1. Introduction
Welcome to DocHipo, software owned by HipoWorks Technologies Private Limited (from now on ‘we’, or ‘us’ or ‘HipoWorks’), a company registered in West Bengal, India. We are committed to protecting the privacy and security of our visitors and users. This Privacy Policy applies to visitors of www.dochipo.com (“the Website”) and users of DocHipo application (“the Services”). This Privacy Policy sets forth how our Website and Services collect and use personal information. If you do not accept any part of the Privacy Policy, then you should not continue to visit the Website or use the Services. This Privacy Policy forms part of our Terms of Service.
2. Information We Collect
2.1. Information You Provide Us
- First and Last Name: This is used during our communication in order to address you, to auto-populate your details within DocHipo and to display in published documents, visible to people who can access them.
- Email: This is required to create a unique account in DocHipo for you to access the Services.
- Password: A password is required to authenticate and provide access to your DocHipo account. However, when you sign up using your Google account, we do not store any passwords.
- Country: This is required to auto-populate company information within DocHipo.
- Signup via Google: When you sign up via your Google account, we collect and store your email and name from your Google account along with the unique ID.
2.1.2. Form Submissions We record information when you:
- Register for any event including webinars
- Subscribe to our newsletter or any mailing list
- Submit a form in order to download any whitepaper or any other materials
- Participate in surveys
- Submit a form in order to contact DocHipo Sales or Support or any another department
2.1.3. Billing When you buy something from us, we ask you to provide your name, contact information, and credit card or other payment account information. When you submit your card information, we store the name and address of the cardholder and the last four digits of the credit card number. We do not store the actual credit card number.
2.2. Information We Collect via Technology
2.3. Information We Collect from Third Parties
3. How We Use Your Information
3.1. Provide You with the Service
We use your information to provide you with the service, including processing transactions, authenticating during sign-in, providing support and maintaining the services.
3.2. To Communicate with You
We use your information to communicate with you. For example, sending you emails about technical issues, security notifications, changes to Privacy Policy or Terms of service, essential notices, feature updates, upcoming events, conducting surveys.
3.3. Customer Support
We use your information to investigate, resolve and respond to any support issues you have.
3.4. Data Analytics
We use your information to improve our Service and user experience by monitoring aggregate metrics such as visitor count, traffic and demographic patterns.
3.5. Special Offers, Newsletters
We may occasionally send you special offers and newsletters if you have opted to receive these types of communications during the signup process. You may decide to opt-out anytime if you no longer wish to receive these communications.
3.6. Legitimate Business Interests
Where required by law to protect our legal rights, we might use your information concerning legal claims, audit, compliance and disclosures with the merger, acquisition or sale of a business.
4. Legal bases for Processing
For our users in the European Economic Area (EEA), we process your information under the General Data Protection Regulation (GDPR). The GDPR governs how we may process your information and the rights that EEA users have concerning it. This means that we will collect and use your information only where:
- We need it to provide you with the Services, operating and managing the Services, providing customer support and personalised features and ensuring safety and security of the Services;
- It satisfies a legitimate interest that is not overridden by your data protection interests, such as for research and development, marketing and promoting the Services and to protect our legal interests;
- You give us consent to do so for a specific purpose; or
- It is necessary for compliance with our legal obligations.
If you have consented to our use of your information, you may withdraw that consent at any time. You can withdraw your consent by emailing at support@dochipo.com. Where we are using your information because of legitimate interest, you have the right to object to that use. However, it may mean that you can’t continue using the Services.
5. How We Share Your Information
5.1. We Do Not Sell Your Information
No matter what happens, we never sell information about you, your profile, your data to advertising companies or other third parties.
5.2 Published Document
When you publish a document, the people who can see your document will also be able to see your name.
5.3 Multi-user Account
If your account has got more than one user, then your name and email address will be visible to others in your account.
5.4 Documents
If your account has got more than one user, your documents may be accessible by others in your account based on their roles.
5.5 Law Enforcements
We do not share your information with law enforcement agencies unless there is a court order that directs us to do so.
5.6 Change in Control
In the event of a sale, merger, acquisition or change in control, we will share your personal data. Any company that buys our business will have the right to use your data but will be governed by this privacy policy.
5.7 Third Parties
We use third-party services to help us provide some of our services viz. hosting, storage, communication, subscription, customer support, analytics, etc. These third parties will only have access to data relevant for their service. Below is the list of third parties that we use:
| Entity Name | Purpose | Location | Website |
|---|---|---|---|
| Amazon Web Services, Inc. | Hosting Provider | USA | https://aws.amazon.com |
| Walkover Web Solutions Private Limited (MSG91) | SMS Provider | India | https://msg91.com |
| Google, Inc. | Analytics, Authentication Provider, Online Advertising | USA | https://www.google.com |
| Mailchimp | Email Campaign | USA | https://mailchimp.com |
| Paddle | Subscription, Payment | UK | https://paddle.com |
| Roger Wilco LLC | Live Chat, Customer Support | USA | https://chatra.com/ |
| Rewardful Inc. | Affiliate Program | Canada | https://www.rewardful.com/ |
6. Your Privacy Rights
6.1 Right to Access
You have the right to access and obtain a copy, if required, the personal information we hold about you, purpose and period of processing and the persons to whom the information is shared.
6.2 Right to Update
You can update your personal details, payment information from within Personal and Company Settings within DocHipo. You have the right to update the information we hold about you or rectify any inaccuracies.
6.3 Right to be Forgotten
If you no longer wish to use DocHipo, you have the right to ask us to delete all personal and user data we hold about you. This includes all data in your account.
6.4 Right to Restriction of Processing
You have the right to request that we stop processing your personal data for marketing purposes, communication purposes or on other legal ground.
6.5 Right to Data Portability
You have the right to transfer your information to a third party in a structured, commonly used and machine-readable format, in circumstances where the information is processed with your consent.
6.6 Right to Withdraw Consent
You have the right to withdraw your consent at any time. You can do so by sending us an email at support@dochipo.com. We will comply with your request with no more than thirty working days of your request.
7. Privacy of Children
We do not knowingly collect or solicit personal information from children under the age of 13 and the Service and its content are not directed at children under the age of 13. If we learn that we have collected personal information from a child under age 13 without verification of parental consent, we will delete that information as quickly as possible. If you believe that we might have information about a child under 13, please contact us at support@dochipo.com.
8. Where Do We Store Your Data
The confidentiality and security of your information are of the utmost importance to us. We use industry-standard physical, technical and administrative security measures to keep your personally identifiable information confidential and secure. Our core infrastructure is hosted in Oregon, USA. Despite all the measures, there are risks that an unauthorised third party may find a way to circumvent our security systems or that transmission of your information over the Internet will be intercepted. If you believe your privacy has been breached, please contact us immediately at support@dochipo.com.
9. How Long Do We Store Your Data
We store your data until your account is active and/or if it is on a paid subscription plan. If you are not on a paid subscription plan and your account is inactive for more than 12 months, then we reserve the right to deactivate your account after providing due notifications. After 30 days of giving the last reminder to use your account, we can delete your account if we do not receive any written request to retain the data or if there is no activity detected. However, even after deletion, we may keep some personal data that is necessary to resolve any disputes and to comply with legal and regulatory obligations.
10. Cross-Border Transfer of Data
We comply with processes to legally transfer data across borders. Countries, where we process data, may have different laws that are potentially not as protective as the ones in your home country.
11. Contact Us
Any questions about this Privacy Policy should be sent to the following address:
HipoWorks Technologies Private Limited
Attn: Data Protection Officer
Regus, RDB Boulevard, 5th Floor, Sector V, Salt Lake,
Kolkata 700091, India