Privacy, Policies, Security & Terms of Service
DocuPhase Privacy Policy
Last Updated: October 2, 2024
Welcome to DocuPhase.com and its subdomains and aliases (collectively, the “Website”), owned and operated by DocuPhase, LLC (“DocuPhase”, "we", "us", or "our"). This DocuPhase Privacy Policy (the “Privacy Policy”) outlines our practices regarding the collection, use, processing, protection, and disclosure of the information we may collect from you or that you may provide when you visit the Website or use our services (collectively, the “Services”), subject to the limitations set forth in Scope below.
We at DocuPhase are committed to protecting your privacy. By accessing or using our Services, you agree that we may collect, use, disclose and otherwise process your personal information as set forth in this Privacy Policy. If you do not agree with the terms of this Privacy Policy or our policies and practices, please do not use our Services.
Scope
Unless specified otherwise, this Privacy Policy applies to your personal information processed by DocuPhase as a data controller in offering our Services. This includes with respect to personal information processed through your submission of online forms and account registrations, customer support interactions, and our direct marketing activities.
DocuPhase also operates as a service provider or data processor with respect to certain of its Services, such as when we process personal information on behalf of our business-to-business customers in connection with offering our software products and services to those customers. Our processing, use and disclosure of personal information in such situations is governed by our written contracts and agreements with our customers, and this Privacy Policy does not apply.
Personal Information We May Collect
We collect information about you in various ways. Some of this information is personal information. The personal information that you provide and that we collect or receive from you depends on the context of your interaction with us and our Services, the choices you make when you use our Services, and the features that you use.
You may provide information to us directly. We collect and receive information from you directly, such as when you request information from us, submit a form to us, register for an event or webinar, email or otherwise communicate with us, or log into the Services. This information may include your name, contact details, login ID and password.
You may provide information to entities we engage or who act on our behalf. We collect and receive information when you provide it to our service providers, business partners and other third-party entities who we engage or who act on our behalf, including to assist us in providing the Services to you. Such entities may include website and account service providers and those that assist us in holding events and webinars. The information collected by such entities may include your name, contact details, IP address and other online identifiers, login ID and password or information regarding the events or webinars you attend.
We collect information from you automatically through tracking technologies. When you use our Services, we may collect certain information from you automatically. We may collect this information through cookies, web beacons, tags and scripts and other online tracking technologies. We may combine this information with other information we collect about you on our Website or via other sources.
The information we collect automatically may include the following:
- Your IP address.
- Your device identifier.
- Advertising identifiers.
- The location associated with your IP address or device.
- The type of browser and/or operating system you are using.
- The domain name of your Internet service provider.
- Information regarding when you access or how you use our Services.
- The URLs of the pages that you visit and information regarding how long you use various pages or aspects of our Website.
For more information regarding how we and third parties we engage may collect information from you automatically via cookies and other tracking technologies, please see Cookies, Online Tracking, and Targeted Advertising below.
How We Use Personal Information
We may use the information we collect from you in a variety of ways, including:
- To present our Services to you and to operate our Services.
- To deliver the information, products or services you have requested from us.
- To register your account and deliver access to your accounts to you.
- To reach out to you about and market or promote new information, products or services to you that we believe you may be interested in.
- To communicate with you, including to notify you about changes to our Services.
- To help us improve our Services, conduct analytics and deliver a more personalized experience. This includes by enabling us to estimate and analyze our audience size and usage patterns, store information about your preferences, speed up your searches and recognize you when you return to our Services.
- To deliver targeted advertising to you. Please see Cookies, Online Tracking and Targeted Advertising below for further information about our and third parties’ use of cookies and other tracking technologies to provide you with relevant ads on our Services and other sites, and information about how to disable cookies and make other choices related to targeted advertising.
- To carry out our obligations and enforce our rights arising from any contracts entered into with you. This includes for billing and collection, and as we believe is necessary or appropriate to protect, enforce or defend the legal rights, privacy, safety or property of our Services, employees or agents, or other users or to comply with law.
- To create de-identified, aggregated or anonymized information.
- In any other way we may describe when you provide the information, or otherwise at your direction or with your consent.
- As permitted by law or as we may notify you.
When and To Whom We May Disclose Personal Information
We may share the information that we collect pursuant to this Privacy Policy as follows:
- With our affiliates.
- With our service providers, third party business partners and vendors. These parties may include companies that host our Services, provide web analytics, perform data processing, distribute emails to you, serve targeted ads or measure ad performance, or help us communicate with you.
- When you request any of our products or services. We will share your information to the extent necessary or appropriate to fulfill your request.
- With analytics and advertising partners and providers. We may authorize such providers to collect your information when you use our Website or Services. Please see Cookies, Online Tracking and Targeted Advertising for more information.
- When required to do so by law. For example, in response to a court order or a subpoena. We also may disclose such information in response to a law enforcement agency’s request.
In addition, please note that if DocuPhase or any of its affiliates, subsidiaries or lines of business is merged, acquired, divested, financed, sold, disposed of or dissolved, including through merger, consolidation, sale or divestiture of assets, the relevant customer database, including personal information we may possess about you, and any information collected pursuant to this Privacy Policy, may, in whole or in part, be sold, disposed of, transferred, divested, or otherwise disclosed as part of that transaction or proceeding.
Cookies, Online Tracking and Targeted Advertising
Cookies and Other Tracking Technologies
We and third-party partners we engage may use cookies (i.e., small text files that are stored on your browser, computer, or mobile device), web beacons, pixel tags, browser analysis tools, server logs and other tracking technologies to automatically collect information, including personal information such as your IP address, from your browser.
Our Services may use both session cookies and persistent cookies. A session cookie disappears after you close your browser. A persistent cookie remains after you close your browser and may be accessed every time you use our Services.
Our Services use cookies and other tracking technologies for a variety of purposes, including functional, analytics and advertising purposes. For example, we, our service providers, third-parties and other partners we engage use cookies and other tracking technologies:
- For functional purposes, such as to provide the Website, Services and their content to you.
- For analytics purposes, such as to provide us with information about which portions of our Website and Services are the most popular, enabling us to see what web pages a user visits and how much time a user spends on each page.
- To personalize your experience on our Website and Services (e.g., to recognize you by name when you return to our Website, to save your password in password-protected areas, or to tailor content, or product and service offerings to you).
- For advertising purposes, such as to provide advertisements to you (known as targeted advertisements) that we or third parties believe may be relevant to your interests.
Google Analytics
Our Services may use Google Analytics, a web analytics service offered by Google. You may learn more about Google’s practices with Google Analytics by visiting Google’s privacy policy at https://www.google.com/policies/privacy/partners.
Targeted Advertising and Third-Party Rights to Your Information
We may partner with third-party companies in an effort to serve targeted advertisements to you. We permit our third-party partners to obtain information about you when you use our Services. This information includes your IP address, mobile device ID and advertising ID. Such information is obtained through cookies and other tracking technologies. Our third-party partners and others may collect similar information from you across other websites and over time. We, our third-party partners and others may use this information to engage in targeted advertising and display ads or other targeted content to you that is believed to be relevant to you based on your use of our Services, other sites and other information we may collect about you. Such ads and targeted content may appear on our Website and/or across other domains. We may grant some of our third-party partners independent rights to your personal information (e.g., your IP address), including rights to use your personal information for their own purposes. In such cases, we do not control those third parties’ further use of your personal information and such use is governed by those third-parties’ respective privacy policies.
Your Choices
Cookies, Tracking Technologies and Targeted Advertising
You can manage cookies by clicking “Do Not Share My Personal Information” in the Website footer and managing your selections.
You may also be able to manage your cookie preferences through your web browser. Most web browsers will tell you how to stop accepting new cookies and how to disable existing cookies. For more information regarding how to manage your preferences, please consult the information made available by your particular browser or visit www.allaboutcookies.org.
With respect to Google Analytics, you can also view Google’s currently available opt-out options at https://tools.google.com/dlpage/gaoptout in an effort to opt-out of being tracked by Google Analytics.
Please note that if you choose not to accept cookies, you may be unable to use certain features of our Services. In addition, you may still receive advertisements on our Services; however, they may not be as relevant to you. Choices made are typically device and browser specific.
Marketing Communications
You can opt-out of receiving marketing communications from us by clicking the unsubscribe link in an email or emailing us at privacy@docuphase.com.
Requests to Access, Delete or Correct Your Personal Information
Upon request, subject to legal and contractual limitations, you can request that we provide you with information about whether we hold any of your personal information, or to delete or correct inaccurate Personal Information about you. If you would like to make a request to access your personal information, to delete your personal information, or to correct your personal information where it is inaccurate, please email us at privacy@docuphase.com. Please note that we may need to verify your request and that there will be circumstances in which we cannot comply with your request due to legal requirements or otherwise.
Security
We have put in place administrative, technical, and physical safeguards to help prevent unauthorized access, maintain data security and correctly use the information we collect from and about you. However, no system can be completely secure, and we do not guarantee that unauthorized disclosures and access will not happen. Although we take appropriate measures to safeguard against unauthorized disclosures of information, we cannot assure you that your personal information or other information will never be disclosed in a manner that is inconsistent with this Privacy Policy.
Data Retention
We will retain your personal information for as long as necessary to fulfill the purposes for which it was collected and processed, including for the purposes of satisfying any legal, regulatory, accounting or reporting requirements.
Links to Third-Party Websites and Services
Our Services contain links to third-party sites and services whose privacy practices may be different than ours. We may also allow you to connect with other third-party sites and services. We are not responsible for the privacy practices of third-party sites and services and you should consult the other third-party sites’ and services’ privacy notices in order to better understand their privacy practices.
Additional Information for California Residents
If you are a California Resident, please see our California Notice at Collection and Privacy Notice for information that may be relevant to you pursuant to the California Consumer Privacy Act.
In addition, California Civil Code Section 1798.83, known as the Shine the Light Act, permits users of our Website and Services who are California residents to request certain information regarding our disclosure of personal information to third parties for their direct marketing purposes. Requests can be made once a year and are free of charge.
In the body of your request, we ask you to include a valid California address and the website or business to which your request pertains. To make such a request, please send an email to privacy@docuphase.com.
Children’s Privacy
Our Services are not intended for users under the age of 16, and we do not knowingly collect information from anyone under the age of 16. No one under the age of 16 is permitted to access or use this Services or provide us with personal information.
Privacy Policy Changes
From time to time, we may update or revise this Privacy Policy. If there are changes to the terms of this Privacy Policy, documents containing the revised policy on the relevant Website(s) and Services will be updated.
How to Contact Us
If you or a member of your organization have any questions regarding this Privacy Policy or how your personal information is collected, used, or disclosed, you may contact DocuPhase in the following ways:
- By email at: privacy@docuphase.com
- By sending us mail at:
DocuPhase, Attn: Privacy
13577 Feather Sound Drive
Clearwater, FL, 33762 USA
Terms of Service
DocuPhase.com and iDatix.com and all of their subdomains and aliases (the “Web Site” or “Web Sites”), are sites owned and operated by iDatix Corporation DBA DocuPhase (referred to herein as “iDatix”, DocuPhase”, “we”, “us”, “our” and “ours”). The following terms and conditions (the “Terms of Service or Terms of Use”) form a binding agreement between you and us. Unless otherwise indicated, the terms “you”, “your” and “yours” when used in these Terms of Use means any user or visitor of this Web Site.
Agreement
Please read these Terms of Use carefully. Your access to and use of this Web Site and any of the information, materials, data, demos, blogs, products, services and other materials made available on or through this Web Site (collectively, “Materials”) are subject to all applicable laws, rules and regulations and to all of the terms and conditions set forth in these Terms of Use.
By accessing or using this Web Site, you agree to be bound by these Terms of Use. If you are accessing or using this Website on behalf of an entity or business, you represent and warrant that you have the authority to bind such entity or business to these Terms of Use. If you do not wish to be bound by these Terms of Use, please exit this Web Site and cease use of all Materials, as you are not permitted to access or use this Web Site or such Materials.
These Terms of Use may be changed by us, in our sole discretion, from time to time with or without notice to you. Any changes or modifications to these Terms of Use will be effective upon posting on the Web Site. You should always review these Terms of Use prior to your access or use of the Web Site or Materials to ensure that you understand the current Terms of Use that apply to your access or use thereof. Your continued use of the Web Site following the posting of any changes or modifications will constitute your acceptance of such changes or modifications. If you cannot access these Terms of Use via the Internet, we can provide a copy of the Terms of Use then in effect by e-mail upon request.
YOUR ACCESS TO THIS WEB SITE (OR PORTIONS THEREOF) AND USE OF ANY MATERIALS (OR PORTIONS THEREOF) IS NOT INTENDED, AND IS PROHIBITED, WHERE SUCH ACCESS OR USE VIOLATES ANY APPLICABLE LAWS, RULES OR REGULATIONS.
Access and Use Restrictions
Access and use of the DocuPhase products, services, documentation and related materials are solely authorized for the internal business purposes of the organization in which you are a representative of and only for the duration of the term of your subscription or evaluation period. Use of the DocuPhase products, services, documentation and related materials for analytical or research purposes to be used or disclosed outside of your organization is strictly prohibited. Sharing screenshots, downloads, or other forms of copying, duplicating or replicating the products, services, documentation and other related materials publicly, or otherwise outside of your organization, is strictly prohibited. You are not permitted to access or use any of DocuPhase’s products, services, documentation or other related materials if you are, or the organization in which you represent is, a competitor of DocuPhase. Additionally, you are not authorized to provide, or otherwise send to or communicate, to a competitor of DocuPhase any information gained by your access and use.
Product & Services Information
All references on this Web Site to information, materials, products and/or services apply to information, materials, products and services available in the countries or jurisdictions specified only with respect to such information, materials, products and/or services only, unless otherwise stated. Nothing in this Web Site constitutes an offer to buy or sell our products or services in any jurisdiction. This Web Site is for information purposes only.
Ownership and Permitted Use of Materials
Unless otherwise indicated and except for materials in the public domain, this Web Site and its design, text, content, files, selection and arrangement of elements, organization, graphics, compilation, translations, digital conversion and other matters related to, and all trademarks, logos, service marks, symbols, trade dress and all Materials provided on or through, this Web Site are protected by all applicable copyright laws, trademark laws and/or international conventions and treaties. All Materials are the exclusive and proprietary property of DocuPhase and/or its third-party licensors. ALL RIGHTS RESERVED.
The posting, display or other provision of any Materials on this Web Site shall not constitute a waiver of any right or interest of DocuPhase and/or its third-party licensors in such Materials. Except as expressly provided herein, nothing contained in these Terms of Use or the Web Site shall be construed as conferring by implication, estoppel or otherwise any license, interest or right in or to the Materials under any copyright, trademark or proprietary rights of DocuPhase or of any third party. Further, except as otherwise provided herein, no Materials (or portions thereof) may be used, copied, reproduced, distributed or redistributed, published or republished, downloaded, modified, displayed, posted, broadcasted, imitated, adapted, translated, or transmitted in any form or by any means, including, but not limited to, electronic, mechanical, photocopying, recording, or otherwise, or sold, offered for sale, licensed or sublicensed, reverse engineered, disassembled, decompiled or incorporated into compilations or used in the creation of derivative works, without our express prior written permission or that of the respective third-party owner.
Subject to your compliance with the foregoing, permission is hereby granted to you to the extent necessary for you to lawfully: (a) access this Web Site and/or Materials made available on or through this Web Site; and (b) display, download, archive and print in hard copy portions of this Web Site for your personal, non-commercial and informational use only, provided that, you do not: (a) modify the Materials (or any portion thereof), (b) use the Web Site and/or the Materials in a manner that is fraudulent, libelous, defamatory, tortious, obscene, threatening, abusive, malicious, offensive, hateful, objectionable, constitutes or encourages a criminal offense, violates the rights of another (including, without limitation, any copyright, trademark, patent, trade secret, privacy, moral or publicity rights or other intellectual property or proprietary rights of others), or otherwise violates or conflicts with these Terms of Use or any applicable law; (c) impersonate any person or entity, or otherwise misrepresent your affiliation with any person or entity; (d) use the Web Site to interfere, disrupt or attempt to gain unauthorized access to the Materials, other DocuPhase accounts, any restricted portions of the Web Site or any computer network or equipment; (e) use any manual or automated software, devices or other processes to “crawl” or “spider” any web pages contained in the Web Site (including, without limitation, the use of robots, bots, spiders, scrapers or any other means to extract any Materials or other data from the Web Site); (f) frame or otherwise simulate the appearance or functions of the Web Site (or any portion thereof); and/or (d) remove or alter any copyright, trademark and other proprietary notices and legends contained in the Materials or on the Web Site (and any printouts thereof). The foregoing permission is for the sole purpose of enabling you to use the Web Site and enjoy the benefit of the Materials as provided on the Web Site, in the manner permitted by these Terms of Use. We may modify the Materials from time to time, and, you are solely responsible for ensuring that you are using current and permitted Materials only. The foregoing permission terminates automatically if you breach any of these Terms of Use. Upon termination, you must immediately destroy any and all downloaded, archived or printed copies of the Materials, and, if requested by us, certify to us in writing that you have complied with the foregoing.
Violations
It is the policy of DocuPhase to provide for the termination, in appropriate circumstances, of DocuPhase customers and account holders who repeatedly violate these Terms of Use.
Disclaimer of Endorsement
Any references to business or entities, products, processes, or services, or other organizations or individuals that are included on the Web Site by trade name, trademark or otherwise are provided solely for your information. These references are not intended to reflect the opinions of DocuPhase concerning the significance, priority or importance to be given the referenced business, entity, product, service, organization or individual. Such references, including any that may relate to our Materials, are not endorsements or approvals by DocuPhase, and should not be quoted or reproduced for the purpose of stating or implying endorsement or approval by DocuPhase.
Minors
This Web Site is a business and commercial site. As such, it is not intended for children or minors. You affirm that you are either more than 18 years of age or possess legal parental or guardian consent and are fully able and competent to enter into and to abide by and comply with these Terms of Use.
User-Generated Content
By agreeing to these Terms of Use, you agree to the terms of our Privacy Policy.
You may from time to time be permitted to post content on the Web Site, submit e-mails or otherwise provide content to us in connection with your use of the Web Site or Materials (“User-Generated Content”). Any communication or material you post on the Web Site or transmit to us over the Internet is, and will be, treated as non-confidential and non-proprietary and is and will be solely your responsibility. Upon the transmission of any User-Generated Content to us, you expressly and hereby grant us perpetual, worldwide, royalty-free, irrevocable, transferable, sub licensable and non-exclusive permission to reproduce, display, publish, modify, distribute, disseminate and/or otherwise use or exploit such content for any lawful purpose, without compensation, notice or obligation to you, subject to our Privacy Policy. We are not required to use or return any User-Generated Content submitted to us. You represent and warrant that you own or otherwise control all rights, including, but not limited to, copyrights, in and to any such User-Generated Content, that all moral rights in and to any such User-Generated Content have been waived, and that the use of such User-Generated Content as permitted hereunder does not and will not infringe or violate the rights of any third party. All derivative works or other developments arising from or based on User-Generated Content, if created by us, shall be our exclusive property.
The posting or transmittal of any unlawful, threatening, libelous, defamatory, obscene, pornographic or profane material or any material that could constitute or encourage conduct that would be considered a criminal offense or violation of any law is strictly prohibited. Under no circumstances shall we be liable for any such material posted or transmitted by you by or through the Web Site.
We reserve the right to monitor your communications with us whether by mail, voice, fax, e-mail or any other form of transmission for the purposes of quality control, security and other business needs.
Notwithstanding the foregoing, all personal data provided to us in connection with your use of this Web Site will be handled in accordance with our Privacy Policy.
Statements on Web Site
The documents contained on (or directly accessible from) this Web Site may contain a number of forward-looking statements. Any statements that are not statements of historical fact (including, without limitation, statements to the effect that DocuPhase or its management “believes,” “expects,” “anticipates,” “plans” and other similar expressions) should be considered forward-looking statements and should not be relied upon.
There are a number of important factors that could cause DocuPhase’s actual results to differ materially from those indicated by such forward-looking statements, including general economic conditions, our continued ability to develop and introduce products, the introduction of new products by competitors, pricing practices of competitors, expansion of its sales distribution capability, the cost and availability of components, undetected software errors or bugs, our ability to control costs and other risk factors.
No Warranties
WE MAKE NO REPRESENTATIONS OR WARRANTIES WITH RESPECT TO THIS WEB SITE OR THE MATERIALS, WHICH ARE PROVIDED “AS IS.” WE DISCLAIM ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING, WITHOUT LIMITATION, THE IMPLIED WARRANTIES OF TITLE, NON-INFRINGEMENT, MERCHANTABILITY, QUALITY AND FITNESS FOR A PARTICULAR PURPOSE, WITH RESPECT TO THIS WEB SITE, THE MATERIALS AND ANY WEB SITE WITH WHICH THIS WEBSITE IS LINKED. YOU ARE SOLELY RESPONSIBLE FOR PROVIDING, MAINTAINING AND ENSURING THE COMPATIBILITY OF ALL HARDWARE, SOFTWARE AND OTHER COMPUTER REQUIREMENTS NECESSARY FOR YOUR ACCESS TO AND USE OF THE WEBSITE AND THE MATERIALS. WE ALSO MAKE NO REPRESENTATIONS OR WARRANTIES AS TO WHETHER (A) THE INFORMATION ACCESSIBLE VIA THIS WEB SITE, OR ANY WEB SITE WITH WHICH IT IS LINKED, IS ACCURATE, RELIABLE, COMPLETE, OR CURRENT, (B) USE OF THE WEB SITE AND ACCESS TO THE MATERIALS WILL BE UNINTERRUPTED OR ERROR-FREE, (C) THE WEB SITE AND THE MATERIALS WILL BE AVAILABLE AT ANY PARTICULAR TIME, OR (D) THE WEB SITE AND MATERIALS ARE FREE OF VIRUSES OR OTHER HARMFUL COMPONENTS. NEITHER WE NOR ANY THIRD-PARTY LICENSOR WILL BE LIABLE WITH RESPECT TO ANY DECISIONS MADE BY YOU OR ANY OTHER PERSON AS A RESULT OF RELIANCE ON THE WEB SITE OR ANY MATERIALS. BECAUSE SOME JURISDICTIONS DO NOT PERMIT THE EXCLUSION OF CERTAIN WARRANTIES, THESE EXCLUSIONS MAY NOT APPLY TO YOU. YOU ACCEPT THAT OUR SHAREHOLDERS, OWNERS, OFFICERS, DIRECTORS, EMPLOYEES AND OTHER REPRESENTATIVES SHALL HAVE THE BENEFIT OF THIS CLAUSE.
Your use of the Web Site and the Materials is at your sole risk. It is your responsibility to evaluate (or take professional advice on) the accuracy and completeness of all information, statements, opinions and other material on this Web Site or any web site with which it is linked.
Your statutory rights as a consumer, if any, are not affected by these provisions, and we do not seek to exclude or limit liability for fraudulent misrepresentation.
Exclusion of Liability
To the fullest extent permitted by applicable law, neither we nor any of our shareholders, officers, directors, representatives, employees, agents, third-party licensors, suppliers, and contractors shall be liable for any losses and/or expenses of whatever nature, howsoever arising and regardless of the legal theory of liability, including, without limitation, any direct, indirect, special, punitive, incidental or consequential damages, loss of or inability to use, loss of data, loss caused by a virus, loss of income or profit, loss of or damage to property, claims of third parties, or other losses of any kind or character, even if we have been advised of the possibility of such damages, expenses or losses and even if an exclusive remedy provided for herein fails of its essential purpose, arising out of or in connection with your access or use of, or inability to use, this Web Site or the Materials or any web site with which this Web Site is linked. If you are dissatisfied with the Web Site or any Materials, your sole and exclusive remedy shall be to discontinue use of the Web Site and Materials and terminate these Terms of Use in accordance with its terms. To the maximum extent permitted by law, in no event shall DocuPhase’s or any third-party licensor’s total liability to you for damages, losses and causes of action (whether in contract, tort (including, but not limited, to negligence) or otherwise) exceed in the aggregate the amount paid by you, if any, for accessing the Website or Materials.
Indemnity and Release
You agree to defend, indemnify, release and hold us harmless as well as our shareholders, officers, directors, agents, representatives, employees and third-party licensors from any and all claims, liabilities, losses, expenses or demands, including reasonable legal fees, based on, arising from, or otherwise related to (a) your breach or violation of these Terms of Use; (b) your access or use of this Web Site or any of the information, materials, products or services made available on or through this Web Site; (c) any infringement or misappropriation by you of any intellectual property or other rights of DocuPhase or any third party; or (d) any negligence or willful misconduct by you.
Modification and Discontinuation
We reserve the right at any time and from time to time to modify, edit, delete, suspend or discontinue, temporarily or permanently, this Web Site (or any portion thereof) and/or the information, materials, products and/or services made available on or through this Web Site (or any part thereof) with or without notice. You agree that we shall not be liable to you or to any third party for any such modification, editing, deletion, suspension or discontinuance of this Web Site.
Termination and Survival
These Terms of Use will remain in effect until terminated by you or us. You may terminate these Terms of Use at any time by ceasing your use and access of the Web Site and Materials and by destroying all materials that you have saved, printed or downloaded from the Web Site. Notwithstanding any of the terms and conditions contained herein, we reserve the right, without notice and in our sole discretion, to terminate your permission to use the Web Site, and to block or prevent future access to and use of the Web Site and Materials. The provisions of these Terms of Use that by their nature and content are intended to survive the expiration or termination of these Terms of Use will survive such termination or expiration.
Entire Understanding
These Terms of Use contain the entire understanding between you and DocuPhase with respect to this Web Site and your use and access of this Web Site and of any of the information, materials, data, demos, blogs, products, services and other materials made available on or through this Web Site. Any other representations, statements, inducements, understandings, arrangements and agreements, oral or written, between you and DocuPhase, either prior or contemporaneous, relating thereto, not contained herein, are expressly made null and void, unless signed in writing by DocuPhase. For the avoidance of doubt, you agree that any terms and conditions provided in any Service Order or other document delivered to DocuPhase by you in connection with the Services shall in no way supersede the terms and conditions of this Agreement and are hereby declared null and void, unless signed in writing by DocuPhase. Should there be a conflict between these Terms of Use and any written and signed agreement between DocuPhase and any customer, the terms of such written and signed agreement shall control. Should any part of these terms for any reason be declared invalid, void or unenforceable by a court of competent jurisdiction, such determination shall not affect the validity of any remaining portions and such remaining portions shall remain and continue in full force and effect to the maximum extent permitted by law. Our failure to enforce any provision of these Terms of Use shall not operate as or be deemed a waiver by DocuPhase of any other breach of any such provision or any other provision herein or of the right to enforce such provision(s).
Applicable Law & Jurisdiction
While DocuPhase provides global products and services, our operations are located in Clearwater, Florida with AWS and Azure data centers geographically spread worldwide, and these Terms of Use are based on United States law. Access to, or use of, this Web Site or any information, materials, products and/or services made available on or through this Web Site may be prohibited by law in certain countries or jurisdictions. You are solely responsible for ensuring compliance with any applicable laws of the country from which you are accessing this Web Site. We make no representation that the information contained herein is appropriate or available for use in any location.
You agree that these Terms of Use are made and partially performed in the State of Florida, and that the state courts located within Pinellas County, Florida and the federal district court in the Middle District of Florida located in Tampa, Florida, without giving effect to any principles of conflicts of law, shall have exclusive jurisdiction to resolve any controversy or claim of whatever nature arising out of or relating to your access and use of this Web Site, and that the laws of the State of Florida shall govern such dispute or claim. You hereby consent and submit to the exercise of personal jurisdiction over you by such courts for the purposes of litigating any such action, and waive any defenses of lack of minimum contacts or forum non conveniens. Notwithstanding the foregoing, we reserve the right to bring legal proceedings in any jurisdiction where we believe that infringement of these Terms of Use may be taking place or originating.
The rights and remedies provided by these Terms of Use are cumulative and the use of any right or remedy by us shall not preclude or waive our rights to use any or all other remedies.
Contacting Us
If you have any questions regarding these Terms of Use or any other matter, you may contact us in by writing to us at DocuPhase, 1499 Gulf to Bay Blvd., Clearwater, FL 33755 or email us at privacy@docuphase.com.
Compliance
SOC 2 Type I & II Certification
DocuPhase is excited to announce that we have successfully completed the Service Organization Control (SOC) 2 Type I and Type II certification. These certifications provide our customers and partners an ongoing commitment to transparency and understanding of how we are able to ensure that data is protected through the use of internal controls.
The Services and Organization Control (SOC) 2 Type I and Type II reports addresses an organization’s controls against the AICPA’s Trust Services criteria. The SOC 2 reports focus on management’s description of a service organization’s systems and the suitability of the design and operating effectiveness of controls.
DocuPhase has completed both the SOC 2 Type I and Type II certification for the DocuPhase Business Process Automation services system on the following Trust Service Criteria:
SOC2 Audit documentation available upon request. Please speak with your account representative, customer success manager or support representative.
DocuPhase Applicant Data Protection Notice
This data protection notice describes the handling of personal data obtained about internal and external job applicants, including referral and applicants who have applied directly through the DocuPhase’s careers page as well as through
This data protection notice describes how iDatix Corporation DBA
This data protection notice applies to all applicants. We may modify or update this data protection notice from time to time. If we make a material change this data protection notice, we will notify you of the change.
1. Personal data we use:
We will collect your personal data from you directly and potentially from other sources.
1.1 Information we hold about you:
The categories of data that we collect directly from you include:
- Recruitment information: any information shared in the application process, including information from a cover letter, resume, application form or similar documentation—this includes information such as employment history, education, skills or any other details typical to the application and interview process
- Contact information: contact information, home address, phone number, and personal email addresses
- Career and job performance information: job level/position, details of skills and experience, and referrals
- Aptitude and leadership skills related information: personality and work style assessment, leadership skills, and critical thinking skills
- Background check information: authorized by
applicant if and to the extent allowed by applicable law (e.g., information about judicial disputes and criminal records)
- Automatically collected information: information collected via cookies and Web beacons, including IP address, browser name, operating system details, domain name, date, time of visit and pages viewed
We also collect information about you using cookies and similar technologies when you browse the DocuPhase website. See our Website Privacy Policy for further information about how this works.
Generally, prior to collecting special categories of data about you (e.g. political beliefs, data relating to gender, race or ethnic origin, political opinions etc.), DocuPhase will obtain your explicit consent. The collection of such information may be mandatory, in which case another legal basis for processing will be used for the collection of data (e.g. a legal basis may be that the data collected is required by law for employment purposes).
1.2 Data we collect from other sources:
We collect the following data about you from other sources:
- background check data, potentially including your criminal records history, employment history, educational history and/or compensation history, from employment screening agencies, publicly available registers or databases, former employers and/or educational institutions (as allowed by local laws)
- publicly available information from websites or social media, including information that you choose to voluntarily submit to us in connection with your application (e.g. when applying through LinkedIn, Indeed, Monster or other similar sites)
- information about you from DocuPhase employees who interview you and who provide feedback about you
- information about your performance or conduct from references, other DocuPhase employees, clients or service providers, or former employers you work with and/
or or
2. How we use your personal data:
We limit our use of your personal data. We aim to only collect and use your personal data for specific, necessary reasons and aim to explain our use of your personal data. For example, we use your personal for:
- Recruitment: (e.g., to contact, interview, screen, evaluate, select or hire you)
- Comply with legal obligations: (e.g., in connection with litigation or an internal investigation or audit, if and to the extent allowed by applicable law)
- To the extent appropriate and in accordance with applicable law, DocuPhase may seek additional data and/or verify your personal data by contacting your references, referrer and other third parties, as applicable. We will maintain your personal data for legitimate business reasons and only as long as required to complete your application procedure, as requested by you (e.g., to inform you about job positions in the future and to facilitate your applications in the future), for keeping track of rejected applications as required by law, in accordance with section 4 of this data protection notice, or as otherwise required by law or regulation. DocuPhase will not sell, trade or lease your personal data to any third party.
- To meet our legitimate interests, for
example to conduct our recruitment processes efficiently and fairly or to manage applicants effectively. When we process personal data to meet our legitimate interests, we put in place robust safeguards to ensure that your privacy or other fundamentals rights and freedoms are not overridden by our legitimate interest to comply with our legal obligations, for example obtaining proof of your right to work status to enable us to meet relevant obligations.
2.1 Your rights as an applicant allow you to do the following, provided it would not involve disproportionate efforts:
- Request access to your personal data. This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it
- Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
- Request the transfer of your personal data to another party.
If you would like to review, verify, correct, or perform any of the aforementioned requests, please contact privacy@docuphase.com.
We encourage you to contact us to update or correct your information if it changes or if the personal data we hold about you is inaccurate.
3. How your personal data is shared:
While we do not sell or market your personal data, we share your personal data with third parties in limited situations, including with:
- DocuPhase Affiliates. We share your personal data with other companies that fall within the DocuPhase group, for example for recruitment purposes, human resource management
and internal reporting.
- Service providers and business partners. We share your personal data with our service providers and business partners that perform business operations for us. For example, we partner with other companies to host the recruitment system and analyze data to improve
performance or engage third parties to audit our systems, products or practices.
- Law enforcement agency, court, regulator, tax authority, government authority or
other third party . We share your personal data with these parties if necessary, to comply with a legal or regulatory obligation, or otherwise to protect our rights, your rights or the rights of any third party.
- Ownership transferees. DocuPhase reserves the right to share your personal data in the event it sells, licenses or transfers all or a portion of its business or assets. Should such a sale, lease (licensing) or transfer occur, DocuPhase will direct the transferee to use your personal data in a manner that is consistent with our policies and
procedures.
4. Data security and retention:
DocuPhase uses technical, administrative and physical safeguards to protect your personal data against accidental or intentional destruction, loss, alteration, unauthorized disclosure or access, and against other unlawful forms of collecting and processing. DocuPhase follows industry standard practices to help protect the confidentiality and integrity of your personal data that is collected and processed. When your personal data is shared, DocuPhase will take a proactive approach to prevent the unauthorized use of personal data.
DocuPhase will retain your information indefinitely after we have informed you that you have not been selected to work for our company. We retain your data in order to be able to prove, in the event of a complaint, that we performed the application process in a fair and transparent way and no candidate was unlawfully discriminated.
DocuPhase retains your personal data:
- To comply with its legal requirement;
- If data is in aggregated or anonymized form;
- To defend, establish, exercise or bring any existing or potential legal claims;
- To ensure fraud detection and prevention;
- To respond to any queries or complaints you may have; or
- To further suggest potential career opportunities that may be of interest to you, with your consent.
5. How to Submit Privacy Related Requests:
If you have questions or concerns regarding the way in which your personal data has been used or about this data protection notice, please contact the Privacy Team at privacy@docuphase.com.
California Notice at Collection and Privacy Notice
Last Updated: October 2, 2024
This California Notice at Collection and Privacy Notice (“California Privacy Notice”) is only applicable to California residents (“you”). It supplements the information contained in our DocuPhase Privacy Policy. It is delivered on behalf of DocuPhase, LLC (“DocuPhase”, “we”, “us”, or “our”).
We have adopted this California Privacy Notice to comply with the California Consumer Privacy Act, Cal. Civ. Code §§1798.100 et seq. (“CCPA”). Please take the time to read and understand this California Privacy Notice.
Scope
This California Privacy Notice covers personal information we collect from California-resident individuals that visit our Website or use our Services, including personal information we collect from California-resident representatives of companies and institutions with whom we communicate, do business or to whom we provide products or services.
There is other personal information that this California Privacy Notice does not cover. In some cases, that personal information may not be subject to the CCPA. In other cases, a different privacy notice may apply. Accordingly, this California Privacy Notice and/or the California privacy rights set out herein may not apply to you or to all of your personal information. For example, the following personal information is not covered by this California Privacy Notice:
- Personal information we have from California residents in their capacity as current or former employees, personnel, or independent contractors of DocuPhase.
- Personal information we have from California residents who are job applicants to DocuPhase.
The following is not personal information for purposes of the CCPA: (i) publicly available information; (ii) lawfully obtained, truthful information that is a matter of public concern; (iii) deidentified consumer information about California residents; and (iv) aggregate consumer information about California residents (in each case, as those terms are used in the CCPA). This California Privacy Notice does not apply to such information.
Notice at Collection
The following table sets forth the categories of personal information we may collect from you as a business; the purposes for which we use it; and whether we “sell” or “share” it for purposes of the CCPA (as those terms are used in the CCPA). Our collection, use and disclosure of personal information depends on your relationship with us and your interaction with us.
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Category of Personal Information |
Purpose for Collecting the Personal Information |
Whether We “Share” the Category of Personal Information for Cross-Context Behavioral Advertising
|
Whether we “Sell” the Category of Personal Information |
|
Identifiers and Categories in Cal. Civ Code 1798.80(e), such as name, unique personal identifier, online identifier, IP address, email address, account name, phone number or signature |
|
Yes |
No |
|
Commercial Information, such as records of products or services purchased, obtained or considered, or other purchasing or consuming histories or tendencies |
|
Yes |
No |
|
Internet or other network activity information, such as browsing history, search history or information regarding interaction with a website, app or advertisement |
|
Yes |
No |
|
Geolocation data, such as the state or country associated with your IP address |
|
Yes |
No |
|
Professional or employment data, such as your job title or employer |
|
No |
No |
|
Inferences drawn from the information listed above |
|
Yes |
No |
We do not collect sensitive personal information from you pursuant to this California Privacy Notice.
To opt-out of our sharing your personal information for cross-context behavioral advertising purposes, please click the “Do Not Share My Personal Information” link in the Website footer.
Data Retention:
We will retain your personal information for as long as necessary to fulfill the purposes for which it was collected and processed, including for the purposes of satisfying any legal, regulatory, accounting or reporting requirements.
Our Prior Collection, Use and Disclosure of Personal Information During the Preceding 12 Months
The CCPA requires us to give you specific information about the categories of personal information we collect about you, the sources from which we have obtained that information, the purposes for which we collect it and the categories of entities to whom we disclose it. The table below sets out our relevant practices over the last twelve months. Our collection, use and disclosure of personal information depends on your relationship with us and your interaction with us.
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Category of Personal Information |
Categories of Sources From Which Collected |
Business or Commercial Purpose for Collecting PI |
Categories of Third Parties and Other Entities To Whom We May Disclose |
|
Identifiers and Categories in Cal. Civ Code 1798.80(e), such as name, unique personal identifier, online identifier, IP address, email address, account name, phone number or signature |
|
|
|
|
Commercial Information, such as records of products or services purchased, obtained or considered, or other purchasing or consuming histories or tendencies |
|
|
|
|
Internet or other network activity information, such as browsing history, search history or information regarding interaction with a website, app or advertisement |
|
|
|
|
Geolocation data, such as the state or country associated with your IP address |
|
|
|
|
Professional or employment data, such as your job title or employer |
|
|
|
|
Inferences drawn from the information listed above |
|
|
|
We do not collect sensitive personal information from you pursuant to this California Privacy Notice.
How We Disclose Personal Information
In the past twelve months, we have disclosed each of the following categories of personal information set forth above for business purposes.
Sales of Personal Information
We do not sell your personal information for purposes of the CCPA and have not done so in the past twelve months.
Sharing of Personal Information for Cross-Context Behavioral Advertising
In the past twelve months, we have shared the following categories of personal information with third-party companies for purposes of cross context behavioral advertising, in an effort to serve targeted advertisements to you:
- Identifiers
- Categories of Personal Information described in Cal. Civ. Code Section 1798.80(e)
- Commercial Information
- Internet or other electronic network activity information
- Geolocation data
- Inferences drawn from other personal information
Minors Under the Age of 16
We do not have actual knowledge that we sell or share the personal information of minors under the age of 16.
Your Rights as a California Resident
As a California resident, you may have certain rights in relation to your personal information.
Right to Know
You may have the right to know how we have collected, used and disclosed your personal information. Specifically, you may have the right to know:
- The categories of personal information we have collected about you.
- The categories of sources from which we have collected your personal information.
- The business or commercial purpose for which we collect, sell or share your personal information.
- The categories of third parties to whom we have disclosed your personal information.
- The categories of personal information that we have sold or shared about you and the categories of third parties to whom it was sold or shared.
- The categories of personal information we have disclosed about you for a business purpose and the categories of persons to whom we have disclosed it.
In addition, you may have the right to know the specific pieces of personal information we have collected about you. Subject to certain limitations, you may request that we provide this information dating back to January 1, 2022.
Right to Make a Deletion Request
You may have the right to request that we delete your personal information that we have collected or received. Subject to certain exceptions, we must delete your personal information and direct our service providers and contractors to delete your personal information.
Right to Correct Inaccurate Personal Information
You may have the right to request that we correct inaccurate personal information about you, taking into account the nature of the personal information and the purposes of the processing of the personal information.
Right to Opt-Out of Sales of Personal Information
If we were to sell your personal information for purposes of the CCPA, you may have the right to opt-out of the sale of your personal information.
Right to Opt-Out of Sharing of Personal Information
You may have the right to opt-out of us sharing your personal information for cross-context behavioral advertising purposes.
Right to Limit Use and Disclosure of Sensitive Personal Information
Subject to certain exceptions, you may have the right to limit our use and disclosure of your sensitive personal information. We do not collect sensitive personal information from you pursuant to this California Privacy Notice.
Right to Non-Discrimination
You have the right not to be discriminated against by us for choosing to exercise your rights under the CCPA.
How to Exercise Your California Privacy Rights
If you wish to exercise your right to know, delete or correct inaccuracies in your personal information, please submit a request to us by clicking here, calling us at (888) 200-6523 and leaving a message, or contacting us at privacy@docuphase.com. If you maintain an account with us, we may require you to submit a request through that account.
To opt-out of the sharing of your personal information for cross-context behavioral advertising purposes, please click the “Do Not Share My Personal Information” link in the Website footer and turn off all cookies other than those that are “Necessary.” If you opt-out of cross-context behavioral advertising using this tool, an "opt-out cookie" will be placed on your device. Opt-out cookies are device- and browser-specific, meaning that you must opt-out across all of your devices and browsers in an effort to opt-out of cross-context behavioral advertising with DocuPhase. If you clear your cache or delete cookies from your browser, the opt-out cookie will also be deleted, meaning you will need to opt-out again.
“Do Not Track” Signals and Global Privacy Control (“GPC”) Signals
We rely on a third-party service provider to implement a tool in an effort to recognize and honor "do not track" and Global Privacy Control signals as requests to opt-out of "sharing" of personal information for cross-context behavioral advertising purposes.
Information for Authorized Agents
You can authorize a person (“Authorized Agent”) registered with the California Secretary of State to exercise your California privacy rights on your behalf. An Authorized Agent can also include a person who has power of attorney or is acting as a conservator. To submit a request to DocuPhase on behalf of another person as an Authorized Agent, please submit a request to us by clicking here, calling us at (888) 200-6523 and leaving a message, or contacting us at privacy@docuphase.com.
Verifying Your Requests
We only respond to your requests to know, access the specific pieces of personal information we have about you, delete and correct inaccurate personal information when we can verify that you are a California resident exercising your rights regarding your personal information.
We may need to ask you for personal information to verify your request so we can match it to the personal information we already have about you. We may also need to obtain additional information about you that we do not already have. If you provide us with new personal information that we do not already have about you, we will use it solely for the purpose of verifying your request. We will let you know via email if we need more information from you to verify your request. Please reply to our requests promptly.
We will communicate with you about your requests via email. We will use the email address you provided when submitting your request.
If we cannot verify your identity, we will let you know.
Responding To Your Requests
We aim to promptly verify and respond to your requests within 45 days of receipt but may require a total of up to 90 days to respond to your requests. If we require additional time beyond the initial 45 days after we receive your request, we will let you know within the first 45 days.
We do not ordinarily charge a fee for our response to your requests. However, we may do so to the extent your request(s) are excessive, repetitive, or manifestly unfounded. If we determine that charging a fee is warranted, we will let you know and will provide you with an estimate of the associated costs of responding to your request(s).
If we determine that we cannot or will not take the action that you requested, we will let you know. We will inform you of our reasons for not taking action and any rights you may have to appeal the decision.
Unless you tell us that you would like to receive a response via postal mail, we will respond to you via email regarding your requests to know and to access the specific pieces of personal information we have about you. We will contact you at the email address you provided when submitting your request(s). If you would like to receive responses to a request to know or access personal information via postal mail rather than email, please let us know when submitting your request(s).
Limitations
The CCPA does not apply in full to all personal information we collect from California residents. As set out in “Scope” above, the CCPA is not fully applicable to much of the personal information we collect from California residents. Therefore, even if you are a California resident and submit a verifiable request, we may not be required to comply with your request.
We are only required to respond to certain requests twice in any twelve-month period. We are not required to provide you access to specific pieces of personal information more than twice in any twelve-month period. Similarly, we are not required to comply with your “requests to know” more than twice in any twelve-month period.
Changes to Our California Privacy Notice
From time to time, DocuPhase may update or revise this California Privacy Notice. If there are changes to the terms of this California Privacy Notice, documents containing the revised policy on the relevant website(s) will be updated.
How to Contact Us
If you have any questions or concerns about this California Privacy Notice, please contact us at privacy@docuphase.com.
Unethical Behavior & Whistleblower Reporting
Our Commitment
DocuPhase is an organization with strong values of responsibility and integrity. Our Whistleblower Policy contains general guidelines for conducting business with the highest standards of ethics.
DocuPhase is committed to an environment where open, honest communications are the expectation, not the exception. We want you to feel comfortable in approaching your supervisor, management, partner, or vendor in instances where you believe violations of policies or standards have occurred.
In situations where you prefer to place an anonymous report in confidence, you are encouraged to use this electronic form. You are encouraged to submit reports relating to violations stated in our Whistleblower Policy, as well as asking for guidance related to policies and procedures and providing positive suggestions and stories.
The information you provide will be sent to us on a totally confidential and anonymous basis if you should choose. You have our guarantee that your comments will be heard.
Do not use this site to report events presenting an immediate threat to life or property. Reports submitted through this service may not receive an immediate response. If you require emergency assistance, please contact 911 or your local authorities.