Privacy Policy

1. Scope of this Policy

This Privacy Policy explains how DocsDocs Technologies, Inc. (“DocsDocs,” “we,” “us,” or “our”) collects, uses, discloses, and protects personal information when you access https://www.docs-docs.com or any other website, portal, or online property operated by DocsDocs that links to this Policy (collectively, the “Site”). This Policy is incorporated by reference into our Website Terms of Use.

This Policy covers information collected through the Site. It does not apply to: (a) Protected Health Information (“PHI”) that DocsDocs processes on behalf of dental practices through the DocsDocs Platform, which is governed by the HIPAA Business Associate Agreement (“BAA”) between DocsDocs and the practice and by that practice’s own Notice of Privacy Practices; or (b) information governed by a separate agreement, such as the End User License Agreement (“EULA”), a Data Processing Agreement (“DPA”), or an Order Form. To the extent this Policy conflicts with a BAA or DPA with respect to PHI or platform data, that agreement controls.

Text messages exchanged between subscribing practices and their patients are described separately in our SMS Privacy Policy.

2. Information we collect

2.1 Information you provide. We collect information you submit through the Site — for example when you request a demo, contact sales or support, subscribe to a newsletter, apply for a job (including your name, email, phone number, résumé or CV, and work history), register for an account, or post a testimonial, review, or other feedback. This typically includes your name, email address, phone number, company or practice name, role, and the contents of your message.

2.2 Information collected automatically. When you use the Site, we and our service providers automatically collect certain information using cookies, web beacons, pixels, and similar technologies, including your IP address, device and browser type, operating system, referring and exit pages, pages and content viewed, links clicked, timestamps, and approximate location derived from your IP address.

2.3 Information from third parties. We may receive information about you from analytics providers, advertising partners, social-media platforms, event and webinar hosts, and business-contact or lead-enrichment providers, and we may combine it with information we already hold.

2.4 Categories under the CCPA/CPRA. The categories of personal information we collect through the Site are: identifiers (such as name, email address, phone number, and IP address); professional or employment-related information (for job applicants); commercial information (such as the products or services you are interested in); internet or other electronic network activity (such as your browsing activity on the Site); approximate geolocation; and inferences drawn from the foregoing. We do not intentionally collect sensitive personal information, government identifiers, financial account numbers, or health information through the public Site beyond what you voluntarily provide to us.

3. How we use information

We use the information we collect to:

• (a)respond to your demo requests, sales inquiries, and support requests;
• (b)provide, operate, maintain, secure, and improve the Site;
• (c)send you marketing communications about the DocsDocs Platform, subject to the opt-out rights described below;
• (d)evaluate and process job applications;
• (e)analyse traffic, measure the performance of our content and marketing, and understand how the Site is used;
• (f)personalise content and remember your preferences;
• (g)detect, prevent, and investigate fraud, abuse, security incidents, and violations of our Website Terms of Use; and
• (h)comply with our legal obligations and enforce our agreements.

4. Cookies, analytics, and tracking technologies

The Site uses cookies, web beacons, and similar tracking technologies to operate the Site, analyse traffic, remember preferences, deliver advertising, and measure marketing performance. These include strictly necessary cookies (required for the Site to function), functional cookies (to remember your preferences), analytics cookies (to understand usage), and advertising cookies (to deliver and measure marketing, including retargeting). Some of these technologies are operated by third-party analytics and advertising partners.

You can manage your cookie preferences through our cookie banner or through your browser settings. We honour Global Privacy Control (GPC) signals as a valid opt-out of the sale or sharing of personal information under the CCPA / CPRA and applicable state privacy laws. See Section 8 for how to opt out.

5. How we disclose information

We may disclose personal information to:

• (a)service providers and processors that perform services on our behalf — including hosting and cloud infrastructure, analytics, email delivery, payment processing (for customers), and recruiting tools — under contracts that restrict their use of the information to providing those services;
• (b)advertising and analytics partners, whose use of cookies and similar technologies may be considered a “sale” or “sharing” of personal information under certain state privacy laws;
• (c)government, regulatory, or law-enforcement authorities, or other parties, when we believe in good faith that disclosure is required by law or legal process or is necessary to protect the rights, property, or safety of DocsDocs, our users, or the public;
• (d)a successor entity in connection with a merger, acquisition, financing, reorganisation, or sale of all or part of our assets; and
• (e)any other party with your consent or at your direction.

We do not sell personal information for money. However, our use of advertising and analytics cookies may be considered “selling” or “sharing” for cross-context behavioural advertising under the CCPA/CPRA and similar state laws. You can opt out as described in Section 8. We do not knowingly sell or share the personal information of consumers we know to be under sixteen (16) years of age.

6. Marketing communications; email and SMS opt-out

If you provide your contact information, you consent to DocsDocs contacting you with marketing communications related to the DocsDocs Platform. We comply with the federal CAN-SPAM Act, the Telephone Consumer Protection Act (“TCPA”), and applicable state mini-TCPA statutes. You may opt out at any time by using the unsubscribe link in any marketing email, by replying STOP to any marketing SMS message, or by emailing contact@docs-docs.com. Message and data rates may apply. Transactional communications related to your account or active engagements with DocsDocs are not marketing communications and may continue even after you opt out of marketing.

7. Your privacy rights

7.1 State privacy rights. Depending on where you live, you may have the right to know what personal information we collect and how we use and disclose it; to access a copy of that information; to delete it; to correct inaccurate information; to opt out of the sale or sharing of personal information and of targeted advertising; to limit the use of sensitive personal information; to appeal a denial of your request; and to not be discriminated against for exercising your rights. California residents have these rights under the California Consumer Privacy Act (as amended by the California Privacy Rights Act, “CCPA/CPRA”). Residents of Colorado, Connecticut, Virginia, Utah, Texas, Oregon, Montana, Iowa, Delaware, Indiana, Florida, New Hampshire, New Jersey, Maryland, Minnesota, Rhode Island, Tennessee, Kentucky, and Nebraska have analogous rights under their respective state privacy laws.

7.2 How to exercise your rights. You may submit a request by emailing contact@docs-docs.com, or by using the opt-out methods in Section 8. We will take reasonable steps to verify your identity before responding, and we will respond within the timeframes required by applicable law (for example, within 45 days under the CCPA, with extensions where permitted). You may use an authorised agent to submit a request on your behalf, subject to verification of the agent’s authority.

7.3 Non-discrimination. We will not discriminate against you for exercising any of your privacy rights, including by denying you goods or services, charging different prices, or providing a different level or quality of service.

9. California-specific disclosures

9.1 Categories and purposes. The categories of personal information we collect are listed in Section 2.4. We collect this information from you directly, automatically through your use of the Site, and from the third-party sources described in Section 2.3. We use it for the business and commercial purposes described in Section 3, and we disclose it to the categories of recipients described in Section 5.

9.2 Shine the Light. Under California Civil Code § 1798.83, California residents may request information about our disclosure of personal information to third parties for those third parties’ own direct-marketing purposes. We do not disclose personal information to third parties for their own direct marketing. You may direct questions to contact@docs-docs.com.

9.3 Notice to California residents (Civ. Code § 1789.3). The Complaint Assistance Unit of the Division of Consumer Services of the California Department of Consumer Affairs may be contacted in writing at 1625 North Market Blvd., Suite N 112, Sacramento, CA 95834, or by telephone at (800) 952-5210 or (916) 445-1254. The Site is provided to consumers without charge.

9.4 Financial incentives. We do not offer financial incentives or price or service differences in exchange for the collection, sale, or sharing of personal information.

10. Children’s privacy

The Site is intended for individuals who are at least eighteen (18) years of age and is not directed to children under the age of thirteen (13). We do not knowingly collect personal information from children under thirteen. If we learn that we have inadvertently collected personal information from a child under thirteen, we will delete it in accordance with the Children’s Online Privacy Protection Act (“COPPA”) and applicable state laws. Consistent with the CCPA/CPRA, we do not sell or share the personal information of consumers under sixteen (16) without affirmative opt-in consent — from the consumer if they are between thirteen and fifteen, or from a parent or guardian if they are under thirteen. If you believe a child under thirteen has provided us with personal information, please contact us at contact@docs-docs.com.

11. Data retention

We retain personal information for as long as necessary to fulfil the purposes for which it was collected, including to provide the Site, respond to your inquiries, maintain business records, comply with our legal obligations, resolve disputes, and enforce our agreements. The criteria we use to determine retention periods include the nature and length of our relationship with you, our legal and contractual obligations, and whether retention is advisable in light of our legal position.

12. Data security

We maintain reasonable administrative, technical, and physical safeguards designed to protect personal information against unauthorised access, disclosure, alteration, and destruction, including encryption in transit (TLS) and at rest and role-based access controls. However, no method of transmission over the internet or method of electronic storage is completely secure, and we cannot guarantee absolute security.

13. International users and data transfers

The Site is operated in the United States and is intended for users located in the United States. If you access the Site from outside the United States, you understand that your personal information will be transferred to, stored, and processed in the United States, where data-protection laws may differ from those in your jurisdiction. The Site is not directed to individuals in the European Economic Area or the United Kingdom; by using the Site, you consent to the processing of your information in the United States.

14. Third-party links and content

The Site may contain links to or embedded content from third-party websites, services, and platforms. This Policy does not apply to those third parties, and we are not responsible for their privacy practices. We encourage you to review the privacy policies of any third-party site or service you visit.

15. Changes to this Policy

We may amend this Privacy Policy at any time by posting a revised version on the Site and updating the “Last updated” date above. Material changes will be highlighted on the Site or communicated to registered users with a reasonable opportunity to review before the changes take effect. Your continued use of the Site after the effective date of a revised version constitutes your acceptance of the revised Policy.

16. Contact us

Questions, comments, or requests regarding this Privacy Policy or your personal information may be sent to: