Privacy Policy | ShareDoc

1. Introduction

ShareDoc ("we," "our," or "us") respects your privacy and is committed to protecting your personal data. This privacy policy explains how we collect, use, disclose, and safeguard your information when you use our document sharing platform.

2. Information We Collect

2.1 Information You Provide

We collect information you provide directly to us, including:

Account Registration Information: Full name, email address, password, company name, job title, phone number, and billing address
Profile Information: Organization details, team member information, department, role, and professional credentials
Document Content: Files, documents, presentations, PDFs, images, videos, and any other content you upload, share, or create using our platform
Document Metadata: File names, descriptions, tags, categories, timestamps, version history, and organizational structure
Sharing and Access Information: Email addresses of recipients, access permissions, expiration dates, password requirements, and custom messages
Communication Data: Messages sent through our platform, comments, annotations, feedback, and support inquiries
Payment Information: Credit card details, billing address, tax identification numbers (processed securely by third-party payment processors like Stripe)
Preferences and Settings: Notification preferences, branding customization, security settings, and feature configurations
Integration Data: Information from third-party services you connect (Slack, Salesforce, Google Drive, etc.)

2.2 Automatically Collected Information

When you use our service, we automatically collect:

Device Information: IP address, MAC address, device type, browser type and version, operating system, screen resolution, device identifiers
Usage Data: Pages visited, features used, documents viewed, time spent on each page, click patterns, scroll depth, engagement metrics
Document Analytics: View counts, unique viewers, time spent per page, heatmap data, download activity, forwarding behavior
Performance Metrics: Load times, error rates, API response times, bandwidth usage, feature adoption rates
Location Data: Geolocation based on IP address, timezone, language preferences, regional settings
Authentication Data: Login timestamps, authentication methods, session duration, failed login attempts, security events
Cookies and Tracking Technologies: Session cookies, persistent cookies, web beacons, pixel tags, local storage data
Referral Data: Referring URLs, search terms, marketing campaign sources, affiliate links

2.3 Information from Third Parties

We may receive information about you from third-party sources, including:

Business partners and integration providers
Marketing and analytics vendors
Data enrichment services for business contact information
Social media platforms (if you connect your accounts)
Public databases and directories

3. How We Use Your Information

We use the information we collect for the following purposes:

3.1 Service Provision and Operation

Create and manage your account and user profile
Process, store, and deliver documents securely
Enable document sharing, tracking, and analytics features
Generate heatmaps, engagement metrics, and usage statistics
Provide watermarking, access control, and security features
Facilitate integrations with third-party services
Maintain and improve platform performance and reliability

3.2 Transaction Processing and Billing

Process subscription payments and manage billing
Send invoices, receipts, and payment notifications
Detect and prevent fraudulent transactions
Manage upgrades, downgrades, and plan changes

3.3 Communication and Support

Respond to your inquiries, comments, and support requests
Send administrative information, updates, and notifications
Provide onboarding assistance and training resources
Send service announcements and security alerts
Conduct surveys and gather feedback

3.4 Analytics and Improvement

Analyze usage patterns to improve our services
Conduct research and development for new features
Monitor and analyze trends, usage, and activities
Optimize user experience and platform performance
Test new features and functionality

3.5 Security and Compliance

Protect against fraud, abuse, and illegal activity
Enforce our Terms of Service and policies
Investigate and prevent security incidents
Comply with legal obligations and regulatory requirements
Maintain audit logs and compliance records

3.6 Marketing and Advertising (With Your Consent)

Send promotional materials about new features and services
Deliver targeted advertising based on your interests
Analyze marketing campaign effectiveness
Provide personalized content and recommendations
You may opt out of marketing communications at any time

4. Data Sharing and Disclosure

We may share your information in the following circumstances:

With your consent: We share information when you give us explicit permission
Service providers: Third-party vendors who perform services on our behalf
Business transfers: In connection with a merger, acquisition, or sale of assets
Legal requirements: When required by law or to protect our rights
Aggregated data: De-identified, aggregated data for analytics

5. Data Security

We implement comprehensive technical, administrative, and physical security measures to protect your personal data:

5.1 Technical Safeguards

Encryption: AES-256 encryption at rest, TLS 1.3 encryption in transit
Access Controls: Role-based access control (RBAC), multi-factor authentication (MFA), single sign-on (SSO)
Network Security: Firewalls, intrusion detection systems, DDoS protection
Secure Infrastructure: Cloud hosting with AWS/GCP, redundant backups, disaster recovery
Monitoring: 24/7 security monitoring, anomaly detection, automated threat response

5.2 Organizational Safeguards

Employee background checks and confidentiality agreements
Regular security training and awareness programs
Incident response and breach notification procedures
Third-party security audits and penetration testing
SOC 2 compliance program (attestation in progress)

5.3 Bring Your Own Storage (BYOS)

For customers using our BYOS feature with their own S3, MinIO, or Ceph infrastructure:

Your documents never leave your infrastructure
You maintain complete control over encryption keys
We only stream documents to authorized viewers
Zero-knowledge architecture ensures we cannot access your data

IMPORTANT DISCLAIMER: While we implement industry-leading security measures, no method of electronic transmission or storage is 100% secure. We cannot guarantee absolute security of your data. You acknowledge and accept this inherent risk when using our service. In the event of a security breach, we will notify affected users as required by applicable law.

6. Your Rights and Choices

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

Access and receive a copy of your personal data
Correct inaccurate personal data
Request deletion of your personal data
Object to or restrict processing of your data
Data portability
Withdraw consent at any time

7. Data Retention

We retain your personal data only for as long as necessary to fulfill the purposes outlined in this policy, unless a longer retention period is required by law.

8. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. We ensure appropriate safeguards are in place to protect your data in accordance with this privacy policy.

9. Children's Privacy

Our service is not directed to children under 16. We do not knowingly collect personal information from children under 16. If you believe we have collected such information, please contact us.

10. Changes to This Policy

We may update this privacy policy from time to time. We will notify you of any changes by posting the new policy on this page and updating the "Last updated" date.

11. Contact Us

If you have questions about this privacy policy or our privacy practices, please contact us at:

Email: [email protected]
Address: Karman Analytics Pvt Ltd