Privacy Policy

  1. INTRODUCTION 

This Privacy Policy explains how we collect, use, share, disclose and store information when you: 

  • Interact with or use our websites, including downloading materials from our resources page, requesting a demo, contact us or freemium licence. 
  • Register for or attend any of our events or webinars. 
  • Use any of our products, services, or applications, whether as a guest or through a registered account, including free or paid versions. 

We recommend reading this Privacy Notice thoroughly to understand our privacy practices fully. If you have any questions about this policy or our data collection, use, and disclosure practices, please contact us at [email protected]. 

  1. WHAT INFORMATION DOES DOCGUARD COLLECT? 

DOCGuard collects various types of information, including data that identifies or could identify you as an individual (“Personal Information”), as detailed below. 

From Website: 

We collect personal information you provide on our ” “Free licence”  and “Contact Us” form or when you register for DOCGuard; including  

  • names,  
  • surnames,  
  • usernames,  
  • email addresses,  
  • password, and  
  • message content. 

From the DOCGuard Application & Third party payment application: 

We collect information you provide when setting up new users, including  

  • names,  
  • surnames,  
  • usernames,  
  • email addresses,  
  • postal addresses,  
  • phone numbers,  
  • job titles, and  
  • transaction details. 

This data helps us deliver services and send updates, offers, and marketing communications. You can opt-out of marketing communications but will still receive essential updates and information. 

When You Use the Websites: 

We collect device-related information, such as  

  • IP addresses,  
  • Cookie, 
  • referring websites,  
  • pages visited, and  
  • visit times. 

When You Use DOCGuard Application: 

We track user activity related to service use,  Performance metrics data, such as 

  • login numbers, 
  • first seen, 
  • last seen,  and 
  • platform usage. 

Log information data, such as  

  • IP addresses, 
  • details collected by cookies and similar technologies. 

Other Resources: 

For marketing or research, we may receive information about you from publicly available sources and combine it with data we collect 

  1. WHY WE COLLECT YOUR INFORMATION? 

We use identifiers to deliver the requested services, such as processing customer and potential customer requests, contact requests, free licence, providing product usage, webinar access, or supplying information about our services. Identifiers and commercial information are utilized for general website administration tasks, including record keeping, troubleshooting, data analysis, testing, and surveys. Additionally, we use identifiers, commercial information, and internet activity data for monitoring trends, marketing, advertising, and ensuring website security. 

  1. HOW DO WE USE THE INFORMATION? 

DOCGuard collects information, including data that identifies or may identify you as an individual (“Personal Information”), as described below. 

  • Identifiers and Commercial Information: Collected directly from you. 
  • Internet or Other Electronic Network Activity: Collected from your usage of our websites and services. 

With Whom We Share Your Personal Information DOCGuard shares personal information as necessary for specific business purposes, including sharing identifiers, commercial information, and internet activity data with providers of payment processing, customer relationship management, consulting, email, product feedback, and helpdesk services. 

  1. HOW DO WE SHARE AND DISCLOSE INFORMATION TO THIRD PARTIES? 

With Vendors, Consultants, and Service Providers: 

  • User’s personal data will remain only with DOCGuard, its affiliates, and service providers. 
  • Personal data will not be available to third parties except when required by law. 
  • Personal data will be used solely to perform DOCGuard services. 

Service Providers: 

  • Email Services: Outlook, Mailchimp or Hubspot to send and receive emails. 
  • Payment Service Providers: Stripe or its affiliates to process payments. 

Analytics: 

  • We may use third-party services such as Google Analytics, Hotjar to collect, monitor, and analyze user information to enhance our services’ functionality. 
  1. DATA SECURITY 

Data Security: 

DOCGuard applies organizational and technical security measures to protect data against manipulation, loss, destruction, and unauthorized access by third parties. 

Data Retention: 

Personal data is stored as long as necessary to perform our services, provided no legal contradictions exist (e.g., retention periods required by trade or tax regulations). 

You may request the removal of your personal data unless legal requirements or contractual obligations prevent deletion. 

Retention Periods: 

  • Registration Data: Stored as long as the user is active. 
  • Contact Form Data: Stored indefinitely as a support ticket or deleted upon user request. 
  • Payment Information: Stored while the service is provided, deleted when no legal requirements exist. 
  • HTTP Request Data: Stored for 30 days. 
  1. COOKIES AND OTHER TRACKING TECHNOLOGIES 

Cookies: 

  • Cookies are small text files that identify repeat visitors for the duration of their visit on the website. 
  • Stored on the visitor’s computer, cookies do not cause damage and only identify cookies on the visitor’s device. 

Usage: 

  • DOCGuard uses cookies only when necessary for service provision through the website. 

Types of Cookies: 

  • Strictly Necessary Cookies 
  • Performance Cookies 
  • Functional Cookies 
  • Targeting Cookies 
  1. CHILDREN’S PRIVACY 

DOCGuard does not knowingly collect information from anyone under the age of 16. Our services are directed towards individuals who are 16 years old and above. Persons under the age of 16 are not permitted to register or use DOCGuard without parental permission. 

  1. YOUR PRIVACY RIGHTS 

Under certain circumstances, you have rights under data protection laws regarding your personal data. If you wish to exercise any of these rights, please contact us at [email protected]. We respond to all requests in accordance with applicable data protection laws. 

Your Rights Include: 

  • Access, Correction, Update, Deletion: Request access to, correction, update, or deletion of your personal information. We may not always comply with deletion requests due to specific legal reasons, which will be communicated to you. 
  • Object to Processing: Object to the processing of your personal information. You may request restriction of processing or portability of your personal data. In some cases, we may have compelling legitimate grounds to process your data. 
  • Data Portability: Request the transfer of your personal data to you or a third party in a structured, commonly used, machine-readable format. This right applies only to automated information provided with consent or used to perform a contract. 
  • Opt-out of Marketing: Opt-out of marketing communications at any time by clicking on the “unsubscribe” or “opt-out” link in marketing emails. 
  • Withdraw Consent: Withdraw your consent at any time for personal data collected and processed with your consent. This will not affect the lawfulness of processing conducted prior to withdrawal or processing based on lawful grounds other than consent. 
  • Request Restriction: Ask us to suspend processing your personal data in specific scenarios: 
  • To establish the data’s accuracy. 
  • If data use is unlawful but you do not want it erased. 
  • To hold the data for legal claims. 
  • To verify if we have overriding legitimate grounds to use it. 

If you would like to exercise your right to delete, please fill out this request form. Our privacy team will examine your request and respond as quickly as possible. 

  1. CHANGES TO THE PRIVACY NOTICE 

We may update our Privacy Policy periodically. You will be notified of any changes by posting the new Privacy Policy on this page. We will inform you via email and/or a prominent notice on our service before the changes take effect, and we will update the “Last Updated” date at the top of the policy. 

Please review this Privacy Policy periodically for any updates. Changes to this Privacy Policy are effective when posted on this page. 

  1. CONTACT INFORMATION 

If you have any questions or concerns about this Privacy Policy, please feel free to email us at support@docguard.io or reach us at the following address: Wilmington, Delaware 19806, US