Privacy Policy

How we collect, use, and protect your information

Last Updated: January 2025Version: 1.0

At DocMarked, we take your privacy seriously. This Privacy Policy explains how we collect, use, disclose, and protect your personal information when you use our electronic signature platform.

1. Information We Collect

Information You Provide:

  • Account Information: Name, email address, password, company name
  • Profile Information: Phone number, profile photo, job title
  • Payment Information: Credit card details, billing address (processed by secure third-party payment processors)
  • Documents: PDFs and other files you upload for signature
  • Signatures: Electronic signatures you create (typed, drawn, or uploaded)
  • Communications: Messages you send to our support team

Information We Collect Automatically:

  • Usage Data: Pages viewed, features used, time spent, clicks
  • Device Information: IP address, browser type, operating system, device type
  • Cookies: Session cookies, preference cookies, analytics cookies
  • Audit Trail Data: Timestamps, IP addresses, device information for all signature activities

2. How We Use Your Information

We use your information to:

  • Provide and improve our electronic signature services
  • Process and complete signature transactions
  • Send email notifications about document status
  • Verify identity and prevent fraud
  • Create and maintain audit trails for legal compliance
  • Process payments and billing
  • Respond to customer support requests
  • Send service updates and security alerts
  • Analyze usage to improve our platform
  • Comply with legal obligations
  • Enforce our Terms of Service

3. Marketing and Promotional Use

By creating an account, you agree that we may use your company logo and name in our marketing materials, including:

  • Customer showcase sections on our website
  • Case studies and success stories
  • Marketing presentations and advertisements
  • Social media posts

Opt-Out Available: You can opt out of logo usage at any time by:

  • Going to Settings → Privacy → Logo Usage
  • Emailing us at contact@docmarked.com

4. Information Sharing and Disclosure

We share your information only in these circumstances:

With Document Recipients:

When you send a document for signature, we share necessary information (name, email) with the recipients.

With Service Providers:

  • Cloud hosting providers (for data storage)
  • Email delivery services (for notifications)
  • Payment processors (for billing)
  • Analytics providers (for platform improvement)

For Legal Reasons:

  • To comply with legal obligations or court orders
  • To protect our rights, property, or safety
  • To prevent fraud or security threats
  • In connection with a merger, acquisition, or asset sale

We never sell your personal information to third parties.

5. Data Security

We implement industry-standard security measures to protect your information:

  • Encryption: All data transmitted via SSL/TLS encryption (HTTPS)
  • Storage Encryption: Documents stored with AES-256 encryption
  • Access Controls: Role-based access, multi-factor authentication
  • Monitoring: 24/7 security monitoring and intrusion detection
  • Backups: Regular encrypted backups with disaster recovery
  • Compliance: SOC 2 Type II, GDPR, and CCPA compliant

6. Data Retention

We retain your information as follows:

  • Signed Documents: Minimum 7 years (legal requirement)
  • Audit Trails: Minimum 7 years (legal requirement)
  • Account Information: Until account deletion + 30 days
  • Payment Records: 7 years (tax/accounting requirement)

After the retention period, we securely delete or anonymize your information.

7. Your Privacy Rights

You have the right to:

  • Access: Request a copy of your personal information
  • Correction: Update or correct inaccurate information
  • Deletion: Request deletion of your information (subject to legal retention requirements)
  • Data Portability: Receive your data in a portable format
  • Opt-Out: Unsubscribe from marketing emails or logo usage
  • Withdraw Consent: Withdraw consent for electronic communications

To exercise these rights, contact us at contact@docmarked.com

8. Cookies and Tracking Technologies

We use cookies and similar technologies to:

  • Maintain your login session
  • Remember your preferences
  • Analyze platform usage
  • Improve user experience

You can control cookies through your browser settings. Disabling cookies may limit some platform functionality.

9. International Data Transfers

Your information may be transferred to and processed in countries outside your home country. We ensure appropriate safeguards are in place to protect your data in accordance with this Privacy Policy.

10. Children's Privacy

DocMarked is not intended for use by individuals under 18 years of age. We do not knowingly collect information from children. If we discover we have collected information from a child, we will delete it immediately.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of material changes via email or platform notification. The "Last Updated" date at the top indicates when changes were made.

12. Contact Us

For questions or concerns about this Privacy Policy or our privacy practices, contact us at:

Email: contact@docmarked.com

Subject Line: Privacy Policy Inquiry