Privacy Policy

Thanks for visiting one of DocuData’s websites. This privacy policy explains the what, how, and why of the information we collect when you visit one of our websites. It also explains the specific ways we use and disclose that information. We take your privacy extremely seriously, and we never sell lists or email addresses.

THE BASICS

1. Definitions

These definitions should help you understand this policy. When we say “we,” “us,” “our,” and “DocuData,” we are referring to DocuData Software Corporation d/b/a DocuData, a Canadian corporation. We provide records management software solutions to manage physical and electronic documents. When we say “User,” we are referring to the person or entity that has purchased EDC Record Center Software or ActiveFile Software and is licensed to use our Software. When we say “you,” we are referring either to a User or to some other person who visits either of our Websites.  “Personal Information” means information that can be used to identify you, including, but not limited to, first and last name, email address, IP address, company name, phone number, occupation or other demographic information.

Our websites are http://www.docudatasoft.com & http://www.activefilesoft.com. This Privacy Policy applies to these specific websites. The “Websites” include the Websites themselves, and any web pages, interactive features, applications, widgets, blogs, social networks, social network “tabs,” or other online, mobile, or wireless offerings that post a link to this Privacy Policy, whether accessed via computer, mobile device, or other technology, manner or means. We may collect Personal Information about a Website visitor and User.

2. Changes

We may change this Privacy Policy at any time and from time to time. The most recent version of the Privacy Policy is reflected by the version date located at the bottom of this Privacy Policy. All updates and amendments are effective immediately upon notice, which we may give by any means, including, but not limited to, by posting a revised version of this Privacy Policy or other notice on the Website. We encourage you to review this Privacy Policy often to stay informed of changes that may affect you, as your continued use of the Website signifies your continuing consent to be bound by this Privacy Policy. Our electronically or otherwise properly stored copies of this Privacy Policy are each deemed to be the true, complete, valid, authentic, and enforceable copy of the version of this Privacy Policy which were in effect on each respective date you visited the Website.

3. Scope

This Privacy Policy is effective with respect to any data that we have collected, or collect, about and/or from you.

4. Questions & Concerns

If you have any questions or comments, or you have a concern about the way in which we have handled any privacy matter, please use our contact form to send us a message. You may also contact us by postal mail or email at:

DocuData Software
Attn.: Support
support@docudatasoft.com
1 Van Horne Ave., Montreal, QC, Canada H2T 2J1

YOUR INFORMATION

5. Information We Collect

(a) Information you voluntarily provide to us: When you sign up for our newsletter, request a demo, send us an email, use our contact form or communicate with us in any way, you are voluntarily giving us information that we collect. That information may include your physical address, email address, IP address, phone number, as well as your location. By giving us this information, you consent to this information being collected, used, disclosed, transferred to Canada and stored by us, as described in our Privacy Policy.

(b) Information we collect automatically: When you browse one of our Websites, we may collect information about your visit to our Websites and your web browsing. That information may include your IP address, your operating system, your browser ID, your browsing activity, and other information about how you interacted with our Websites or other websites. We may collect this information as a part of log files as well as through the use of cookies or other tracking technologies. Our use of cookies is discussed more below, and in more detail in our Cookie Statement.

(c) Cookies and tracking: We use cookies or similar technologies to analyze trends, administer the website, track users’ movements around the website, and to gather demographic information about our user base as a whole. Users can control the use of cookies at the individual browser level. For more information about our use of cookies and other tracking technologies, please refer to our Cookie Statement.

(d) Information from other sources: We may receive more information about you, such as name, email address, demographic information, IP addresses, location, and use of social media websites, by searching the Internet or querying third parties (we refer to that information as “Supplemental Information”). We use Supplemental Information to learn about you which allows us to create more relevant content on our websites.

6. Use and Disclosure of Personal Information

We may use and disclose Personal Information only for the following purposes:

(a) To promote use of our services to you. For example, if you leave your Personal Information when you visit our Website, we may send you an email inviting you to schedule a demo. You can stop receiving our promotional emails by following the unsubscribe instructions included in every email we send.

(b) To send you informational and promotional content that you may choose (or “opt in”) to receive. You can stop receiving our promotional emails by following the unsubscribe instructions included in every email.

(c) To communicate with our Users about their account and provide customer support.

(d) To meet legal requirements, including complying with court orders, valid discovery requests, valid subpoenas, and other appropriate legal mechanisms.

(e) To provide information to representatives and advisors, including attorneys and accountants, to help us comply with legal, accounting, or security requirements.

(f) To prosecute and defend a court, arbitration, or similar legal proceeding.

(g) To respond to lawful requests by public authorities, including to meet national security or law enforcement requirements.

(h) To provide, support, and improve the Services we offer. This includes our use of the data that our Users provide us. This also includes, for example, aggregating information from your visit to our Websites.

(i) To transfer your information in the case of a sale, merger, consolidation, liquidation, reorganization, or acquisition. In that event, any acquirer will be subject to our obligations under this Privacy Policy, including your rights to access and choice. We will notify you of the change either by sending you an email or posting a notice on our Website.

7. Public Information and Third Party Websites

(a) Blog. We have public blogs on our Websites. Any information you include in a comment on our blog may be read, collected, and used by anyone. If your Personal Information appears on our blogs and you want it removed, contact us here. If we are unable to remove your information, we will tell you why.

(b) Links to third-party websites. Our Websites include links to other websites, whose privacy practices may be different from DocuData. If you submit Personal Information to any of those sites, your information is governed by their privacy policies. We encourage you to carefully read the privacy policy of any Website you visit.

8. Third Parties

We may disclose Personal Information to the following types of third parties for the purposes described in this policy:

(a) Service providers. Sometimes, we need to use third party Service Providers in order to provide and support our Services.  We will tell you we are working with a Service Provider whenever reasonably possible, and you may request at any time the names of our Service Providers. Just like with the other third parties we work with, these third party Service Providers enter into a contract that requires them to use your Personal Information in a manner that is consistent with this policy.

SECURITY

9. Notice of Breach of Security

If a security breach causes an unauthorized intrusion into our system that materially affects you, then DocuData will notify you as soon as possible and later report the action we took in response.

10. Safeguarding Your Information

We take reasonable and appropriate measures to protect Personal Information from loss, misuse and unauthorized access, disclosure, alteration and destruction, taking into account the risks involved in the processing and the nature of the Personal Information.

COMPLIANCE

11. We Operate in Canada

Our webservers are located in the United States and our offices are located in Canada, so your information may be transferred to, stored, or processed in Canada or the United States. While the data protection, privacy, and other laws of Canada might not be as comprehensive as those in your country, we take many steps to protect your privacy.  By using our Websites, you understand and consent to the collection, storage, processing, and transfer of your information to our facilities in Canada and those third parties with whom we share it as described in this policy.

12. Accuracy of Data, Transparency, and Choice

We do our best to keep your data accurate and up to date, to the extent that you provide us with the information we need to do so. If your data changes (for example, if you have a new email address), then you are responsible for notifying us of those changes. Upon request, we will provide you with information about whether we hold, or process on behalf of a third party, any of your Personal Information.

We will retain your information for as long as needed. We may also retain and use your information in order to comply with our legal obligations, resolve disputes, prevent abuse, and enforce our Agreements. As explained in Sections 6 and 8 of this policy, DocuData shares your Personal Information with Service Providers in order to provide and support our Services.

13. Access

We will give an individual access to any Personal Information we hold about them within 30 days of any request for that information. Individuals may request to access, correct, amend or delete information we hold about them by contacting us here. Unless it is prohibited by law, we will remove any Personal Information about an individual from our servers at your or their request. There is no charge for an individual to access or update their Personal Information.

14. Do Not Track Disclosure

“Do Not Track” is a standard that is currently under development. Because it is not yet finalized, DocuData adheres to the standards in this policy and does not monitor or follow any Do Not Track browser requests.

Thanks for taking the time to learn about DocuData Software Corporations Privacy Policy, and thanks for trusting us to manage your documents.

Updated October 30, 2016