Privacy Policy

What you need to know

Effective 7th February 2015

Documize Limited (“Documize”) is committed to protecting your privacy. This Privacy Policy applies to our Website (documize.com) and our Subscription Service (the “Service”), including our associated mobile application (“Documize App”). This Privacy Policy governs our data collection, processing and usage practices. By using our Website or Service you consent to the data practices described in this Privacy Policy. If you do not agree with the data practices described in this Privacy Policy, you should not use the Website or the Service.

We periodically update this Privacy Policy. If you are a subscriber to the Service then you will receive notice when this Privacy Policy is modified. The notice will be delivered through the Website and by email to the account of the primary owner of the Service account. We encourage you to review this Privacy Policy periodically.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time by posting a new version online. You should check this page occasionally to review any changes. If we make any material changes we will notify you by posting the revised Privacy Policy on our Websites and, if you subscribe to our Service, via email to the primary owner of the Subscription Service account. This Privacy Policy helps you to always be aware of what information we collect, how we use it and under what circumstances, if any, it is disclosed. Your continued use of the Website, the Service, and/or continued provision of Personal Information to us will be subject to the terms of the then-current Privacy Policy.

If you have any questions about this Privacy Policy or our treatment of the information you provide us, please write to us by email at privacy@documize.com.

Use of the Subscription Service

Our online Subscription Service requires customers to supply us with contact information such as email addresses of users and physical addresses of organisations to which they may belong. This information, which is stored and managed on our service providers' servers, is then used so that the current and prospective customers can be contacted about their interest in the company's goods or services and interact with the company.

Sensitive Information

This refers to credit or debit card numbers, personal financial account information, Social Security numbers, passport numbers, driver's license numbers or similar personal identifiers, racial or ethnic origin, physical or mental health condition or information, or other employment, financial or health information.

Information We Collect

You are free to explore our Website without providing any information about yourself. When you register for the Subscription Service, we request that you provide Personal Information about yourself, and we collect Navigational Information.

We use analytics software on our Website, as part of the Service, and in the Documize App to allow us to better understand the functionality of our software for the purpose of improving the experiences of our customers. In addition to information we collect on our Website and in the Service, when you use the Documize App we may also collect your city location, device model and version, OS version, and your Subscription Service credentials.

If you use the Documize App we send push notifications from time to time in order to update you about actions on your account. If you no longer wish to receive such communications, you may turn them off at the device level.

We may link information we store within analytics software that we use to Personal Information you submit within the Documize App.

Personal Information

This refers to any information that you voluntarily submit to us and that identifies you personally, including contact information, such as your name, e-mail address, company name, address, phone number, and other information about yourself or your business. Personal Information can also include information about any transactions, both free and paid, that you enter into on the Websites, and information about you that is available on the internet, such as from Facebook, LinkedIn, Twitter and Google, or publicly available information that we acquire from service providers.

Navigational Information

This refers to information about your computer and your visits to this website such as your IP address, geographical location, browser type, referral source, length of visit and pages viewed. Please see the "Navigation Information" section below.

Payment Information

We collect and process payment information from you when you subscribe to the Subscription Service, including credit cards numbers and billing information, using third party PCI-compliant service providers. Except for this, we do not collect Sensitive Information from you.

Information About Children

The Websites are not intended for or targeted at children under 15, and we do not knowingly or intentionally collect information about children under 15. If you believe that we have collected information about a child under 15, please contact us at privacy@documize.com, so that we may delete the information.

How We Use The Information We Collect

We use the information we collect only in compliance with this Privacy Policy. Customers who subscribe to our Service are obligated through our agreements with them to comply with this Privacy Policy.

We will never sell your Personal Information to any third party.

Use of Personal Information

In addition to the uses identified elsewhere in this Privacy Policy, we may use your Personal Information to: (a) improve your browsing experience by personalizing the Website and to improve the Service and/or Mobile App; (b) send information to you which we think may be of interest to you by post, email, or other means; (c) send you marketing communications relating to our business or the businesses of carefully-selected third parties which we think may be of interest to you, and (d) provide other companies with statistical information about our users -- but this information will not be used to identify any individual user. We may, from time to time, contact you on behalf of external business partners about a particular offering that may be of interest to you. In those cases, we do not transfer your unique Personal Information to the third party. In addition, we may share data with trusted partners to contact you based on your request to receive such communications, help us perform statistical analysis, or provide customer support. Such third parties are prohibited from using your Personal Information except for these purposes, and they are required to maintain the confidentiality of your information.

Use of Navigational Information

We use Navigational Information to operate and improve the Website and the Service. We may also use Navigational Information alone or in combination with Personal Information to provide you with personalized information about our products and services.

Customer Testimonials and Comments

We post customer testimonials and comments on our Websites, which may contain Personal Information. We obtain each customer's consent via email prior to posting the customer's name and testimonial.

We reserve the right to display your business logo on our website if you use our prodiuct. You may ask for this to be removed by sending your request to privacy@documize.com

Use of Credit Card Information

If you give us credit card information, we use it solely to check your financial qualifications and collect payment from you. We use a third-party service provider to manage credit card processing. This service provider is not permitted to store, retain, or use information you provide except for the sole purpose of credit card processing on our behalf.

Service Providers and Affiliates

We employ other companies and people to provide services to visitors to our Websites, our customers, and users of the Service and may need to share your information with them to provide information, products or services to you. Examples may include removing repetitive information from prospect lists, analyzing data, providing marketing assistance, processing credit card payments, supplementing the information you provide us in order to provide you with better service, and providing customer service. In all cases where we share your information with such agents, we explicitly require the agent to acknowledge and adhere to our privacy and data handling policies.

Security of your Personal Information

We use a variety of security technologies and procedures to help protect your Personal Information from unauthorized access, use or disclosure. We secure the Personal Information you provide on computer servers in a controlled, secure environment, protected from unauthorized access, use or disclosure. When sensitive Personal Information is collected on our Websites and/or transmitted to other websites, it is protected through the use of encryption, such as the Secure Socket Layer (SSL) protocol.

Social Media Features

Our Website may include Social Media Features, such as the Facebook Like button and Widgets, such as the Share This button or interactive mini-programs that run on our sites. These features may collect your IP address, which page you are visiting on our sites, and may set a cookie to enable the feature to function properly. Social Media Features and Widgets are either hosted by a third party or hosted directly on our Websites. This Privacy Policy does not apply to these features. Your interactions with these features are governed by the privacy policy and other policies of the companies providing them.

External Websites

Our Website and Service can provide links to other websites. We do not control, and are not responsible for, the content or practices of these other websites. Our provision of such links does not constitute our endorsement of these other websites, their content, their owners, or their practices. Further, you may in using the Service, provide your own links to external websites. This Privacy Policy does not apply to these other websites, which are subject to any privacy and other policies they may have.

Public Forums

We offer a publicly accessible blog. Please keep in mind that if you directly disclose any information through our blog, or any community forum we may create in the future, this information may be collected and used by others. We will correct or delete any information you have posted on such Public Forums if you so request, as described in "Opting Out and Unsubscribing" below.

Retention of Personal Information

We retain Personal Information that you provide us as long as we consider it potentially useful in contacting you about the Service or our other services, and then we securely delete the information. We will delete this information from the servers at an earlier date if you so request, as described in "Opting Out and Unsubscribing" below. If you provide information to our customers as part of their use of the Service, our customers decide how long to retain the personal information they collect from you. If a customer terminates its use of the Service, then we will provide customer with access to all information stored for the customer by the Service, including any Personal Information provided by you, for export by the customer according to our agreement with our customer. After termination, we may, unless legally prohibited, delete all customer information, including your Personal Information, from the Subscription Service.

International Transfer of Information

To facilitate our global operations, we may transfer and access Personal Information from around the world, including the United States. This Privacy Policy shall apply even if we transfer Personal Information to other countries.

Legal Disclosure

We reserve the right to use or disclose your Personal Information if required by law or if we reasonably believe that use or disclosure is necessary to protect our rights or to comply with a law, court order, or legal process.

Navigational Information

We use "cookies" to help you personalize your online experience. A cookie is a text file that is placed on your hard disk by a Web server. Cookies are not used to run programs or deliver viruses to your computer. Cookies are uniquely assigned to you, and can only be read by a Web server in the domain that issued the cookie to you. One of the primary purposes of cookies is to provide a convenience feature to save you time. The purpose of a cookie is to tell the Web server that you have returned to a specific page. For example, if you personalize pages on our Websites, or register for the Subscription Service, a cookie helps us to recall your specific information on subsequent visits. When you return to the same Website, the information you previously provided can be retrieved, so you can easily use the customized features.

You have the ability to accept or decline cookies. Most Web browsers automatically accept cookies, but you can modify your browser setting to decline cookies if you prefer. If you choose to decline cookies, you may not be able to fully experience the interactive features of our Website, Blog or Service. Documize Limited keeps track of the pages you visit within our Website and Service, in order to determine what portion of the Website or Service is the most popular or most used. This data is used to deliver customized content and promotions within the Website and Service to customers whose behavior indicates that they are interested in a particular subject area.

Demographic Data

We may collect demographic information, such as your ZIP or Postal code, age, gender, preferences, interests and favorites using log files that are not associated with your name or other personally identifying information. There is also information about your computer hardware and software that is automatically collected by us. This information can include: your IP address, browser type, domain names, access times and referring website addresses. This information is used by us for the operation of the Website and Service, to maintain quality of both, and to provide general statistics regarding use of of our products and services. For these purposes, we do link this automatically-collected data to Personal Information such as name, email address, address, and phone number.

Third Party Tracking Technologies

The use of cookies and web beacons by any tracking utility company is not covered by our privacy statement. We do not have access or control over these third party tracking technologies.

Opting Out and Unsubscribing

You have the following rights with respect to any personal information we may have provided to us.

  • To see the information that you have supplied to us
  • To ask that we correct any errors or omissions in user information that you have supplied to us
  • To request that your user information not be used to contact you
  • To request that your user information be removed from any solicitation list that we use
  • To request that your user information be deleted from our records

You may unsubscribe from our marketing communications by clicking on the "unsubscribe" link located on the bottom of our e-mails.