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Effective: January 15, 2023 (“Effective Date“)
1. Introduction This privacy policy (“Privacy Policy”) is designed to inform you about doclinc technologies Inc.’s (“doclinc”, “we,” “us,” or “our”) policies and procedures for collecting, using, and disclosing your information in connection with your use of the doclinc for Outlook service. doclinc provides a web-based service (the “Service”) designed to assist users who have doclinc accounts (“Users”) with sharing their information, content, materials, files (together, their “Documents”) and how their Documents are viewed and/or received by their customers, prospective customers, employees or partners, that are not necessarily registered Users of the Service (“Recipients”). Additionally, the Service also allows Users, to require from their Recipients, sharing of any specific Documents with them. In both cases, the Sharing procedure (“Transaction”) is conducted through an authenticated method where both parties are identified either via a 2FA or account verification process. Users can access the Service through our website located at https://doclinc.io/for-outlook (“Site”), applications, web applications on Devices, through APIs, and through third-parties. A “Device” is any computer used to access the doclinc Service, including without limitation a desktop, laptop, mobile phone, tablet, or other consumer electronic device.
2. What information do we collect? This Privacy Policy governs your access of the doclinc for Outlook Service, regardless of how you access it, and explains what data we collect when you use the Site and/or the Service, why we collect the data, how it is used, and your rights and choices. This policy applies to personal data and other information collected by us from or about: (i) visitors to, or users of, our Site and Service, (ii) prospective clients, (iii) current clients, (iv) job applicants. While providing our Service, we collect information related to Recipients on behalf of our Users. Our use of information on behalf of our Users is governed by our contract with the applicable User and the User’s own privacy policies. We are not responsible for the privacy policies or privacy practices of Users or other third parties. By using our Site or the Service you consent to the collection, transfer, processing, storage, disclosure and other uses described in this Privacy Policy. When you interact with the Site or the Service and in connection with our events, and sales and marketing activities, we collect information that alone or in combination with other information could be used to identify you (“Personal Data”), as described below:
2.1. Information You Provide as a User When you register an account as a User, you may be asked to provide Personal Data including without limitation, your name, phone number, email address, home address or business address. You may also provide us with your contacts’ email addresses and mobile number when sharing folders or files with them or if you invite them to share Documents with you. In addition, if you sign up for our paid Service, you may be asked to provide additional information, including your credit card information, as described below.
2.2. Collected information We may also collect data from you including without limitation when you attend one of our events, during phone calls with sales representatives, or when you contact customer support.
2.3. Recruitment When you apply for employment through the Site, our provider of recruiting services will collect your resume and any additional information that you elect to provide to us, including but not limited to your employment history and education. In addition, where permitted by law, we may use a third party to carry out a background check to determine your suitability for a position.
2.4. Information received from Recipients In order to access Documents that a User wants to share with Recipients or to be able to share Documents that a User wants to receive from a Recipients, a Recipient may be asked to provide his or her email address and mobile number. doclinc stores this information on behalf of our Users. In the event you as a Recipient provide a User with this information, you do so in accordance with that User’s privacy practices and policies. doclinc is not responsible for the privacy practices of its Users, and only processes this information in accordance with the applicable agreement it has with each User. If you are a Recipient of one of doclinc’s Users and would no longer like to be contacted by such User that uses doclinc’s Service, please contact the User that you interact with directly.
2.5. Documents In providing the Service, we process on behalf of Users and Recipients, Documents that Users and Recipients (and as appropriate Users’ and Recipients’ representatives, employees or other data subjects as elected by Users and Recipients) upload, download, or access with, share, or send through the Service. ANY SHARED DOCUMENTS ARE DELETED AFTER BEING TRANSFERRED TO THEIR RECIPIENTS OR USERS. IN ADDITION, NON-ACCESSED DOCUMENTS ARE AUTOMATICALLY DELETED SEVEN (7) DAYS AFTER INITIATING A TRANSACTION.
2.6. Automatically Collected Information 2.6.1 Log Data. When you use the Service, we automatically record information from your Device, its software, and your activity using the Service. This includes the Device’s Internet Protocol (IP) address, operating system, browser type, the web pages you visited before you came to the Site, the web pages you view immediately after leaving our Site, information you search for on the Site, locale preferences, identification numbers associated with your Devices, your mobile carrier, date and time stamps associated with transactions, system configuration information, metadata concerning the Documents, and other interactions with the Documents and the Service. We collect this information in order to deliver the Service, for security assessment purposes and to provide both Users and Recipients with reporting relating to the use of the Service. For example, an email confirmation is sent to Users and Recipients when shared Documents are accessed or to provide status on the Transaction. If you are a Recipient who accesses Documents you receive from a User via the Service, we automatically collect information about your interaction with such Documents and our Service. The information we collect includes:
2.6.2. Cookies and Other Tracking Technologies. We use “cookies” (small data files that we transfer to your Device) and other tracking technologies to operate and administer the Site and the Service, analyze trends, serve advertisements, and improve your access to, and use of, our Service. For more information about the cookies and similar technologies used on our Site and Service, please refer to our Cookie Policy here: https://doclinc.io/for-outlook/cookie-policy.html.
3. How We Use Information 3.1 Provide Information; Respond to Requests When you ask for information about the Service (for example, when you request a demo or ask us to send you offers or price information), or register to a webinar or an event, we will use your contact information to respond to your request. For EU data subjects, such use is necessary to respond to or implement your request.
3.2 Provide the Service to Users We use account-related data provided by Users in connection with the purchase, sign-up, use, or support of the User account (such as usernames, email address and billing information) to provide you with access to the Service and/or the Site, contact you regarding your use of the Service and/or the Site, or to notify you of important changes to the Service and/or the Site. For EU data subjects, such use is necessary for the performance of the contract between you and us. We process Personal Data relating to Recipients and your Documents on your behalf for the purpose of providing the Service and to provide our Users with reporting relating to your interaction with your Documents and our Service, in accordance with the applicable User contract. Data relating to Recipients that we receive through the Service will be made available to Users who communicate with Recipients via the Service and may be associated by Users with other information about Recipients (including Personal Data) that Users have provided us or that Recipients have provided to Users via the Service. doclinc does not use or access Recipients’ Personal Data collected by its Users through their use of the Service except with a User’s permission, in order to provide the Service, and to provide related support and assistance.
3.3 Sending Users Marketing Communications and Other Announcements We may use your email or mail address to send you information (as applicable) by email and post about new products and services, upcoming events or other promotions. If you receive an unwanted email, please follow the “unsubscribe” instructions in the promotional email we send you. Please note that if you opt out from marketing communications, we may still contact you regarding issues related to our Service and to respond to your requests. Based on applicable law, our sales representatives may also use your phone number to contact you directly by phone, in connection with such new products and services, upcoming events or other promotions. Where required by applicable law (for example, if you are an EU data subject), we will only send you marketing information by email, or contact you by phone, if you consent to us doing so at the time you provide us with your Personal Data. When you provide us with your consent to be contacted for marketing purposes, you have the right to withdraw your consent at any time by following the instructions to “opt-out” of receiving marketing communication in each marketing email we send you. In addition, if at any time you do not wish to receive future marketing communications or wish to have your name deleted from our mailing or calling lists, please contact us at privacy@doclinc.com. Please note that if you opt out from marketing communications, we may still contact you regarding issues related to our Service and to respond to your requests.
3.4 For Legitimate Business Interests We use data relating to your use of and interaction with the Site and the Service, including information that we receive through cookies and similar technologies, for certain legitimate business interests or to fulfill our contract with you, which include the following:
For EU data subjects, this use of your Personal Data is necessary for our legitimate interests in understanding how the Site and our Service are being used by you and to improve your experience on it. For cookies placed through our Site, where required by the applicable law, we rely on legitimate interest or your consent – please read our Cookie Policy for more information on how we use cookies and other tracking technologies.
4. Information Sharing and Disclosure 4.1 Your Use We will display your Personal Data on your profile page and elsewhere on the Service according to the preferences you set in your account. You may access and change these preferences at any time as described in Section “Modification or Deletion of Your Information”. Any Personal Data you choose to provide should reflect how much you want others to know about you. When Recipients receive Documents from Users, we show a User’s email to the relevant Recipient. We also give our Users the ability to provide their contact information within the document Recipient to the relevant Recipients. We show a Recipient’s email address and mobile number to the User who sent Documents through our Service, if the Recipient has provided his or her email address. We may also share or disclose your information with your consent, for example, if you use a third party application to access your account (see below). Through certain features of the Service, you may also have the ability to make some of your information public. Public information may be broadly and quickly disseminated. Please consider carefully what Personal Data you disclose in your profile page and our Service, and your desired level of anonymity.
4.2. Employees, Service Providers, Business Partners, and Others We will disclose your Personal Data to our employees as necessary to deliver the Service, and we may use certain third party companies and individuals to help us provide, support, analyze, and improve the Service (such as providers of data storage services, maintenance services, payment processing (described below), database management, providers of analytics services who help us understand how you use and interact with the Site and the Service, providers of CRM, marketing, and sales software solutions, vendors who assist with recruiting, talent and background checking). These third parties may have access to your Personal Data for the purpose of performing these tasks on our behalf and pursuant to our instructions, under obligations similar to those in this Privacy Policy. As of the Effective Date, these third parties include those listed at https://www.doclinc.io/for-outlook/sub-processors.html.
4.3 Third-Party Applications We may share your information with a third party application with your consent, for example when you choose to access our Service through such an application. We are not responsible for what those parties do with your information, so you should make sure you trust the application and that it has a privacy policy acceptable to you.
4.4 Advertising Partners Through our Services and on social media sites, third party advertising partners may set cookies, technologies and other tracking tools to collect information regarding your activities and your device (e.g., your IP address, mobile identifiers, page(s) visited, location, time of day).
4.5 Compliance with Laws and Law Enforcement Requests; Protection of doclinc’s Rights We may disclose to parties outside doclinc files stored in your doclinc account and information about you that we collect when we have a good faith belief that disclosure is reasonably necessary to (a) comply with a law, regulation, or compulsory legal request; (b) protect the safety of any person from death or serious bodily injury; (c) prevent fraud or abuse of doclinc or its users; or (d) to protect doclinc’s property rights. If we provide your Documents to a law enforcement agency as set forth above, we will remove doclinc’s encryption from the files before providing them to law enforcement. However, doclinc will not be able to decrypt any files that you encrypted prior to storing them on doclinc.
4.6 Business Transfers If we are involved in a merger, acquisition, bankruptcy, or sale of all or a portion of our assets, your information may be transferred as part of that transaction, but we will notify you (for example, via email and/or a prominent notice on our Site) of any change in control or use of your Personal Data or Documents, or if either become subject to a different Privacy Policy. We will also notify you of choices you may have regarding the information.
5. Modification or Deletion of Your Information If you are a registered User, you may review, update or correct the Personal Data provided in your registration or account profile by changing your “account settings.” If you would like to delete your account, please contact us as indicated below. If your Personal Data changes, or if you no longer desire our Service, you may update it by making the change on your account settings. In some cases we may retain copies of your information as described in Section “Retention of your Data”. For questions about your Personal Data on our Service, please contact privacy@doclinc.com.
6. Retention of your Data We will retain your Personal Data for as long as is necessary for the purposes set out in this Privacy Policy, for as long as your account is active, or as needed to provide you the Service or for the duration required by law, whichever is the longer. If you wish to delete your account or request that we no longer use your information to provide you the Service, you may ask that we delete your account by emailing privacy@doclinc.com. We may retain, use or disclose your information (including Personal Data) as necessary to comply with our legal obligations, to resolve disputes or enforce our agreements, and carry out our legitimate business interests (such as for analytics purposes, safety, and security). Consistent with and subject to these requirements, we will try to delete your information quickly upon request.
7. doclinc Community Our Service may offer publicly accessible community services such as blogs, forums, and wikis. You should be aware that any information you provide in these areas may be read, collected, and used by others who access them. Your posts may remain even after you cancel your account. For questions about your Personal Data on our Service, please contact privacy@doclinc.com.
8. Collection and Use of Information by Third Parties 8.1 General Third parties are under no obligation to comply with this Privacy Policy with respect to Personal Data that you provide directly to those third parties or that those third parties collect for themselves. We do not control the third-party sites that may be accessible through this Service. Thus, this Privacy Policy does not apply to information you provide to third-party sites or gathered by the third parties that operate them. Before visiting a third-party site, whether by means of a link on this Service or otherwise, and before providing any Personal Data to any third party, you should inform yourself of the privacy policies and practices (if any) of the third party responsible for that site, and should take those steps necessary to your discretion, to protect your privacy.
8.2 Third Party Collection of Your Credit Card Information If you choose to subscribe to a Purchased Service payment of which is via credit card, our third party credit card processor will process your credit card. If you have questions about how Stripe protects the data it receives from doclinc Users, please refer to https://stripe.com/en-ca/legal/privacy-center. doclinc does not receive or store credit card information on our servers. We receive a transaction “token” and a one-time use ID number so we can validate that the transaction has been successfully completed. Areas of this Service that collect your Personal Data use industry standard secure socket layer encryption; however, to take advantage of this your browser must support encryption protection.
8.3 Other Third Party Collection of Other Information We may use third party companies including Google, to provide us with analytics information. These companies may collect Personal Data and other information from you via our Site and Service. You can find out more information about what information Google collects and how it uses and discloses that information here: http://www.google.com/policies/privacy. You can opt out of Google’s collection and processing of data generated by your use of the Services by going to http://tools.google.com/dlpage/gaoptout. Our advertising partners may use Personal Data (and similar information collected from other websites) for purposes of delivering targeted advertisements to you when you visit third party websites within their networks. This practice is commonly referred to as “interest-based advertising” or “online behavioral advertising.” We may allow access to other data collected by the Services to share information that may be useful, relevant, valuable, or otherwise of interest to you. If you prefer not to share your Personal Data with third party advertising partners, you may follow the instructions in our Cookie Policy here: https://www.doclinc.io/for-outlook/cookie-policy. Alternatively, for some devices, you may use your device’s platform controls in your settings to exercise choice.
9. Your Privacy Rights 9.1 Scope Our Privacy Policy describes why and how doclinc collects, uses and stores your Personal Data, the lawful basis on which your Personal Data is processed, and what your rights and our obligations are in relation to such processing (please see “Your Rights” section below).
9.2 doclinc as Processor doclinc is the data controller for processing of your Personal Data, but we act as a data processor for Personal Data that we process on behalf of our Users. Please see the “Contacting Us” section below to find out how to contact us.
9.3 Your Rights Subject to applicable law, you have the following rights in relation to your Personal Data:
You may exercise your rights by contacting us as indicated under the “Contacting Us” section below.
9.4 Legitimate Interest “Legitimate interests” means our interests in conducting our business, managing and delivering the best Service to you. This Privacy Policy describes when we process your Personal Data for our legitimate interests, what these interests are and your rights. We will not use your Personal Data for activities where the impact on you overrides our interests, unless we have your consent, or those activities are otherwise required or permitted by law.
9.5 Data Transfers When transferring data from the European Union, the European Economic Area, the United Kingdom, and Switzerland, doclinc relies upon a variety of legal mechanisms, such as contracts with our users and affiliates, Standard Contractual Clauses, and the European Commission’s adequacy decisions about certain countries, as applicable.
10. Online Tracking We currently do not respond to “Do Not Track” (DNT) or similar signals. We operate as described in this Privacy Policy whether a DNT signal is received or not.
11. Security The security of your information is important to us. We follow generally accepted standards to protect the Personal Data submitted to us, both during transmission and once we receive it. No method of electronic transmission or storage is 100% secure, however. Therefore, we cannot guarantee its absolute security. If you have any questions about security on our Site, you can contact us at security@doclinc.com.
12. California Residents 12.1 Supplemental Notice for California Residents This Supplemental Notice for California Residents only applies to our processing of Personal Data that is subject to the California Consumer Privacy Act of 2018 (“CCPA”). The CCPA provides California residents with the right to know what categories of Personal Data doclinc has collected about them and whether doclinc disclosed that Personal Data for a business purpose (e.g., to a service provider) in the preceding 12 months. California residents can find this information below:
Category of Third Parties Personal Data is Disclosed to for a Business Purpose
Identifiers
Service providers
Personal information categories listed in Cal. Civ. Code § 1798.80(e)
Commercial information
Payment processing
Internet activity or other electronic network activity information
Geolocation data
Professional or employment-related information
Inferences drawn from other personal information to create a profile
The categories of sources from which we collect Personal Data and our business and commercial purposes for using Personal Data are set forth above.
12.2 “Sales” of Personal Data under the CCPA For purposes of the CCPA, doclinc does not “sell” Personal Data, nor do we have actual knowledge of any “sale” of Personal Data of minors under 16 years of age.
12.3 Additional Privacy Rights for California Residents Non-Discrimination. California residents have the right not to receive discriminatory treatment by us for the exercise of their rights conferred by the CCPA. Authorized Agent. Only you, or someone legally authorized to act on your behalf, may make a verifiable consumer request related to your Personal Data. To designate an authorized agent, please contact us as set forth below. Verification. When you make a request, we will ask you to provide sufficient information that allows us to reasonably verify you are the person about whom we collected Personal Data or an authorized representative, which may include your name, email address, phone number, password, and/or other information. If you are a California resident and would like to exercise any of your rights under the CCPA, please contact us as set forth below. We will process such requests in accordance with applicable laws.
13. Changes to our Privacy Policy This Privacy Policy may change from time to time. If we make a material change to this privacy policy, we will provide you with notice (for example, by email if you have provided your email address to us and your email address is current), and we may provide notice of changes in other circumstances as well. It is therefore important that you register with us and notify us if you change your email address. If you do not provide us with a current email address, you should regularly review this policy to ensure that you are informed of any changes.
14. Contacting Us If you have any questions about this Privacy Policy, please contact us at privacy@doclinc.com.