Privacy Policy

1. Scope

This Privacy Policy applies to personal information we process when you:

visit our websites or portals;

create or use an account;

upload, send, forward, import, connect, verify, or manage files, communications, or metadata through the Services;

contact us for support, sales, or other inquiries;

receive communications from us; or

interact with our integrations, APIs, cookies, analytics, and security tools.

This Privacy Policy does not govern third-party websites, platforms, apps, cloud-storage providers, email services, messaging systems, or other services that may integrate with DocuProof . Those third parties have their own privacy policies and practices.

2. Roles of the Parties

Depending on the context, DocuProof may act as:

a controller or similar business operator for personal information we collect directly for our own business purposes, such as account administration, billing, security, support, analytics, and marketing; and/or

a processor, service provider, or similar role when we process personal information on behalf of a customer in connection with the customer’s use of the Services.

If you are an end user whose data was submitted to DocuProof by one of our customers, that customer may be the party primarily responsible for your data and for responding to certain rights requests. In those cases, we may direct your request to the relevant customer or assist them in responding.

3. Categories of Personal Information We Collect

Depending on how you use the Services, we may collect the following categories of personal information:

A. Account and profile information

name

email address

phone number

organization name

job title

login credentials or authentication identifiers

account preferences and settings

B. Verification and content-related information

documents, files, photos, screenshots, and uploads

emails, messages, attachments, and related metadata

sender and recipient details

timestamps, file names, hashes, device or source metadata

audit events, evidence records, certificates, and verification outputs

comments, notes, labels, folders, and workflow actions

C. Technical and device information

IP address

browser type

operating system

device identifiers

log files

crash data

session activity

approximate location derived from IP

API usage information

D. Billing and transaction information

billing name and address

subscription details

plan type

payment-related metadata

invoices

transaction history

We generally use payment processors for card handling and do not store full payment card numbers ourselves unless explicitly stated.

E. Communications and support information

support requests

emails and chat messages sent to us

call notes

feedback

survey responses

sales communications

F. Marketing and website usage information

page views

referral URLs

cookie or similar identifier data

campaign performance metrics

email engagement data, where permitted

G. Sensitive information

Because our platform may be used to handle evidentiary, legal, case-related, or other sensitive materials, users may choose to submit information that is considered sensitive under certain laws. We do not ask users to submit sensitive personal information unless needed for the Services, and users are responsible for ensuring they have lawful authority to submit it.

4. Sources of Personal Information

We collect personal information:

directly from you;

from your employer, firm, or organization;

from users acting on behalf of an organization;

from files, messages, or records uploaded, forwarded, or connected to the Services;

from third-party integrations such as cloud-storage, email, identity, telephony, messaging, or timestamping providers;

from cookies, logs, analytics, and security tools; and

from public or commercially available sources where permitted by law.

5. Purposes of Processing

We may collect and use personal information for the following purposes:

to provide, operate, maintain, and improve the Services;

to authenticate users and manage accounts;

to capture, ingest, process, hash, timestamp, index, verify, and organize data and records;

to generate audit logs, certificates, verification records, and related outputs;

to provide customer support and respond to requests;

to process billing, payments, renewals, and account administration;

to monitor security, detect fraud, prevent abuse, and protect the integrity of the Services;

to troubleshoot, debug, analyze performance, and improve reliability;

to communicate with you about updates, service notices, invoices, security alerts, and support matters;

to send marketing communications where permitted by law;

to comply with legal obligations and lawful requests;

to establish, exercise, or defend legal cases; and

to improve, or quality-check internal systems where legally permitted and contractually allowed.

6. Legal Bases for Processing

Where GDPR or similar laws apply, we rely on one or more of the following legal bases:

performance of a contract, such as providing the Services you request;

legitimate interests, such as operating, securing, improving, and administering the Services, provided those interests are not overridden by your rights;

consent, where required or where we specifically ask for it;

legal obligation, where processing is necessary to comply with law; and

legal cases or vital/public interest grounds, where applicable under law.

Under PIPEDA, organizations are generally expected to identify purposes and obtain meaningful consent, subject to limited exceptions, while also maintaining openness about their privacy practices.

7. Cookies and Similar Technologies

We may use cookies, pixels, SDKs, local storage, and similar technologies to:

keep you signed in;

remember settings and preferences;

analyze traffic and usage;

improve performance and security;

measure campaign effectiveness; and

support certain product features.

You can usually control cookies through your browser settings. Some features may not function properly if cookies are disabled.

Where required by law, we will request consent for non-essential cookies or similar technologies.

8. How We Disclose Personal Information

We may disclose personal information to:

affiliates and related entities;

hosting, infrastructure, storage, analytics, security, and support vendors;

payment processors;

identity, email, messaging, telephony, cloud-storage, and integration providers;

professional advisers such as auditors, lawyers, and consultants;

corporate transaction counterparties in connection with a merger, financing, restructuring, sale, or acquisition;

law enforcement, regulators, courts, or government authorities where required or permitted by law; and

others at your direction or with your consent.

We do not sell personal information for money.

We also do not share personal information for cross-context behavioral advertising unless we specifically say so and provide any required rights or opt-outs.

9. Data Residency, Subprocessors, and Cross-Border Processing

DocuProof may process and store personal information in Canada, the United States, the European Economic Area, and other jurisdictions where we or our service providers operate.

Canadian-hosted Services.

Where a Customer’s order form, enterprise agreement, or service description identifies the production environment as Canadian-hosted, the core application infrastructure and primary storage assigned to that environment are hosted in Canada. Canadian hosting does not, by itself, mean that every feature or supporting service processes data only in Canada. For example, authentication, billing, support, security, analytics, communications, integrations, timestamping, and AI services may involve providers operating in other jurisdictions.

AI processing.

When a Customer enables or uses an AI feature, the prompts, files, extracts, metadata, and generated outputs needed to provide that feature may be disclosed to an AI service provider and processed outside Canada, including in the United States. We disclose only the information reasonably necessary to provide the requested feature, subject to our agreements with the applicable provider. Customers that require Canadian-only processing should not use AI features unless DocuProof has confirmed in writing that the specific feature is eligible for Canadian-only processing.

Canadian-only processing requests.

Canadian-only processing is not enabled merely because a Customer uses a Canadian-hosted environment. A Customer may request Canadian-only processing before submitting Customer Content. Any such restriction applies only if, and to the extent, it is expressly confirmed in an order form, enterprise agreement, or other written agreement with DocuProof. Some features may be unavailable under that restriction.

Subprocessors that may receive Customer Content.

Customer Content may be processed by: (a) the infrastructure and storage providers used for the Customer’s assigned environment; (b) an AI provider when the Customer invokes an AI feature; (c) Google, Microsoft, or Dropbox when the Customer connects Google Drive, OneDrive, SharePoint, or Dropbox; (d) timestamping or verification providers, generally using hashes and related metadata rather than the underlying file where the feature permits; and (e) support, security, or communications providers when access is necessary to provide the requested service. A current list identifying the applicable Subprocessors and their processing locations is available upon request under our Data Processing Addendum.

Connected storage.

Connecting a third-party storage account does not transfer control of that account to DocuProof. Source data generally remains in the Customer’s Google Drive, OneDrive, SharePoint, or Dropbox account unless the Customer changes or deletes it there. When the Customer imports, synchronizes, monitors, or verifies connected data, DocuProof may retrieve and store a separate copy, together with metadata, hashes, audit events, and verification outputs, in the Services. Disconnecting the storage account does not automatically delete copies or records already created in DocuProof; those materials are governed by the Customer’s plan, retention settings, and deletion requests.

If personal information is transferred outside the EEA, UK, or Switzerland, we will use an appropriate transfer mechanism where required by law, such as contractual safeguards or another lawful transfer basis. GDPR transparency rules require organizations to inform individuals about international transfers and related safeguards.

You understand that privacy laws in other jurisdictions may differ from those in your home jurisdiction.

10. Retention and Deletion

We keep saved matter records, extracted text, analysis, fingerprints and verification history while you retain the matter in an open account. Purchasing an export does not itself trigger deletion. Your firm remains responsible for its own professional retention obligations and archive.

An authorised organisation administrator may request deletion of a matter or account data at any time using the privacy contact below. We acknowledge requests within 5 business days, verify authority without unnecessary delay, and delete the requested data from active systems within 30 calendar days of a verified request. We confirm completion and identify any preservation exception.

Backup copies of deleted data expire within a further 90 calendar days, for a maximum of 120 days from the verified request. Backup data is restricted to recovery operations; deletion instructions must be reapplied before restored data becomes available for ordinary use.

Before requesting deletion, retrieve records your firm needs. Disconnecting a drive does not delete previously imported data. Deletion in our service does not delete your cloud originals or packages already delivered to your drive. Expiry of a hosted download does not delete your matter.

We may preserve specifically identified data where required by law or a documented customer preservation instruction. We limit its use and access, review the need at least every 90 days, and delete it within 30 days after the requirement ends. We notify you of the exception unless legally prohibited. Necessary billing, tax and security records may follow separate legal retention requirements; this does not justify keeping unrelated matter content.

These deletion obligations include instructions to service providers holding the requested data on our behalf. Any provider retention required by law is handled as a preservation exception. We do not promise zero-retention AI processing.

11. Data Security

We use reasonable administrative, technical, and organizational safeguards designed to protect personal information against unauthorized access, loss, misuse, alteration, and disclosure. However, no system can be guaranteed to be completely secure.

You are responsible for maintaining the security of your account credentials, devices, networks, and any third-party systems you connect to the Services.

12. Your Privacy Rights

Depending on your location and applicable law, you may have the right to:

know whether we process your personal information;

access personal information we hold about you;

request correction of inaccurate information;

request deletion of personal information;

object to or restrict certain processing;

withdraw consent where processing is based on consent;

request portability of certain data;

opt out of certain disclosures, sales, sharing, profiling, or targeted advertising, where applicable; and

lodge a complaint with a supervisory or regulatory authority.

The GDPR gives individuals rights over their personal data, and California law gives covered consumers rights including the right to know, delete, opt out of sale or sharing, and non-discrimination for exercising those rights.

To exercise rights, contact us using the details below. We may need to verify your identity before responding. Where we process information on behalf of a customer, we may refer your request to that customer.

We will not unlawfully discriminate against you for exercising applicable privacy rights.

13. Canada Privacy Rights

If PIPEDA or a substantially similar Canadian private-sector privacy law applies, you may request access to your personal information and request corrections where appropriate. PIPEDA’s openness and access principles require organizations to make privacy practices understandable and available, and to explain how individuals can request access.

If you are dissatisfied with our response, you may have the right to complain to the Office of the Privacy Commissioner of Canada or another applicable regulator.

14. EEA, UK, and Switzerland Privacy Rights

If you are located in the EEA, UK, or Switzerland, you may have rights under applicable data protection law, including the rights of access, rectification, erasure, restriction, objection, and portability, subject to legal exceptions.

You may also have the right to lodge a complaint with your local data protection authority.

15. U.S. State Privacy Notice

Residents of certain U.S. states may have additional rights under applicable privacy laws. Depending on the state and the law, these may include rights to access, correct, delete, obtain a copy of data, and opt out of targeted advertising, sale, certain profiling, or some sensitive-data uses.

Because U.S. state privacy laws continue to expand and differ by state, we may provide state-specific supplements or additional disclosures where required.

16. California Privacy Notice

This section applies to California residents to the extent the California Consumer Privacy Act, as amended, applies.

Categories of personal information collected

In the past 12 months, we may have collected the categories listed in Section 3 above, including identifiers, commercial information, internet or network activity, professional information, communications content, and other information that may relate to a person or household, depending on use of the Services.

Purposes

We collect and use personal information for the purposes described in Sections 5 through 8.

Disclosures

We may disclose the categories of personal information listed above to the categories of recipients described in Section 8 for business purposes.

Sales and sharing

We do not sell personal information for money. We do not knowingly share personal information for cross-context behavioral advertising unless specifically disclosed.

California rights

Subject to applicable exceptions, California residents may have the right to:

know what personal information we collect, use, disclose, sell, or share;

request deletion;

request correction;

opt out of sale or sharing;

limit certain uses of sensitive personal information where applicable; and

be free from discrimination for exercising these rights.

California’s official guidance states that consumers have rights to know, delete, opt out of sale or sharing, and non-discrimination.

To exercise California rights, contact us using the contact details below.

17. Children’s Privacy

The Services are not directed to children, and we do not knowingly collect personal information directly from children in violation of applicable law. If you believe a child has provided personal information unlawfully, contact us so we can investigate and take appropriate action.

18. Automated Decision-Making and AI Features

If we offer AI-assisted analysis, classification, extraction, anomaly detection, summarization, or similar features, those features may involve automated processing of content and related data.

Unless expressly stated otherwise, such features are intended to assist users and should not be treated as the sole basis for legal, employment, regulatory, or similarly significant decisions without human review.

Where required by law, we will provide additional notice or rights related to automated processing.

19. Do Not Track and Global Privacy Control

Some browsers offer “Do Not Track” signals, but there is not a uniform standard for responding to them.

Where required by applicable law, we will honor legally recognized opt-out preference signals, such as the Global Privacy Control, for relevant data practices. California guidance notes that consumers may opt out of sale or sharing, including via GPC.

20. Breach Notification

If we become aware of a breach affecting personal information, we will investigate and provide notices as required by applicable law, taking into account the nature of the incident, our legal obligations, and the jurisdictions involved. All U.S. states have breach notification laws, and Canada also imposes breach-related obligations in applicable cases.

21. Third-Party Services

Our Services may link to or integrate with third-party services. We are not responsible for the privacy, security, or data-handling practices of those third parties. You should review their privacy policies separately.

22. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. When we do, we will post the updated version and revise the “Last Updated” date. Where required by law, we will provide additional notice or obtain consent.

California’s guidance recommends that privacy policies be updated at least annually.

23. Contact Us

If you have questions or would like to exercise privacy rights, contact:

DocuProof Inc.

info@DocuProof.app

24. EU / UK Representative and Data Protection Officer

If required by applicable law, we will identify our Data Protection Officer and/or EU or UK representative here:

Data Protection Officer: info@DocuProof.app