1. Introduction
EZDocPro ("we," "us," or "our") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our website at ezdocpro.com and our AI-powered document extraction services (collectively, the "Services").
By accessing or using our Services, you acknowledge that you have read, understood, and agree to be bound by this Privacy Policy. If you do not agree with the terms of this Privacy Policy, please do not access or use our Services.
2. Information We Collect
2.1 Information You Provide
We collect information that you voluntarily provide to us, including:
- Account Information: Name, email address, password, company name, and phone number when you register for an account.
- Payment Information: Billing address and payment card details processed securely through our payment processor, Square. We do not store complete credit card numbers on our servers.
- Client Data: Information about your clients that you input into our system, including names, business names, and contact information.
- Uploaded Documents: Bank statements, financial documents, receipts, invoices, and other documents you upload for processing.
- Communications: Any information you provide when contacting our support team.
2.2 Information Collected Automatically
When you access our Services, we automatically collect certain information, including:
- Device Information: IP address, browser type, operating system, device identifiers, and mobile network information.
- Usage Data: Pages visited, features used, time spent on pages, click patterns, and referring URLs.
- Log Data: Server logs that record information about your use of the Services, including access times and error reports.
2.3 Cookies and Tracking Technologies
We use cookies and similar tracking technologies to collect information about your browsing activities. You can control cookies through your browser settings. Essential cookies are required for the Services to function properly.
3. How We Use Your Information
We use the information we collect for the following purposes:
- Provide Services: To process your documents, extract transaction data, categorize expenses, and generate reports.
- Account Management: To create and manage your account, process payments, and provide customer support.
- Service Improvement: To analyze usage patterns, improve our AI extraction accuracy, and enhance user experience.
- Communications: To send you service-related notifications, updates, security alerts, and support messages.
- Marketing: With your consent, to send promotional communications about our services. You can opt out at any time.
- Legal Compliance: To comply with applicable laws, regulations, legal processes, or governmental requests.
- Security: To detect, prevent, and address fraud, abuse, security risks, and technical issues.
4. Document Processing and Data Handling
4.1 Document Security
We understand that the documents you upload contain sensitive financial information. We implement the following safeguards:
- All documents are encrypted in transit using TLS 1.2+ encryption.
- Documents are stored encrypted at rest on secure servers.
- Access to documents is strictly limited to authenticated account holders.
- Our AI processing systems do not retain document content after extraction is complete.
4.2 Document Retention
Uploaded documents are automatically deleted from our servers 7 days after upload, unless you choose to delete them sooner. Extracted transaction data is retained in your account until you delete it or close your account.
4.3 AI Processing
Our Services use artificial intelligence to extract and categorize transaction data from your documents. This processing is performed automatically and securely. We do not use your documents or extracted data to train our AI models without your explicit consent.
5. How We Share Your Information
We do not sell your personal information. We may share your information in the following circumstances:
- Service Providers: We share information with trusted third-party service providers who assist us in operating our Services, including payment processing (Square), cloud hosting, and customer support tools. These providers are contractually obligated to protect your information.
- Legal Requirements: We may disclose information if required by law, subpoena, court order, or governmental request, or to protect our rights, property, or safety.
- Business Transfers: In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction.
- With Your Consent: We may share information for other purposes with your explicit consent.
6. Data Security
We implement appropriate technical and organizational security measures to protect your information, including:
- Encryption of data in transit and at rest
- Secure password hashing using industry-standard algorithms
- Regular security assessments and updates
- Access controls and authentication requirements
- Employee training on data protection practices
However, no method of transmission over the Internet or electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.
7. Data Retention
We retain your information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required by law. Specifically:
- Account Data: Retained while your account is active and for 2 years after account closure.
- Uploaded Documents: Automatically deleted 7 days after upload.
- Transaction Data: Retained until you delete it or close your account.
- Payment Records: Retained for 7 years as required by tax and accounting regulations.
- Usage Logs: Retained for 90 days for security and troubleshooting purposes.
8. Your Privacy Rights
Depending on your location, you may have certain rights regarding your personal information:
- Access: Request a copy of the personal information we hold about you.
- Correction: Request correction of inaccurate or incomplete information.
- Deletion: Request deletion of your personal information, subject to legal retention requirements.
- Portability: Request a copy of your data in a portable format.
- Opt-Out: Opt out of marketing communications at any time.
- Withdraw Consent: Withdraw consent for processing where consent is the legal basis.
To exercise these rights, please contact us at support@ezdocpro.com.
8.1 California Privacy Rights (CCPA)
If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA):
- The right to know what personal information we collect, use, and disclose.
- The right to request deletion of your personal information.
- The right to opt out of the sale of personal information (we do not sell personal information).
- The right to non-discrimination for exercising your privacy rights.
9. Children's Privacy
Our Services are not intended for individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected personal information from a child, we will take steps to delete such information.
10. Third-Party Links
Our Services may contain links to third-party websites or services. We are not responsible for the privacy practices of these third parties. We encourage you to review their privacy policies before providing any personal information.
11. International Data Transfers
Our Services are hosted in the United States. If you access our Services from outside the United States, your information may be transferred to, stored, and processed in the United States, where data protection laws may differ from those in your country.
12. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the "Last Updated" date. Your continued use of the Services after any changes constitutes acceptance of the updated Privacy Policy.
13. Contact Us
If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us at:
EZDocPro
Email: support@ezdocpro.com
We will respond to your inquiry within 30 days.