Privacy Notice for DocsPilot

Overview of This Notice

This Privacy Notice (“Notice”) explains the manner in which DocsPilot ("DocsPilot," "we," "us," or "our”) gathers, uses, and otherwise processes personal data. In this Notice, "Personal Data" refers to information that identifies, or may reasonably be linked, directly or indirectly, to a particular individual, as well as comparable concepts recognized under applicable law, including "personal information" and "personally identifiable information." Data that does not, on its own, identify a person will still be treated as Personal Data where it is combined with other Personal Data and remains connected, or reasonably capable of being connected, to a specific individual.

Please review this Notice carefully before you download, install, access, or use the Product. Individuals residing in certain U.S. states should also consult the U.S. State Residents Annex set out below. That annex contains additional disclosures and may describe privacy rights available under applicable state law.

For purposes of the CCPA, it also functions as a Notice at Collection and Privacy Notice. The purpose of this Notice is to provide a clear explanation of the categories of information we process, why we process that information, how it may be used or shared, the protective measures we apply, and the choices and rights that may be available to you in connection with that processing.

We process Personal Data in connection with your download, installation, activation, access to, and use of DocsPilot, together with the website through which DocsPilot is made available (collectively, the “Product”).

References in this Notice to "you" or "your" mean the individual using the Product and, where applicable, the company, business, or other organization on whose behalf that individual is acting.

Personal Data that you submit to us, or that we otherwise process in connection with the Product, is maintained within our systems and handled in accordance with this Notice.

We do not share Personal Data with third parties except as described in this Notice or where required by applicable law. You are under no legal obligation to provide Personal Data to us. However, if certain Personal Data is not provided, some features of the Product may not function properly, and we may not be able to address certain requests or communications. By downloading, installing, accessing, or using the Product, you acknowledge and agree that Personal Data may be collected, used, disclosed, and retained as described in this Notice.

If you do not agree with the practices described here, you should not download, install, access, or use the Product. The Product is not intended for children under 16 years of age, and we do not knowingly collect or process Personal Data from children.

If we become aware that Personal Data has been provided by a child, we will take reasonable steps to delete that information promptly. If you believe a child has shared Personal Data with us, please contact us as soon as possible.

Who Controls the Personal Data Processed Through the Product?

For the purposes of applicable privacy and data protection legislation, we are the “data controller” (or the equivalent concept under the relevant law) with respect to Personal Data processed through the Product.

In other words, we decide why that Personal Data is processed and how that processing takes place. If you would like more information about this Notice, how we process Personal Data, or the Product more broadly, you may contact us at [email protected].

What Information We Process and the Reasons We Process It

We process Personal Data when you install, download, access, or use the Product, and also when you communicate or otherwise engage with us in connection with the Product.

The Product is not intended to collect or process Sensitive Data and, to our knowledge, it does not do so. In this Notice, "Sensitive Data" means information regarded as sensitive under applicable law, including analogous concepts such as special category data, sensitive personal information, or highly sensitive information.

You should not send, upload, or otherwise provide Sensitive Data 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-related information, and certain financial information.

The kinds of Personal Data and Non-Personal Data we process vary depending on the nature of your interaction with the Product. The categories below describe the types of data that may be involved, the reasons we process that data, and, where relevant, the legal bases supporting that processing.

We may also process Personal Data where necessary to identify, investigate, prevent, or respond to fraud, misuse, infringement, identity theft, security events, unlawful or unauthorized conduct, or breaches of our Terms Governing Access to DocsPilot; to protect the Product and our systems; and to establish, exercise, or defend legal claims, or otherwise manage legal exposure.

Where relevant, we rely on our legitimate interests for these activities. Depending on your use of the Product, the categories of Personal Data we may process include the following:

Content You Upload: We do not retain user content on our servers or upload user content to our systems for storage. Once processing is completed and output is generated, that output is provided to you and remains locally stored on your device. Where you are permitted to do so, content you submit may contain Personal Data relating to people other than you, such as names or descriptions of other individuals (each, a “Non-User”). You should not upload Personal Data relating to any person other than yourself unless you have the necessary authority and any required consent. To the extent the Product processes Personal Data relating to content You submit, we rely on our legitimate interests in operating and maintaining a functional Product for users.

Support and Information: When you contact us for support or otherwise communicate with us about the Product, we may process your contact details, the contents of your message, and any other information you choose to provide. We use this information to respond to you, provide assistance, communicate about your request, and maintain records of support interactions. We may also keep these communications for future reference, support quality improvement, and training purposes. Where support is provided as part of the Product, we rely on performance of our contract with you; otherwise, we rely on our legitimate interests in maintaining records and improving our support operations.

Usage, Technical Performance, and Diagnostic Information: We may process Personal Data relating to how the Product functions and how you interact with it, whether collected directly by us or through service providers acting on our behalf. This may include information about the features you use, timestamps, session length, clickstream information, technical events, and logs or records connected to errors, bug remediation, or troubleshooting. We use this information to evaluate performance, support product development, detect and resolve issues, improve the Product, and maintain security, based on our legitimate interests in operating, supporting, and enhancing the Product.

Device, Network, and Online Identifiers: We may process technical identifiers associated with your device or your interaction with the Product, including your Internet Protocol (IP) address, device identifiers, browser-based identifiers, Google advertising ID (GAID), and similar identifiers. When these identifiers are used to operate the Product, preserve functionality, maintain security, or prevent fraud, we rely on our legitimate interests. When they are used for marketing, targeted advertising, or tracking-related purposes, we rely on your consent as further described in this Notice. We process Personal Data and related information for a variety of operational, commercial, and compliance-related objectives, including the uses set out below:

Protecting the Product and Preventing Misuse: We use information to support the security, stability, and integrity of the Product, our systems, and our users. This includes helping us identify, investigate, and prevent fraud, misuse, unauthorized activity, and other conduct that may violate our terms or applicable law, as well as enabling us to take steps to protect our services and technical environment.

Marketing, Tailoring, and Promotional Activity: We may use Personal Data to support marketing, advertising, personalization, and related communications, including to make content, messages, and advertisements more relevant to your interests and your interaction with the Product.

Making the Product Available: We process information as necessary to deliver the Product to you and to enable its features and functionality.

Operating, Assessing, and Improving the Product: We use information to run, support, maintain, review, and enhance the Product and its features. This may include monitoring performance, resolving technical issues, evaluating usability and compatibility, understanding how users experience the Product, and developing updates, improvements, or new functionality consistent with our business and operational needs.

Your Rights and Choices Concerning Personal Data

Depending on the laws that apply to your circumstances, you may be entitled to certain rights with respect to the Personal Data we process about you. Where applicable law requires us to do so, we will facilitate and honor those rights.

Access Right. You may ask us to confirm whether we process your Personal Data and, where applicable, to provide access to, or a copy of, the Personal Data we hold about you.

Correction, Erasure, and Processing Limits. You may also have the right to request that we correct inaccurate or incomplete Personal Data, erase Personal Data in circumstances recognized by applicable law, or restrict our processing of Personal Data where such a right is available.

Deletion Right. In some cases, you may request that we delete certain Personal Data relating to you that we maintain.

Portability and Objection Rights. Where provided by applicable law, you may object to particular types of processing of your Personal Data and request that we provide your Personal Data in a portable format, or transmit it to another recipient where technically feasible.

Other Available Rights. Depending on the applicable law, you may also have the right to appeal and to lodge a complaint with the appropriate supervisory or regulatory authority. To submit a request relating to these rights, or if you have a question concerning data protection matters, please contact us at [email protected]. If you live in certain U.S. states, please also review the U.S. State Residents Annex below, which contains additional disclosures and rights that may apply to you.

When do We Disclose Personal Data and How International Transfers Are Managed

We may disclose Personal Data processed in connection with the Product only in limited circumstances, including where the disclosure is consistent with this Notice, reasonably necessary for our operations, or required by applicable law.

Legal Compliance and Protective Disclosures: We may disclose Personal Data where we believe disclosure is necessary or appropriate to comply with applicable law, legal procedures, subpoenas, warrants, court orders, or other binding demands, or where needed to investigate or respond to unlawful activity, misuse of the Product, security incidents, or risks to the rights, property, or safety of any person or organization.

Vendors, Affiliates, and Business-Related Third Parties: We may disclose Personal Data to our affiliates, subsidiaries, service providers, advertising partners, and other third parties that support us in operating, maintaining, administering, marketing, supporting, or improving the Product.

Analytics and Measurement Partners: We may disclose information to analytics providers and similar partners that assist us in understanding Product usage, evaluating performance, measuring effectiveness, and generating aggregated analytics and reporting insights.

Transactions Affecting Our Business: Personal Data may be disclosed or transferred in connection with a proposed or completed merger, acquisition, financing, reorganization, asset transfer, consolidation, or another significant corporate transaction or change involving our business.

International Transfers of Personal Data: Personal Data may be accessed by, or disclosed to, recipients located outside your jurisdiction, including, where relevant, outside the EEA. In such cases, we take measures intended to ensure that those recipients are subject to privacy and security obligations that are consistent with this Notice and applicable law. Where required, we implement appropriate safeguards for international transfers, including contractual protections and other lawful transfer mechanisms designed to protect Personal Data when processed across borders.

Cookies and Similar Tools

The Product may rely on cookies and comparable technologies, in connection with your access to and use of the Product. Depending on the relevant interface, these technologies may be stored on your device, deployed to your device, or otherwise associated with your device as you browse, access, or use Product functionality.

In general, cookies are text files commonly used in web-based environments. We use these technologies to help the Product function effectively and efficiently, including to facilitate navigation, enable certain features automatically, remember settings and preferences, and make your interaction with our services more streamlined and responsive.

Retention of Personal Data

Unless this Notice states otherwise, we keep Personal Data for as long as reasonably necessary to fulfill the purposes for which it was collected, and thereafter as permitted or required by applicable law.

We may retain Personal Data for longer periods when needed to satisfy legal, regulatory, tax, or accounting obligations, preserve appropriate business records, address disputes or complaints, or establish, exercise, or defend legal claims.

In some circumstances, and subject to applicable law, you may be entitled to request deletion of your Personal Data. Please note, however, that unless a legal requirement or specific agreement applies, we are not obligated to retain Personal Data for any predetermined period and may securely delete it, anonymize it, or restrict access to it once it is no longer needed for legitimate business purposes.

Security Measures for Personal Data

We maintain reasonable safeguards intended to protect the Personal Data we process in connection with the Product and to support the confidentiality, integrity, and availability of our systems and services.

When designing and applying those safeguards, we consider the nature and sensitivity of the information involved. We use generally accepted technical, administrative, and organizational measures aimed at reducing the risk of unauthorized access, misuse, loss, alteration, or disclosure.

Our security program includes technical, administrative, and operational controls intended to help protect information assets. Even so, no transmission method, storage environment, or security control can be guaranteed to be completely secure, and for that reason we cannot assure absolute security.

Updates and Revisions to This Notice

We may amend this Notice from time to time to reflect changes to the Product, updates to our information handling practices, or developments in applicable law. Any revised version will be made available on our website and, unless otherwise stated, will become effective upon posting.

You should review this Notice periodically to remain informed of any updates.

Contact Information

If you would like to contact us regarding this Notice, our privacy practices, or the Product, including with any questions, concerns, or requests, you may reach us by email at: [email protected].

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

This section supplements, and should be read together with, the remainder of this Notice. It applies to individuals residing in certain U.S. states and provides additional information about our collection, use, disclosure, and other processing of Personal Data where such supplemental disclosures are required under applicable state privacy laws. Privacy laws in certain U.S. states may grant residents specific rights with respect to Personal Data processed in an individual or household context.

As a general matter, those rights do not apply where the individual is acting in a business capacity, employment-related capacity, as a job applicant, as a beneficiary of someone acting in an employment-related capacity, or as a representative of a business, to the extent those situations are excluded under applicable law.

Meaning of Sensitive Data. For purposes of applicable U.S. state privacy laws, "Sensitive Data" may include Personal Data revealing racial, ethnic, or national origin; religious beliefs; information regarding an individual’s medical history or mental or physical health condition, diagnosis, or treatment; neural data; transgender or non-binary status; sex life or sexual orientation; status as a victim of crime; citizenship or immigration status; genetic or biometric information; Personal Data collected from a known child; and precise geolocation information.

Meaning of Personal Data. Under applicable U.S. state privacy laws, "Personal Data" generally refers to information that is linked or reasonably linkable to an identified or identifiable individual. It generally does not include lawfully obtained publicly available information, deidentified data, aggregated data, or other categories of information excluded from the scope of the applicable state law. Certain U.S. state privacy laws require that consumers receive a clear notice addressing, among other things, the categories of Personal Data processed, the purposes for which that processing occurs, the categories of third parties to whom Personal Data is disclosed, whether any categories of Personal Data are sold or used for targeted advertising, the categories of third parties involved in those activities, the rights available to consumers, the methods for exercising and appealing those rights, and how to contact us. The disclosures set out in this Notice, together with the supplemental details below, are intended to fulfill those requirements.

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.

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.

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].

To the extent allowed by applicable law, a duly authorized agent may submit a request on behalf of another individual, provided that the agent supplies adequate documentation demonstrating authority to act for that person. We may also ask the individual who is the subject of the request to verify their identity directly with us and to confirm the agent's authority.

We will address requests within the timeframe prescribed by applicable law and may extend that period where the law allows, subject to any required notice to you. If we decide not to take action on a request, we will notify you of that outcome, explain the reasons for our decision, and, where applicable, provide information about how you may appeal. Any appeal will be reviewed and answered within the period 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.