Privacy Policy

1. Introduction

Easy Client Docs ("we," "our," or "us") is committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our document management and e-signature platform (the "Service").

By accessing or using our Service, you agree to this Privacy Policy. If you do not agree with our policies and practices, please do not use our Service.

2. Information We Collect

2.1 Information You Provide Directly

We collect information you voluntarily provide when using our Service, including:

• Account Information: Name, email address, phone number, business name, and billing information when you create an account.
• Client Information: Names, email addresses, phone numbers, and other contact details of your clients that you add to the platform.
• Document Content: Tax documents, forms, signatures, and other files you upload or create using our Service.
• Communications: Messages, support requests, and feedback you send to us.
• Identity Verification: Government-issued identification documents and photographs when required for e-signature verification.

2.2 Information Collected Automatically

When you access our Service, we automatically collect:

• Device Information: IP address, browser type, operating system, device identifiers, and hardware settings.
• Usage Data: Pages visited, features used, time spent on pages, click patterns, and navigation paths.
• Location Data: General geographic location based on IP address.
• Cookies and Tracking: Information collected through cookies, web beacons, and similar technologies (see our Cookie Policy).

2.3 Information from Third Parties

We may receive information from:

• Payment Processors: Transaction details and billing information from Stripe and other payment partners.
• Authentication Providers: Account information when you sign in using third-party services.
• Analytics Partners: Aggregated usage data and performance metrics.

3. How We Use Your Information

We use the information we collect for the following purposes:

• Service Delivery: To provide, maintain, and improve our document management and e-signature services.
• Account Management: To create and manage your account, process transactions, and provide customer support.
• Security: To detect, prevent, and respond to fraud, abuse, and security incidents.
• Communications: To send service-related notices, updates, and promotional materials (with your consent).
• Legal Compliance: To comply with applicable laws, regulations, and legal processes.
• Analytics: To understand how users interact with our Service and identify areas for improvement.
• Personalization: To customize your experience and provide relevant features and content.

4. Information Sharing and Disclosure

We do not sell your personal information. We may share your information in the following circumstances:

• With Your Consent: When you explicitly authorize us to share information with third parties.
• Service Providers: With trusted vendors who perform services on our behalf, such as hosting, payment processing, and customer support.
• Business Transfers: In connection with a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity.
• Legal Requirements: When required by law, subpoena, court order, or other legal process.
• Protection of Rights: To protect our rights, privacy, safety, or property, and that of our users and the public.
• Between Users: When you share documents or forms with clients, the relevant information is accessible to those parties.

5. Data Security

We implement comprehensive security measures to protect your information, including:

• Encryption: All data is encrypted in transit using TLS 1.3 and at rest using AES-256 encryption.
• Access Controls: Strict role-based access controls limit who can access your data within our organization.
• Infrastructure Security: Our systems are hosted on SOC 2 Type II compliant infrastructure with continuous monitoring.
• Regular Audits: We conduct regular security assessments and penetration testing.
• Employee Training: All team members receive security awareness training.

While we strive to protect your information, no method of transmission or storage is 100% secure. We cannot guarantee absolute security.

6. Data Retention

We retain your information for as long as necessary to provide our Service and fulfill the purposes described in this Policy. Specifically:

• Active Accounts: We retain your data while your account remains active.
• Deleted Accounts: Upon account deletion, we remove your personal data within 30 days, except where retention is required by law.
• Legal Requirements: We may retain certain information as required by tax, legal, or regulatory obligations.
• Backup Systems: Data may persist in encrypted backups for up to 90 days after deletion.

7. Your Rights and Choices

Depending on your location, you may have the following rights:

• Access: Request a copy of the personal information we hold about you.
• Correction: Request that we correct inaccurate or incomplete information.
• Deletion: Request that we delete your personal information, subject to legal retention requirements.
• Portability: Request your data in a structured, machine-readable format.
• Opt-Out: Unsubscribe from marketing communications at any time.
• Restrict Processing: Request that we limit how we use your data in certain circumstances.

To exercise these rights, please contact us at info@easyclientdocs.com.

8. Children's Privacy

Our Service is not intended for children under 18 years of age. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately at info@easyclientdocs.com.

9. International Data Transfers

Your information may be transferred to and processed in countries other than your own. We ensure appropriate safeguards are in place for such transfers, including standard contractual clauses and compliance with applicable data protection frameworks.

10. California Privacy Rights

California residents have additional rights under the California Consumer Privacy Act (CCPA), including the right to know what personal information is collected, request deletion, and opt out of the sale of personal information. We do not sell personal information.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on our website and updating the "Last Updated" date. Your continued use of the Service after changes constitutes acceptance of the revised policy.

12. Contact Us

If you have questions or concerns about this Privacy Policy or our data practices, please contact us: