1DocStop Privacy Policy Effective Date: 7/1/2024
At 1DocStop, we take your privacy seriously. This Privacy Policy explains how we handle and protect your personal information when you use our records management software. Our goal is to ensure transparency and security when it comes to the use of your data. Please take the time to read through this policy to understand our commitment to protecting your information.
Information We Collect
1DocStop is designed to be a secure and efficient platform for managing records. We do not collect any personal information from our clients or users beyond what is necessary for account creation, if applicable, and providing you with access to our services. Specifically:
- User Account Information: When setting up an account, you may be required to provide basic information such as your name, email address, and a password. This information is only used for account management and authentication purposes.
- Data You Upload: Any data you upload into 1DocStop remains your sole property and responsibility. This includes, but is not limited to, documents, records, and any personal information contained within those records.
- Automatically Collected Data: To ensure optimal system performance, we may collect non-personal information such as your device type, operating system, and usage statistics like how often you access the software. This is done to improve service delivery and for troubleshooting purposes.
How We Use Your Information
The primary use of any information collected is to provide and enhance our software services. The ways we may use your information include:
- Account Setup and Management: If you create an account, we use your email and password to authenticate your identity and allow access to your records.
- System Improvements: We may use aggregated data, such as software usage statistics, to improve user experience, enhance security features, and address technical issues.
- Customer Support: If you contact our support team, we may use your account information and interaction history to assist in resolving any issues you may encounter.
We do not:
- Access the contents of your uploaded records without your explicit permission.
- Use your data for marketing purposes.
- Sell or share your personal or organizational data with any third party for any reason, except as required by law.
Data Security
1DocStop takes data security seriously. We implement multiple layers of security protocols to safeguard your data, including:
- Encryption: All data transferred between your device and our servers is encrypted using industry-standard SSL encryption. In addition, data stored on our servers is protected with encryption protocols that meet modern standards.
- Secure Data Centers: Secure Data Centers: Our servers are located in secure data centers with round-the-clock monitoring, restricted access, and redundant systems to protect against physical or technical failures.
- Access Controls: Access Controls: Access to the 1DocStop system is strictly controlled, and only authorized personnel with legitimate business needs can access certain systems, always with your privacy in mind.
Despite our best efforts, no security system is completely foolproof. While we strive to protect your data, we cannot guarantee its absolute security. We encourage you to use strong passwords and safeguard your account credentials to help protect against unauthorized access.
Third-Party Access and Data Sharing
We do not share, sell, or distribute your data to third parties. The data you upload to 1DocStop is your property, and we do not access it, sell it, or share it with any other entity unless required by law or if you provide explicit consent for data sharing.
In the rare case where we are legally obligated to share data (such as in response to a legal request or government investigation), we will inform you of such requests unless prohibited by law. We also ensure that any data disclosed in this manner is limited strictly to what is required by law.
We may use third-party services for infrastructure and platform support, such as hosting providers or database management services. These third parties are bound by strict confidentiality and data security agreements that ensure your data remains private and protected.
Data Retention and Deletion
At 1DocStop, you maintain full control over your data. Our policy on data retention and deletion includes:
- Retention: We store your data for as long as you use the service. Once you terminate your account or request deletion of specific data, we will remove it from our servers within a reasonable timeframe, subject to any legal or technical retention requirements (such as backups).
- Backups and Recovery: For disaster recovery and security purposes, backups of your data may exist for a short time after you delete it. These backups are securely stored and inaccessible to unauthorized personnel. Once their retention period expires, they are permanently deleted.
- Deletion Upon Request: If you wish to delete your entire account or any specific data, you can do so by contacting our support team or using the self-service deletion tools within the software. Deleted data is unrecoverable after it is removed from our system.
Client Rights and Responsibilities
As a user of 1DocStop, you have the following rights:
- Right to Access: You can access and review your data at any time using the software.
- Right to Correct: If you need to update or correct any information related to your account, you can do so via the account settings or by contacting your administrator.
- Right to Delete: You (or your administrator) have the right to delete any records or information stored in 1DocStop at any time.
- Right to Data Portability: If you choose to stop using 1DocStop, you have the right to export your data in a readable format to transfer to another service.
We ask that you take responsibility for:
- Account Security: Ensure your login credentials are secure and not shared with others.
- Data Accuracy: You are responsible for the accuracy of the data you upload to 1DocStop.
- Complying with Laws: You must ensure that your use of the service complies with all applicable data protection and privacy laws.
Changes to Our Privacy Policy
We reserve the right to modify this Privacy Policy at any time. If changes are made, we will notify you by updating the "Effective Date" at the top of the policy and, when appropriate, providing additional notification (such as via email or within the software). We recommend that you periodically review this Privacy Policy to stay informed of any changes.
Contact Us
If you have any questions about this Privacy Policy, our data handling practices, or your rights, please contact us at:
- Email: privacy@sytechsolutions.com
- Address: 8930 Big Horn Blvd., Elk Grove, CA 95758
We value your privacy and are here to help address any concerns or inquiries you may have.