Privacy Policy

Last updated: May 23, 2024

Your privacy is important to us. This Privacy Policy (“Policy”) applies to services provided by SimpleDocs, Inc. (“we”, “us”, or “SimpleDocs”) and our website, product pages, mobile or web applications, or other digital products that link to or reference this Policy (collectively, the “Services”) and explains what information we collect from users of our Services (a “user”, “you”, or “your”), including information that may be used to personally identify you (“Personal Information”) and how we use it. We encourage you to read the details below. This Policy applies to any visitor to or user of our Services.

We reserve the right to change this Policy at any time. We will notify you of any changes to this Policy by posting a new Policy to this page, and/or by sending notice to the primary email address specified in your account. You are responsible for ensuring we have an up-to-date active and deliverable email address for you, and for periodically reviewing this Policy to check for any changes. Changes to this Policy are effective when they are posted on this page. You acknowledge that your continued use of our Services after we publish or send a notice about our changes to this Policy means that the collection, use and sharing of your Personal Information is subject to the updated Policy.

Scope and Applicability

Data protection laws distinguish between entities that control the purposes and means of processing information and entities that process information on behalf of other entities. Our services agreement or other agreement for services (“Customer Agreement”), governs our provision of Services to a business customer (a "Customer"). When SimpleDocs processes Personal Information on behalf of a Customer to provide contracted Services, we do so in accordance with the terms of the Customer Agreement and the Customer's instructions, not this Policy. If you wish to exercise your rights regarding Personal Information we are processing on behalf of a Customer, you should contact the applicable Customer for assistance, and SimpleDocs may forward communications we receive from you to the Customer for resolution. We are not responsible for the privacy practices of our Customers, which may differ from those in our Policy.

Moreover, this Policy does not apply to any third-party applications or services that are used in connection with our Services, or any other products, services or accounts provided by other entities under their own terms of service and privacy policy (collectively, "Third-Party Services"). For example, a Customer may connect or enable integration of the Services with third party applications and platforms and other products and services to its Services account. These Third-Party Services are not part of our Services and are provided by independent third parties under their policies and terms. Lastly, the Services may contain links to other websites. We have no control over these websites and they are subject to their own terms of use and privacy policies.

Subprocessors

We use the following subprocessors to process your Personal Information (full name and email address) specifically collected as part of using the app, not browsing the website:

AWS
Heroku

What Information Do We Collect?

Information You Provide to Us

Account Information: To create an account for the Services, we require that you provide us with your name, email, password, and authentication credentials.
Department Information: To help us set up access permissions, we may also ask you to provide us with your title, department group, and/or role within your company.
Customer Data: In using our Services, you may submit or upload templates, workflows, documents and other Customer Data (defined in the Customer Agreement) to us. Our use of and processing of Customer Data is governed by our Customer Agreement.
Other Information You Provide: We receive other information from you when you choose to interact with us in other ways, such as if you sign up for one of our webinars or newsletters, participate in a research study or event, provide a testimonial or review, or otherwise communicate with us, including without limitation any communications through chat sessions.

Information We Collect Automatically

Furthermore, we may automatically collect in and through the Services the following “Technical Information”:

Device data, including information about the type of device or browser you use, your device's operating software and settings, your internet service provider.
Usage data, including, but not limited to, search terms entered, access time, pages viewed, and other usage behavior identified by analytics events.
Location Data, including approximate geographic location.
Network and internet information, including, URLs, domain names, bounce rates, use of spoofing, active (TCP/IP) ports, number of sessions initiated, click streams, location information and network/Wi-Fi access points.

We use cookies and other tracking technologies to help us collect and process Technical Information. Please see the “How Do We Use Tracking Technologies” section below for more information.

Information We Receive from Other Sources

Third-Party Integrations: Third parties may develop their applications to interoperate with the Services. If you elect to use an integration with the Services, the third-party may share some information about you with us to make your experience more seamless or as needed to facilitate the integration.
Marketing Information: We may receive marketing or demographic information about you from third parties, for example, social networks, advertising providers, and service providers. This may include but is not limited to data about your organization or industry or other public information from sources like social media or online professional profiles. We may combine this information with other data we already have to improve your experience with our Services or inform you of Services we think may be of interest to you.
Partners: We may engage with referral, joint marketing, and other business partners and may receive information about you from these partners.
Publicly Available Sources: We may receive or collect information available in the public domain.

How Do We Use The Information We Collect?

We may use the information we collect:

To deliver and improve the Services and your overall user experience.
To protect, investigate, and deter against fraudulent, unauthorized, or illegal activity.
To link or combine user information with other Personal Information.
To develop, improve or expand our business, products and services.
To conduct internal reporting, auditing, and research, including focus groups and surveys.
To compare and verify information for accuracy and update our records.
To email, message, or otherwise contact you with information and updates about us and the Services.
To respond to your comments and questions and provide customer service.
To send you information including confirmations, invoices, technical notices, updates, security alerts, and support and administrative messages.
To analyze how you use the Services with tools such as Google Analytics and Mixpanel to help us understand traffic patterns and know if there are problems with the Services.
Create targeted advertising to promote the Services and engage our users.
In connection with a merger, acquisition, reorganization or similar transaction.
When required by law or to respond to legal process.
To protect our users, other individual lives, and/or the rights or property of SimpleDocs.
To maintain the security of the Services.
At your direction or instruction, or for any other purpose with your consent.

Data Subject Rights

As a user of our Services, you have the following rights under U.S. data protection laws:

Right to Access: You have the right to request access to your Personal Information that we hold.
Right to Rectification: You have the right to request correction of any inaccurate or incomplete Personal Information.
Right to Deletion: You have the right to request the deletion of your Personal Information, subject to certain exceptions.
Right to Restriction of Processing: You have the right to request that we restrict the processing of your Personal Information in certain circumstances.
Right to Data Portability: You have the right to request a copy of your Personal Information in a structured, commonly used, and machine-readable format.
Right to Object: You have the right to object to the processing of your Personal Information in certain circumstances.

To exercise any of these rights, please contact us at support@simpledocs.com. We may need to verify your identity before processing your request.

Data Breach Notification

In the event of a data breach that is likely to result in a risk to your rights and freedoms, we will notify you and the relevant authorities within 48 hours by email. We will provide information on the nature of the breach, the likely consequences, and the measures taken to address the breach.

Employee Training and Policies

Third-Party Risk Assessment

Do We Share Your Personal Information?

In addition to the specific situations discussed elsewhere in this privacy policy, we disclose personal information in the following circumstances:

With our corporate affiliates and subsidiaries.
With the applicable Customer to provide Services on their behalf. Our Customers are independent entities and their processing of information is subject to their own policies and terms.
With third parties that perform services to support our core business functions and internal operations, which may include database administrators, cloud computing services, payment processors, advertising services, and application services providers.
With third parties that we have partnered with, such as to jointly create and offer a product, service or joint promotion or in connection with facilitating referral partnerships.
To support our audit, compliance, and corporate governance functions.
In connection with a change of ownership or control of all or part of our business (such as a merger, acquisition, reorganization, or bankruptcy).
If we have a good-faith belief that access, use, preservation, or disclosure of such information is reasonably necessary to detect or protect against fraud or security issues.
If required or permitted by applicable law or regulation, including laws and regulations of the United States and other countries, or in the good faith belief that such action is necessary to: (a) comply with a legal obligation or in response to a request from law enforcement or other public authorities wherever SimpleDocs may do business; (b) protect and defend the rights or property of SimpleDocs; (c) act in urgent circumstances to protect the personal safety of users, customers, and contractors/employees of SimpleDocs or others; or (d) enforce our Terms of Service or otherwise protect against any legal liability.
With your consent or at your direction.

How Do We Use Tracking Technologies?

Some of the features on the Services may require the use of “cookies” - small text files that are stored on your device’s hard drive. We use Cookies to enable our servers to recognize your web browser and tell us how and when you visit and use our Services, to remember your preferences, analyze trends, learn about our user base, provide relevant advertising, and operate and improve our Services. We may supplement the information we collect from you with information received from third parties, including information collected using third party cookies. You may delete and block all cookies from our Services, but parts of the Services may not work or your overall user experience may be diminished, since it will no longer be personalized to you. It may also prevent you from saving customized settings, like log-in information.

We want to be open about our cookie use. The following sets out how we may use different categories of cookies and your options for managing cookie settings:

Type of Cookies

Required cookies

Required cookies enable you to navigate the Services and use their features, such as accessing secure areas of the Services. If you have chosen to identify yourself to us, we use cookies containing encrypted information to allow us to uniquely identify you. These cookies allow us to uniquely identify you when you are logged into the Services and to process your online transactions and requests.

Because required cookies are essential to operate the Services, there is no option to opt out of these cookies.

Performance cookies

These cookies collect information about how you use our Services, including which pages you go to most often and if they receive error messages from certain pages. These cookies do not collect information that individually identifies you. Information is only used to improve how the Services function and perform. From time to time, we may engage third parties to track and analyze usage and volume statistical information relating to individuals who visit the Services.

Functionality cookies

Functionality cookies allow our Services to remember information you have entered or choices you make and provide enhanced, more personal features. These cookies also enable you to optimize your use of the Services after logging in. These cookies can also be used to remember changes you have made to text size, fonts, and other parts of web pages that you can customize.

Targeting or advertising cookies

From time to time, we may engage third parties to track and analyze usage and volume statistical information from individuals who visit the Services. We sometimes use cookies delivered by third parties to track the performance of our advertisements. For example, these cookies remember which browsers have visited the Services. As you browse the Services, advertising cookies may be placed on your computer so that we can understand what you are interested in. Our advertising partners then enable us to present you with retargeted advertising on other Services based on your previous interaction with the Services.

In addition to cookies, we may use other tracking technologies to help us collect and process Technical Information:

Log Files: Files that record events that occur in connection with your use of technology services, including the Services.
Pixels (also known as web beacons): Code embedded in a website, email, application, or advertisement that sends information about your use to a server. There are various types of pixels, including image pixels (small graphic images) and JavaScript pixels (which contain JavaScript code). When you access technology that contains a pixel, the pixel may permit us or a separate entity to track your interactions. We may incorporate pixels from separate entities that allow us to track our conversions, bring you advertising, and provide you with additional functionality.

Analytics and Interest-Based Advertising

We may use analytics services to help us understand how users access and use the Services and other aspects of our products and services. In addition, we may work with agencies, advertisers, ad networks, and other technology services to place advertisements on our behalf on other websites and services. Our third-party analytics services providers and advertising providers may use cookies and other tracking technologies to collect and store Technical Information to be used for the purposes outlined in this Privacy Policy.

Google Analytics: We use Google Analytics to help collect and analyze certain information for the purposes discussed in this Policy. You may opt-out of the use of cookies by Google Analytics at Google Analytics Opt-out.
Mixpanel: We use Mixpanel to help analyze how users use the site. You can prevent Mixpanel from using your information for analytics purposes by opting out. To opt-out of Mixpanel service, please visit Mixpanel Opt-out. For more information on what type of information Mixpanel collects, please visit the Mixpanel Terms of Use.

Our third-party advertising service providers may use web beacons to recognize you when you visit the Services and to help determine how you found the Services. They may also use cookies, action tags, web beacons, and/or GIF tags placed in various places on the Services and our online ads to collect information about your visit and your interaction with our ads. To limit collection of information from mobile devices, including location data, please visit your device’s settings to set the “Limit Ad Track,” “Location Based Services,” or other similar feature on your device. You can also make choices about data collection for certain companies by visiting an industry consumer choice platform such as the NAI Opt-out or the DAA Opt-out. If you opt-out of interest-based ads, you will still see ads on websites you visit, but those ads will not be based on your browsing behavior.

Session replay technologies, such as FullStory, Inc., may be used to collect information regarding visitor behavior on the Service. For more information about FullStory, please see the FullStory Privacy Policy. You can opt out of FullStory’s collection and processing of data generated by your use of the Services by going to FullStory Opt-out.

How Do We Secure Your Personal Information?

We take reasonable steps to protect your Personal Information against unauthorized access, alteration, disclosure, misuse, or destruction. Unfortunately, no data transmission or storage system can be guaranteed to be 100% secure. The safety and security of your Personal Information also depend on you. If you have an account with us, you are responsible for keeping your membership details confidential. Your account is protected by your account password and we urge you to take steps to keep your Personal Information safe by not disclosing your password and by logging out of your account after each use. We further protect your Personal Information from potential security breaches by implementing certain technological security measures, including encryption, firewalls, and secure socket layer technology. However, these measures do not guarantee that your Personal Information will not be accessed, disclosed, altered, or destroyed by a breach of such firewalls and secure server software. By using the Services, you acknowledge that you understand and agree to assume these risks.

Data Retention

We retain your Personal Information while your account is in existence or as needed to provide the Services to you and our Customer. This includes data you or others provided to us and data generated or inferred from your use of the Services. Please note that we may retain information that is otherwise deleted in anonymized and aggregated form, in archived or backup copies as required pursuant to records retention obligations, or otherwise as required by law. We may retain an archived copy of your records as required by law or for legitimate business purposes.

Managing Your Privacy

All users may request to review, update, correct or delete the Personal Information furnished by a user in their user account by contacting us at support@simpledocs.com. For your protection, we may only share and update the Personal Information associated with the specific email address that you use to send us your request, and we may need to verify your identity before doing so. We will try to comply with such requests in a reasonably timely manner. If you completely and permanently delete all of your Personal Information, then your user account may become deactivated. If you wish to cancel your account, please reach out to the Customer. Please note that we may retain information that is otherwise deleted in anonymized and aggregated form, in archived or backup copies as required pursuant to records retention obligations, or otherwise as required by law. We may retain an archived copy of your records as required by law or for legitimate business purposes.

We may use some of the information we collect for marketing purposes, including to send you promotional communications about new SimpleDocs features, products, events, or other opportunities. If you wish to stop receiving these communications or to opt out of the use of your information for these purposes, please follow the opt-out instructions, such as clicking "Unsubscribe" (or similar opt-out language) in those communications. You can also contact us at support@simpledocs.com to opt-out. Despite your indicated email preferences, we may send you service-related communications, including notices of any updates to our terms of service or privacy policy.

Links to Third-Party Websites

We may provide links to other websites. We have no control over these websites and they are subject to their own terms of use and privacy policies. As such, we do not endorse and are not responsible for the availability of, or for any content, advertising, products, or other materials on or available from, these third-party websites. By using the Services, you agree that we will not be liable for any damage or loss caused by your use of or reliance on any content, advertising, products, or other materials on or available from these third-party websites.

How We Respond to Do Not Track Signals

Your browser settings may allow you to automatically transmit a Do Not Track signal to websites and other online services you visit. We will adjust our practices accordingly when we receive a Do Not Track signal from a visitor’s browser. To find out more about Do Not Track, please visit All About Do Not Track.

Children Under 16

The Services are not directed to individuals who are under the age of sixteen (16) and we do not solicit nor knowingly collect Personal Information from children under the age of sixteen (16). If you believe that we have unknowingly collected any Personal Information from someone under the age of sixteen (16), please contact us immediately at privacy@simpledocs.com and the information will be deleted.

Third-Party Direct Marketing

We currently do not share Personal Information with third parties for their direct marketing purposes without your consent.

A Note to Users Outside the United States

SimpleDocs is based in the United States. The Services are controlled and operated by us from the United States and are not intended to subject us to the laws or jurisdiction of any state, country, or territory other than that of the United States. Your Personal Information may be stored and processed in any country where we have facilities or in which we engage service providers, and by using the Services you consent to the transfer of information to countries outside of your country of residence, including the United States, which may have data protection rules that are different from those of your country. In certain circumstances, courts, law enforcement agencies, regulatory agencies, or security authorities in those other countries may be entitled to access your Personal Information.

Employee Training and Policies

We take the protection of your Personal Information seriously and ensure our employees are trained on data protection principles and practices. We have internal policies in place to ensure compliance with this Privacy Policy and to safeguard your data. Regular training sessions and updates are provided to our employees to ensure they are aware of and understand the importance of data protection.

Third-Party Risk Assessment

We assess and review our third-party service providers to ensure they comply with our privacy and security standards. This includes evaluating their data protection measures and regularly monitoring their compliance with relevant regulations and our policies. We conduct thorough due diligence before engaging any third-party service provider and maintain ongoing oversight to ensure continued compliance.

Contact Us

If you have any questions about this Policy, your Personal Information, or the Services, you can contact us at privacy@simpledocs.com.

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