make DocsMate available to you, authenticate use, support access to features, and facilitate the operation of the Product in accordance with its intended functionality.
Operating and Improving DocsMate: We may use information to administer, maintain, analyze, evaluate, and enhance DocsMate and its features. This may include supporting maintenance activities, reviewing performance and usability, resolving technical issues, understanding how the Product is used, and developing fixes, upgrades, enhancements, or additional functionality consistent with our operational and business needs.
Protecting DocsMate and Addressing Misuse: We may use information to help preserve the security, availability, integrity, and proper functioning of DocsMate, our systems, and the individuals and organizations that use them. This includes using information to identify, investigate, prevent, mitigate, and respond to fraud, abuse, unauthorized access, policy violations, unlawful activity, and other conduct that could affect the Product or our technical environment.
Communications, Marketing, and Personalization: We may use Personal Data to send product-related updates, marketing materials, promotional communications, and other outreach, and to tailor those communications, content, or related experiences based on your interactions with DocsMate or your indicated interests, where permitted by law.

Privacy Rights and Options Relating to Personal Data

Depending on the law that applies to you, you may have certain rights in relation to Personal Data that we process about you. Where applicable law grants those rights, we will consider and respond to qualifying requests in accordance with that law.

Right to Access and Confirm Processing. You may request confirmation that we process Personal Data relating to you and, where applicable, ask for access to or a copy of that Personal Data.
Right to Request Deletion. In some situations, you may ask us to remove Personal Data relating to you that we maintain, subject to any exceptions, retention obligations, or other limitations permitted under applicable law.
Right to Correct, Restrict, or Delete Certain Information. Subject to applicable law, you may request that we correct inaccurate Personal Data, complete incomplete Personal Data, limit particular processing activities, or delete Personal Data in circumstances where deletion is required or available by law.
Right to Object and Right to Data Portability. Where provided by law, you may object to certain forms of processing and may request that we provide relevant Personal Data in a portable format or transmit it to another recipient where technically feasible.
Additional Rights, Including Appeal and Complaint Rights. Depending on applicable law, you may also have the right to appeal a decision we make regarding your request and to submit a complaint to a competent supervisory authority, regulator, or other body responsible for privacy or data protection enforcement.

If you would like to exercise any of the rights described in this Statement, or if you have questions about privacy or data protection matters relating to DocsMate, you may contact us at [email protected]. If you reside in a U.S. state that provides additional privacy rights or disclosures, please also review the U.S. State Residents Annex below, which supplements this Statement and may apply to you.

Sharing Personal Data and Cross-Border Access

We share Personal Data in connection with the Product only in limited circumstances: when the sharing aligns with this Notice, is necessary to operate, support, or protect our business and the Product, or is required under applicable law.

Service Providers, Corporate Group, and Operational Partners: We may share Personal Data with affiliated entities and with third parties that perform services for us or help us support DocsMate, such as infrastructure, hosting, maintenance, administration, customer support, communications, security, marketing support, and similar operational functions. We may also share information with business partners that assist us in maintaining, promoting, or improving the Product where that involvement is relevant to the services they provide.
Compliance, Enforcement, and Protection: We may provide Personal Data to courts, regulators, law enforcement authorities, advisers, or other appropriate recipients when we reasonably determine that disclosure is necessary to comply with law or compulsory process, enforce applicable terms, investigate suspected misconduct, address fraud or security concerns, or protect the rights, property, safety, systems, or operations of DocsMate, our users, or others.
Analytics and Measurement Providers: We may make information available to providers that help us evaluate how DocsMate is used, monitor performance, understand engagement trends, troubleshoot issues, and generate aggregated reporting or measurement insights relating to the Product and associated activities.
Corporate Transactions and Business Changes: Personal Data may be disclosed to actual or prospective purchasers, investors, financing sources, merger partners, successors, or professional advisers in connection with the review, negotiation, or completion of a merger, acquisition, financing, restructuring, asset sale, consolidation, insolvency event, or other transaction affecting some or all of our business.

International Access and Transfers: Personal Data relating to DocsMate may be accessed, processed, or disclosed across national borders, including by recipients located in countries that may not provide the same level of legal protection as the country in which you are located. Where cross-border handling occurs, we take steps intended to require appropriate privacy, confidentiality, and security protections. When applicable law requires a transfer mechanism or safeguard, we rely on measures recognized under that law, which may include contractual commitments or other lawful arrangements designed to protect Personal Data in the context of international processing.

Cookies, Device Storage, and Similar Technologies

Depending on how you access DocsMate, the Product may use cookies and related technologies that operate through browsers, devices, or comparable environments. These technologies may be placed on or associated with your device when you visit, access, or use relevant Product interfaces or functionality. In general terms, cookies are small data files commonly used to support web-based services and related digital experiences.

We may use these tools to support core Product operations and improve the user experience, including by enabling functionality, maintaining session continuity, remembering settings, supporting navigation, and helping DocsMate respond more efficiently to user interactions. Additional uses, where applicable, are described elsewhere in this Statement.

Security and Protection Measures

We maintain measures intended to help protect Personal Data processed in connection with DocsMate and to support the confidentiality, integrity, and availability of the systems and services associated with the Product. In designing and applying those measures, we take into account the nature of the information involved and the risks associated with its processing. Our safeguards may include technical, administrative, organizational, and operational controls intended to reduce the likelihood of unauthorized access, misuse, loss, destruction, alteration, or disclosure. Despite these efforts, no network, transmission method, storage environment, or security control can be guaranteed to be fully secure in every circumstance. For that reason, DocsMate cannot promise absolute security.

Retention and Deletion of Personal Data

We retain Personal Data processed in connection with DocsMate for so long as reasonably necessary to support the purposes described in this Statement, after which we may continue to retain it where retention is permitted or required by law. Retention periods may be extended where needed for legal, regulatory, tax, accounting, audit, dispute-resolution, recordkeeping, security, or claim-related purposes. Subject to applicable law, you may have the right to request deletion of certain Personal Data. However, unless a specific legal obligation or contractual commitment requires otherwise, we are not required to preserve Personal Data for a fixed minimum period and may delete, deidentify, anonymize, or restrict access to it once we determine that it is no longer reasonably needed for legitimate operational, legal, or business purposes.

Changes to This Privacy Statement

We may revise this Privacy Statement from time to time to reflect developments relating to DocsMate, changes in our information-handling practices, operational updates, or legal and regulatory requirements. Any updated version will be made available through an appropriate channel, and unless we state otherwise, the revised version will take effect when posted or otherwise published. You should review this Statement periodically to remain informed about current practices.

How to Contact Us

If you would like to contact us about this Privacy Statement, our privacy practices, or DocsMate, including with questions, concerns, or requests relating to Personal Data, you may email us at [email protected].

Supplemental Privacy Disclosures for Residents of Certain U.S. States

This supplemental section forms part of, and should be read together with, the rest of this Privacy Statement. It applies where a resident of a U.S. state is entitled to additional privacy disclosures under applicable state law and provides further information about how we collect, use, disclose, and otherwise process Personal Data in connection with DocsMate.

Certain U.S. state privacy laws provide rights to individuals acting in a personal or household context. Those laws may not apply, in whole or in part, where a person interacts with us in a commercial, employment, applicant, or other capacity that falls outside the relevant statute, including where the person acts on behalf of a business or where another statutory exemption applies. For purposes of this U.S. state supplement: “Sensitive Data” refers to categories of Personal Data that receive heightened protection under applicable state privacy laws. Depending on the law at issue, this may include information revealing racial, ethnic, or national origin, religious beliefs, physical or mental health information, diagnosis or treatment information, neural data, transgender or non-binary status, sex life or sexual orientation, status as a crime victim, citizenship or immigration status, genetic data, biometric data, Personal Data collected from a known child, precise geolocation, and other categories designated as sensitive under applicable law. And, “Personal Data” generally means information that is linked or reasonably linkable to an identified or identifiable individual. It typically does not include information that is lawfully made publicly available, deidentified information, aggregated information, or other categories excluded from the scope of the relevant law.

Certain U.S. state privacy laws require businesses to provide consumers with clear disclosures about the categories of Personal Data processed, the purposes of processing, the categories of recipients to whom Personal Data is disclosed, whether Personal Data is sold or used for targeted advertising, the categories implicated in those activities, the rights available to consumers, the ways to exercise and appeal those rights, and the methods for contacting the business. The disclosures contained in this Privacy Statement, together with the additional details in this supplement, are intended to satisfy those requirements where they apply.

Categories of Personal Data We Process

The section above titled “What Information We Process and the Reasons We Process It” describes the categories of Personal Data we collect or otherwise process in connection with the Product, as well as the purposes for which that information is used, stored, or otherwise handled. We do not process the Personal Data we collect for purposes that are materially different, unrelated, or incompatible with the purposes described in this Notice, and we do not collect new categories of Personal Data without providing any required notice and obtaining consent where applicable law requires it, unless otherwise permitted or required by law.

Sale and Targeted Advertising Disclosures

Certain U.S. state privacy laws may interpret a “sale” of Personal Data to include making Personal Data available to a third party in exchange for monetary or other valuable consideration, including in the context of targeted advertising. We do not “sell” Personal Data in the conventional sense of receiving direct payment in exchange for information about you. Nevertheless, depending on the meaning of “sale” under applicable law, our use of cookies and similar tracking tools, third-party advertising technologies, and certain disclosures of Personal Data to third parties, including analytics providers, may be treated as a “sale” or as use of Personal Data for targeted advertising. The categories of Personal Data that may be involved in those activities include unique identifiers, such as device ID and IP address, internet or other electronic network activity information, such as interaction with our services, and geolocation information inferred from IP address data.

Further Rights for Residents of Certain U.S. States

In addition to the rights described above in the section titled “Your Rights and Choices Concerning Personal Data,” residents of certain U.S. states may have additional rights under applicable privacy laws, subject to the conditions, limitations, and exclusions set out in those laws. Those rights may include the following:

You may have the right to confirm whether we are processing your Personal Data and to receive access to that information in a portable and, where technically feasible, readily usable format.
You may also have the right to request correction of inaccurate Personal Data, deletion of Personal Data that you provided to us or that we collected about you, and in some cases a list identifying the specific third parties to whom we have disclosed Personal Data relating to you or any Personal Data.
Where applicable law provides this right, you may opt out of certain processing activities, including the “sale” of Personal Data, targeted advertising, and profiling carried out in furtherance of decisions that produce legal or similarly significant effects. We do not engage in profiling in furtherance of decisions that produce legal or similarly significant effects.
If we refuse to act on your request, you may have the right to appeal that determination. You may also have the right not to receive discriminatory treatment for exercising any privacy rights available to you under applicable law.

Additional information concerning California privacy rights is available from the California Office of the Attorney General at: https://oag.ca.gov/privacy/ccpa.

You may submit requests to exercise rights available under applicable U.S. state privacy laws by contacting us at: [email protected].

Where permitted by applicable law, an authorized agent may submit a request on behalf of another individual if the agent provides sufficient documentation establishing their authority to act for that person. We may also require the individual who is the subject of the request to verify their identity directly with us and confirm the agent’s authorization.

We will respond to requests within the period required by applicable law and may extend that period when permitted by law, subject to providing any required notice to you. If we decline to act on a request, we will inform you of that decision, explain the reasons for it, and, where applicable, provide information about how to appeal. We will review and respond to any appeal within the timeframe required by applicable law. If your appeal is denied, you may have the right to contact or file a complaint with the appropriate supervisory authority, regulator, or Attorney General in your jurisdiction.