Privacy Policy

1. Introduction

DocuAxis, Inc. ("DocuAxis," "we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our website, platform, and services (collectively, the "Services").

Please read this Privacy Policy carefully. By accessing or using our Services, you acknowledge that you have read, understood, and agree to be bound by this Privacy Policy. If you do not agree with our policies and practices, please do not use our Services.

2. Information We Collect

We collect several types of information from and about users of our Services:

2.1 Personal Information

Personal information is data that can be used to identify you individually. We may collect the following personal information:

• Account Information: Name, email address, phone number, job title, company name, and password when you register for an account.
• Billing Information: Payment card details, billing address, and other payment information when you subscribe to our paid Services.
• Profile Information: Information you provide in your user profile, such as profile picture, biography, and preferences.
• Communication Information: Information you provide when you contact us for support, respond to surveys, or communicate with us in any way.

2.2 Document Data

When you use our Services to process documents, we collect:

• Document Content: Text, images, and other content contained in the documents you upload.
• Document Metadata: File names, file types, creation dates, modification dates, and other technical information about your documents.
• Extracted Data: Information extracted from your documents through our processing algorithms.

2.3 Usage Data

We automatically collect certain information about how you interact with our Services:

• Device Information: IP address, browser type and version, operating system, device type, and other technical identifiers.
• Log Data: Access times, pages viewed, features used, clicks, scrolls, mouse movements, and other interactions with our Services.
• Performance Data: System activity, crashes, hardware settings, and other data related to how our Services perform.
• Location Information: General location information inferred from your IP address.

2.4 Cookies and Similar Technologies

We use cookies, web beacons, pixels, and similar tracking technologies to collect information about your browsing activities. For more information, please see Section 7 of this Privacy Policy.

3. How We Collect Information

We collect information through:

3.1 Direct Collection

• Information you provide when you register for an account
• Information you provide when you configure your profile
• Documents you upload for processing
• Information you provide when you communicate with us

3.2 Automated Collection

• Tracking technologies such as cookies, web beacons, and pixels
• Server logs and monitoring tools
• Analytics providers and advertising partners

3.3 Third-Party Sources

• Business partners and service providers
• Identity verification services
• Public databases and records
• Social media platforms (if you choose to connect your account)

4. How We Use Your Information

We use the information we collect for various purposes, including:

4.1 Providing and Improving the Services

• Delivering the features and functionality you request
• Processing your documents and extracting data
• Authenticating your identity and maintaining your account
• Personalizing your experience and tailoring content
• Developing new features and improving existing ones
• Analyzing usage patterns to optimize performance

4.2 Communications

• Responding to your inquiries and support requests
• Sending administrative messages about your account or the Services
• Providing updates about changes to our Services
• Delivering marketing communications (with your consent where required)
• Conducting surveys and collecting feedback

4.3 Business Operations

• Processing payments and managing subscriptions
• Preventing fraud, unauthorized access, and other misuse
• Enforcing our Terms of Service and other policies
• Complying with legal obligations
• Resolving disputes and addressing complaints
• Protecting our rights, property, and safety

5. How We Share Your Information

We may share your information with the following categories of recipients:

5.1 Service Providers

We share information with third-party vendors, consultants, and other service providers who perform services on our behalf, such as:

• Cloud storage providers
• Payment processors
• Analytics providers
• Customer support services
• Email delivery services
• Security and fraud prevention services

These service providers are authorized to use your information only as necessary to provide services to us and are contractually obligated to maintain appropriate security measures.

5.2 Business Partners

We may share information with business partners who offer joint or integrated services with us. For example, if you choose to integrate our Services with third-party applications, we may share information necessary to facilitate that integration.

5.3 Legal Requirements

We may disclose your information if required to do so by law or in response to valid requests by public authorities (e.g., a court or government agency). We may also disclose your information to:

• Enforce our Terms of Service and other agreements
• Protect and defend our rights and property
• Prevent or investigate possible wrongdoing in connection with the Services
• Protect the personal safety of users of the Services or the public

5.4 Business Transfers

If we are involved in a merger, acquisition, financing, or sale of all or a portion of our assets, your information may be transferred as part of that transaction. We will notify you of any change in ownership or uses of your information.

5.5 With Your Consent

We may share your information with third parties when you have given us your consent to do so.

6. Data Retention

We retain your information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. The criteria used to determine our retention periods include:

• The length of time we have an ongoing relationship with you
• Whether there is a legal obligation to which we are subject
• Whether retention is advisable in light of our legal position (e.g., for statutes of limitations, litigation, or regulatory investigations)

When we no longer need to use your information, we will take steps to securely delete or anonymize it. If this is not possible (e.g., because your information has been stored in backup archives), we will securely store your information and isolate it from any further use until deletion is possible.

7. Cookies and Similar Technologies

7.1 Types of Cookies We Use

• Essential Cookies: Necessary for the operation of our Services, such as session management and security.
• Analytical/Performance Cookies: Allow us to recognize and count the number of visitors and see how visitors move around our Services.
• Functionality Cookies: Enable us to personalize content and remember your preferences.
• Targeting Cookies: Record your visit to our Services, the pages you have visited, and the links you have followed.

7.2 Your Cookie Choices

Most web browsers allow you to control cookies through their settings preferences. However, if you limit the ability of websites to set cookies, you may worsen your overall user experience and/or lose access to certain features of our Services.

7.3 Do Not Track

Some browsers have a "Do Not Track" feature that signals to websites that you do not want to have your online activities tracked. Our Services do not currently respond to "Do Not Track" signals.

8. Data Security

We have implemented appropriate technical and organizational measures designed to secure your information from accidental loss and unauthorized access, use, alteration, and disclosure. These measures include:

• Encryption of sensitive information
• Secure socket layer (SSL) technology
• Regular security assessments and penetration testing
• Access controls and authentication requirements
• Employee training on data security practices

However, no method of transmission over the Internet or electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your information, we cannot guarantee its absolute security.

9. Your Rights and Choices

Depending on your location, you may have certain rights regarding your personal information:

9.1 Access and Portability

You may request access to the personal information we hold about you and request a copy of that information in a structured, commonly used, and machine-readable format.

9.2 Correction

You may request that we correct inaccurate or incomplete personal information about you.

9.3 Deletion

You may request that we delete your personal information in certain circumstances, such as when it is no longer necessary for the purposes for which it was collected.

9.4 Restriction of Processing

You may request that we restrict the processing of your personal information in certain circumstances, such as when you contest the accuracy of the data.

9.5 Objection to Processing

You may object to the processing of your personal information in certain circumstances, such as when we process your data for direct marketing purposes.

9.6 Withdrawal of Consent

Where we rely on your consent to process your personal information, you have the right to withdraw that consent at any time.

9.7 Exercising Your Rights

To exercise any of these rights, please contact us using the information provided in Section 14. We may need to verify your identity before responding to your request. We will respond to all legitimate requests within the timeframes required by applicable law.

10. Children's Privacy

Our Services are not intended for children under the age of 16, and we do not knowingly collect personal information from children under 16. If we learn that we have collected personal information from a child under 16, we will take steps to delete such information as soon as possible.

11. International Data Transfers

We are based in the United States and process information on servers located in the United States and other countries. If you are located outside the United States, please be aware that information we collect will be transferred to and processed in the United States and other countries where data protection laws may differ from those in your country.

11.1 EU-US and Swiss-US Data Transfers

For transfers of personal data from the European Economic Area (EEA), United Kingdom, or Switzerland to the United States, we rely on appropriate safeguards such as Standard Contractual Clauses approved by the European Commission or other legally approved mechanisms.

11.2 Data Protection Impact Assessments

Where required by law, we conduct data protection impact assessments for high-risk processing activities to ensure appropriate safeguards are in place for international data transfers.

12. Legal Basis for Processing (EEA, UK, and Similar Jurisdictions)

If you are located in the EEA, UK, or another jurisdiction with similar data protection laws, our legal basis for collecting and using your personal information depends on the specific information concerned and the context in which we collect it. Our legal bases for processing include:

• Contractual Necessity: Processing is necessary to perform the contract we have with you (e.g., our Terms of Service) or to take steps at your request before entering into such a contract.
• Legitimate Interests: Processing is necessary for our legitimate interests or the legitimate interests of a third party, provided those interests are not overridden by your rights and freedoms.
• Legal Obligation: Processing is necessary to comply with a legal obligation to which we are subject.
• Consent: You have given us consent to process your personal information for a specific purpose.

If you have questions about the legal basis for processing specific information, please contact us using the information provided in Section 14.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or for other operational, legal, or regulatory reasons. If we make material changes, we will notify you by email (if we have your email address) or by posting a notice on our website prior to the changes becoming effective. We encourage you to periodically review this page for the latest information on our privacy practices.

The date the Privacy Policy was last revised is identified at the top of this page. Your continued use of the Services after we post changes to the Privacy Policy means that you accept and agree to the updated policy.

14. Contact Information

If you have any questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us at:

DocuAxis, Inc.
Email: privacy@docuaxis.com
Address: 123 Tech Plaza, Suite 400, San Francisco, CA 94105

14.1 Data Protection Officer

For users in the European Economic Area, we have appointed a Data Protection Officer who can be contacted at dpo@docuaxis.com.

14.2 EU Representative

For users in the European Economic Area, our EU representative pursuant to Article 27 of the GDPR is DocuAxis EU B.V., which can be contacted at eu-representative@docuaxis.com.

14.3 UK Representative

For users in the United Kingdom, our UK representative pursuant to UK GDPR is DocuAxis UK Ltd., which can be contacted at uk-representative@docuaxis.com.

15. Complaints

If you have a complaint about our privacy practices, please contact us first using the information above. If you are located in the EEA or UK and believe that we have not adequately resolved your complaint, you have the right to lodge a complaint with your local data protection authority.