“Personal Information” is personally identifiable information such as your name, address, date of birth, phone number, and email address. In
Visiting Our Website
You are free to browse our Website without providing Personal Information. We do, however, collect Personal Information when you use one of our submission forms or subscribe to our informational newsletters and products and services updates.
What Personal Information Do We Collect?
You also may provide information to be published or displayed on public areas of the Website or transmitted to other users of the Website or third parties (“User Contributions”). Your User Contributions are posted and transmitted to others at your own risk. Although we limit access to certain pages, please be aware that no security measures are perfect or impenetrable. Additionally, we cannot control the actions of other users of the Website with whom you may choose to share your User Contributions. Therefore, we cannot and do not guarantee that your User Contributions will not be viewed by unauthorized persons.
If you contact us via email, we will collect your name and email address as well as any other information in the body of the email in order to provide a prompt response.
Visitors under the age of 16.
Our Website is not intended for persons under the age of 16. Thus, we do not intentionally gather Personal Information from visitors who are under the age of 16. If you are under the age of 16, please do not submit your Personal Information via our submission forms.
Cookies & Related Technologies
This Site may use cookie and tracking technology depending on the features offered. Cookie and tracking technology
Pages of our Website may contain small electronic files known as web beacons (also referred to as clear gif, pixel tags, and single-pixel gifs) that permit us, for example, to count users who have visited those pages or for other related website statistics (for example, recording the popularity of certain Website content and verifying system and server integrity).
If you would like more information on the technologies that we use on our Website, please write to us by email
DocuPhase may process your Personal Information for our legitimate business purposes. We make efforts to consider and balance any potential impact on you (both positive and negative), and your rights under applicable data protection laws.
Legitimate business purpose may include all or some of the following reasons or circumstances: (1) to improve our services; (2) to better understand how you interact with our Website; (2) to provide digital marketing communications (like our newsletters); or (4) to investigate fraud or for other legal purposes.
Distribution of Information
DocuPhase reserves the right to disclose your Personal Information under the following conditions: (1) when permitted or required by law; (2) when trying to protect against or prevent actual or potential fraud or unauthorized transactions; or (3) when investigating fraud which has already taken place. The information is not provided to these companies for marketing purposes.
We ask that you do not use our Website or services for any means that are deceptive, malicious, or with the intention to abuse or misuse any computer system, organization, or natural person. Use of our Website or services for any of the purposes outlined in this paragraph are strictly prohibited.
Selling of Personal Information
DocuPhase will never sell your Personal Information.
To provide our products and services, we may occasionally use third-party businesses to provide and perform specialized products and services for data processing. When we provide Personal Information to these businesses, they are not permitted to use the Personal Information for any reason outside of the scope for which we contracted them.
Commitment to Data Security
Your Personal Information is kept secure. Only authorized employees, agents, and contractors (who have agreed to keep information secure and confidential) have access to this information.
We (and our third-party service providers) use a variety of industry standard security measures to prevent unauthorized access, use, or disclosure of your Personal Information. These security measures consist of but are not limited to data encryption and physical security. No method of transmission or method of electronic storage over the internet is 100% secure. Therefore, while we strive to use commercially acceptable means to protect your Personal Information, we cannot guarantee its absolute security.
You may opt-out from any future communications from us by clicking the unsubscribe link in an email or by emailing us at firstname.lastname@example.org.
Changes to Personal Information
Upon request, we will provide you with information about whether we hold any of your Personal Information. Upon verification, if you choose, you may exercise your right to request DocuPhase to delete your Personal Information stored in our databases. Note that there may be specific circumstances in which we cannot delete your Personal Information. When we delete your Personal Information, it will be erased from our records. However, the Personal Information may still be archived in our backups in accordance with our retention policies.
If you would like to access your Personal Information and/or correct, amend, or delete the information where it is inaccurate, please contact us at email@example.com.
Retention of Personal Data
We take reasonable steps to ensure that your Personal Information is accurate, complete, current and otherwise reliable for its intended use.
California Privacy Rights
California Civil Code Section 1798.83 permits users of our Website that 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
DocuPhase agrees to act in compliance with the United States
PIPEDA and Canadian Anti-Spam Legislation (CASL)
We protect and use your information by observing principles and guidelines in the Personal Information Protection and Electronic Documents Act and Canada's Anti-Spam Legislation. We obtain either express or implied consent, or use other lawful mechanisms, in order to send commercial electronic messages as is defined by CASL. If DocuPhase seeks to use your Personal Information for a new purpose, we will contact you to obtain the appropriate consent. If you choose to "opt-out" of receiving our emails, you will be unsubscribed upon your request.
Anytime you see the word "cookie" you may think something along the chocolate chip variety and we don't blame you! However, the cookies we are talking about are computer cookies, more formally known as HTTP cookies, web cookies and internet cookies. Anytime that you visit a website, the website sends the cookie to your computer and it stores a small text file inside of your web browser. We are able to use these cookies to identify your device as you browse through our website or when you return as a visitor to our site. This helps navigating and interacting with our Site in a more efficient, easy and meaningful.
You can turn off your web browsers ability to accept cookies. However, if you do that, certain parts of the DocuPhase Site or console portal may not work for you.
"First Party Cookies" are cookies that belong to DocuPhase and that we place on your device. "Third Party Cookies" are cookies that another party places on your device through our site. DocuPhase may contract with a third-party service to help us send e-mails or other information to users who have provided their contact information. To measure the effectiveness of these services, our service providers may place Cookies on the devices of those users.
Below are some cookie classifications:
means the cookies are essential for the provision of the site and any requested services, but do not perform any additional or secondary function.
are those that provide statistical information on site usage, i.e. web analytics.
These cookies allow the provision of enhanced functionality and personalization, such as videos and live chat. They may be set by us or by third-party providers whose services we have added to our pages. If you do not allow these cookies, then some or all of these functions may not work properly.
are used to create profiles or personalize content. Third parties often set them and these cookies present the highest privacy risks to visitors.
Web beacons and embedded scripts are other technologies that we use in our websites, as well as in some of our emails and ads.
Web beacons (or “tags”) are bits of programming code included in web pages, emails, and ads that notify HubSpot (or the companies that help us run our business) when those web pages, emails, or ads have been viewed or clicked on.
Opting Out of
If you would not like to have cookies read or dropped on your devices, you can adjust the setting on your web browser to reject the setting of some or all of the Cookies and to alert you when a cookie has been dropped into your web browser. For further information on how to do so, please refer to your browsers help tool or see www.allaboutcookies.org. Please note that if you use your browser settings to block all Cookies (including strictly necessary Cookies) you may not be able to access or use all or parts or functionalities of our sites.
If you have any questions please contact us at firstname.lastname@example.org
Other helpful resources
To learn more about how to manage cookies, please see the websites listed below:
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.
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:
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:
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:
2.1 Your rights as an applicant allow you to do the following, provided it would not involve disproportionate efforts:
If you would like to review, verify, correct, or perform any of the aforementioned requests, please contact email@example.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.
While we do not sell or market your personal data, we share your personal data with third parties in limited situations, including with:
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:
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 firstname.lastname@example.org.
“Personal Information” is personally identifiable information such as your name, address, date of birth, phone number, and email address. In
Personal Information is collected by DocuPhase when it is shared by your organization’s admin, or otherwise the account owner (the "Account Owner"), at the discretion of your organization. DocuPhase collects the minimum information necessary to provide its products and services to you, and the information located in the platform will be uploaded by your "Account Owner".
Our products and services are not directed
Protected Health Information (PHI), Payment Card Information (PCI) and other Sensitive Information
When you send us an e-mail, or when you make an inquiry via e-mail, we collect your email address and the information necessary to identify you as the correct data subject.
An Account Owner is the data subject responsible for owning the product or service and delivering said service to members of his/her respective organization. When you or your Account Owner
As an Account Owner, your Personal Information may be used to communicate with you for support purposes or to follow up on requests made by you or by a user and/or data subject.
Subject to legal and contractual requirements, you may refuse our collection of your data or withdraw consent to further collection. Your Personal Information will never be used outside of the scope for which DocuPhase was contracted.
Since the products and services provided are at the request of your organization, you may contact your organization’s Account Owner in order to opt out of the products and services provided. Additionally, you may contact your Account Owner to make changes to your Personal Information. DocuPhase does not have control over how your organization uses your business contact information for their purposes. You may also contact us to contact your organization on your behalf.
Your Personal Information is kept secure. Only authorized employees, agents and contractors (who have agreed to keep information secure and confidential) have access to this information.
We (and our third-party service providers) use a variety of industry standard security measures to prevent unauthorized access, use or disclosure of your Personal Information. These security measures consist
To provide our products and services, we may occasionally use
DocuPhase will use commercially reasonable measures to ensure information kept about you is accurate, complete, and current. We will not process Personal Information in a way that is incompatible with the purposes for which it has been collected. If your Personal Information has been disclosed to a third party, and it has been deemed incorrect by you, DocuPhase will contact the Account Owner and will work with Third Parties (if applicable) to request a correction to the information.
Upon request, subject to legal and contractual limitations, DocuPhase will provide you with information about whether we hold any of your Personal Information. If you would like to access your Personal Information to correct the information where it is inaccurate, please contact your Account Owner or us at email@example.com and we will contact them on your behalf.
We ask that you do not use our products and services for any means that are deceptive, malicious, or with the intention to abuse or misuse any computer system, organization, or natural person. Use of our Website or our products and services for any of the purposes outlined in this paragraph are strictly prohibited.
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 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.
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.
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.
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.
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.
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.
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.
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.
The purpose of this policy is to help DocuPhase (dba iDatix) customers understand how long DocuPhase will provide support for the various versions of its software. In an ongoing effort to meet business requirements, reduce IT costs and provide reliable, high-quality IT services, DocuPhase periodically discontinues or “sunsets” older versions of its software. Once a version has been sunsetted, active support and all business services for that version are discontinued. Sunsetting older versions of software
Prior to our 4.0 release, DocuPhase used a numbering schema with Major versions, Minor versions, and Revision versions, (e.g. 3.8, 3.9, 3.9.3, 3.10, 3.11.3). Beginning with the 4.0 release, DocuPhase moved back to a Major version and a Minor version numbering schema (e.g. 4.0, 4.1, 4.2). The number to the left of the decimal point is the Major version number and the number to the right of the decimal point is the Minor version number.
DocuPhase will provide Full Support for the Current Release of its software and Limited Support for two prior Release Versions. “Full Support” means that all support options are available, including the development of bug fixes and patches. “Limited Support” means that DocuPhase will troubleshoot reported problems but will not develop any new fixes or patches unless such fixes or patches can also be applied to the Current Release. As such, customers may be required to upgrade to the Current Release if fixes or patches are not available.
Minimum hardware and software requirements for the software can be found in the software’s documentation. It is the End User’s responsibility to ensure that its implementation of the software meets the minimum hardware and software requirements.
If your version is not listed in the above table, it has already been sunset. For additional information concerning this policy, please contact our support department at (727) 441-8228. Terms, conditions, features, service options, and pricing for support and optional services subject to change.
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 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.
At DocuPhase, we’re driven by innovation, problem solving, and creating a better workplace for our customers. Our mission is to partner with our clients, delivering innovative solutions that automate and simplify the workplace with unmatched customer support.
DocuPhase is your Automation partner! Based on your company’s goals and desired outcomes, the DocuPhase team delivers a rapidly deployed solution that will make your office future-proof and a better workplace with simplified, automated processes, increasing your capacity for growth.