These definitions should help you understand this policy. When we say “we,” “us,” “our,” and “DocuData,” we are referring to DocuData Software Corporation d/b/a DocuData, a Canadian corporation. We provide records management software solutions to manage physical and electronic documents. When we say “User,” we are referring to the person or entity that has purchased EDC Record Center Software or ActiveFile Software and is licensed to use our Software. When we say “you,” we are referring either to a User or to some other person who visits either of our Websites. “Personal Information” means information that can be used to identify you, including, but not limited to, first and last name, email address, IP address, company name, phone number, occupation or other demographic information.
Questions & Concerns
If you have any questions or comments, or you have a concern about the way in which we have handled any privacy matter, please use our contact form to send us a message. You may also contact us by postal mail or email at:
1 Van Horne Ave., Montreal, QC, Canada H2T 2J1
Information We Collect
(d) Information from other sources: We may receive more information about you, such as name, email address, demographic information, IP addresses, location, and use of social media websites, by searching the Internet or querying third parties (we refer to that information as “Supplemental Information”). We use Supplemental Information to learn about you which allows us to create more relevant content on our websites.
Use and Disclosure of Personal Information
We may use and disclose Personal Information only for the following purposes:
(a) To promote use of our services to you. For example, if you leave your Personal Information when you visit our Website, we may send you an email inviting you to schedule a demo. You can stop receiving our promotional emails by following the unsubscribe instructions included in every email we send.
(b) To send you informational and promotional content that you may choose (or “opt in”) to receive. You can stop receiving our promotional emails by following the unsubscribe instructions included in every email.
(c) To communicate with our Users about their account and provide customer support.
(d) To meet legal requirements, including complying with court orders, valid discovery requests, valid subpoenas, and other appropriate legal mechanisms.
(e) To provide information to representatives and advisors, including attorneys and accountants, to help us comply with legal, accounting, or security requirements.
(f) To prosecute and defend a court, arbitration, or similar legal proceeding.
(g) To respond to lawful requests by public authorities, including to meet national security or law enforcement requirements.
(h) To provide, support, and improve the Services we offer. This includes our use of the data that our Users provide us. This also includes, for example, aggregating information from your visit to our Websites.
Public Information and Third Party Websites
(a) Blog. We have public blogs on our Websites. Any information you include in a comment on our blog may be read, collected, and used by anyone. If your Personal Information appears on our blogs and you want it removed, contact us here. If we are unable to remove your information, we will tell you why.
We may disclose Personal Information to the following types of third parties for the purposes described in this policy:
(a) Service providers. Sometimes, we need to use third party Service Providers in order to provide and support our Services. We will tell you we are working with a Service Provider whenever reasonably possible, and you may request at any time the names of our Service Providers. Just like with the other third parties we work with, these third party Service Providers enter into a contract that requires them to use your Personal Information in a manner that is consistent with this policy.
Notice of Breach of Security
If a security breach causes an unauthorized intrusion into our system that materially affects you, then DocuData will notify you as soon as possible and later report the action we took in response.
Safeguarding Your Information
We take reasonable and appropriate measures to protect Personal Information from loss, misuse and unauthorized access, disclosure, alteration and destruction, taking into account the risks involved in the processing and the nature of the Personal Information.
We Operate in Canada
Our webservers are located in the United States and our offices are located in Canada, so your information may be transferred to, stored, or processed in Canada or the United States. While the data protection, privacy, and other laws of Canada might not be as comprehensive as those in your country, we take many steps to protect your privacy. By using our Websites, you understand and consent to the collection, storage, processing, and transfer of your information to our facilities in Canada and those third parties with whom we share it as described in this policy.
Accuracy of Data, Transparency, and Choice
We do our best to keep your data accurate and up to date, to the extent that you provide us with the information we need to do so. If your data changes (for example, if you have a new email address), then you are responsible for notifying us of those changes. Upon request, we will provide you with information about whether we hold, or process on behalf of a third party, any of your Personal Information.
We will retain your information for as long as needed. We may also retain and use your information in order to comply with our legal obligations, resolve disputes, prevent abuse, and enforce our Agreements. As explained in Sections 6 and 8 of this policy, DocuData shares your Personal Information with Service Providers in order to provide and support our Services.
We will give an individual access to any Personal Information we hold about them within 30 days of any request for that information. Individuals may request to access, correct, amend or delete information we hold about them by contacting us here. Unless it is prohibited by law, we will remove any Personal Information about an individual from our servers at your or their request. There is no charge for an individual to access or update their Personal Information.
Do Not Track Disclosure
“Do Not Track” is a standard that is currently under development. Because it is not yet finalized, DocuData adheres to the standards in this policy and does not monitor or follow any Do Not Track browser requests.
Updated October 30, 2016