Revised as of February 2022

  1. INTRODUCTION

DesignDocs Inc. (“DesignDocs”, “Us”, “Our” or “We”) is concerned about privacy matters and wants you to be familiar with how We collect, use and disclose your personal information.

This Privacy Policy has been designed to comply with the Personal Information Protection and Electronic Documents Act (Canada) and substantially similar provincial laws, and addresses the privacy and security of personal information (as defined below) obtained when you have a relationship with DesignDocs as a purchaser of Our products or services (“Customer”) and as a user of a Website (as defined below – “Website User”). When Customers use our Websites to deliver services to their clients, DesignDocs also processes personal information of our Customers’ clients’, acting solely on behalf of Our Customers.

This Privacy Policy is incorporated into and forms part of the terms of service or use of any website operated or provided by DesignDocs (collectively, “Websites” and each is a “Website”), the current form of which is available at https://www1.designdocs.com.

Please read this policy carefully to understand our policies and practices for collecting, processing, and storing your information. If you do not agree with our policies and practices, your choice is not to use our Websites. By accessing or using the Websites, you indicate that you understand, accept, and consent to the practices described in this policy, as they may be amended by Us from time to time, and agree to Our collection and use of your personal information in accordance with this Privacy Policy.

This policy may change from time to time (see Changes to Our Privacy Policy below). Your continued use of this Website after we make changes indicates that you accept and consent to those changes, so please check the policy periodically for updates. We will notify you in advance of any material changes to this policy and obtain your consent to any new ways that we collect, use, and disclose your personal information.

  1. WHAT IS PERSONAL INFORMATION

Privacy laws in Canada generally define "personal information" as any information about an identifiable individual, which includes information that can be used on its own or with other information to identify, contact, or locate a single person.

  1. WE LET YOU KNOW WHY WE COLLECT AND USE YOUR PERSONAL INFORMATION

DesignDocs identifies the purpose for which your personal information is collected and will be used or disclosed. If that purpose is not listed below, We will do this before or at the time the information is actually being collected. All personal information collected by Us from Website Users, Customers and other individuals (as applicable) is collected, at a minimum, for the following purposes:

  1. to present our Websites and its contents to you;
  2. to identify or contact Customers, respond to Customer inquiries and otherwise maintain business relations with Customers, prospective Customers, Website Users;
  3. to provide services requested by Our Customers and to fulfill the purposes for which Our Customers/Website Users provided the information or that were described when it was collected, or any other purpose for which you provide it;
  4. to provide Customers and prospective Customers with information about Our services;
  5. to bill, process and/or collect payment. Our Customers may also use the Websites to bill, process and/or collect payment from their clients’ via Our services;
  6. to administer and manage Our business operations;
  7. to help prevent or investigate fraud, theft of power or other breaches of the law;
  8. to request Customer and Website User participation in surveys or contests;
  9. to comply with legal and governmental requirements;
  10. to notify you about changes to our Website or any products or services we offer or provide though it;
  11. to perform statistical analyses of Customer/Website User behaviour and characteristics, in order to measure interest in and use of the various sections of a Website so as to improve design, navigation and experience of such Website;
  12. as otherwise permitted or required by applicable laws; and/or
  13. for any other purpose with your consent.
  1. WE WILL OBTAIN YOUR CONSENT TO COLLECT, USE AND/OR DISCLOSE YOUR PERSONAL INFORMATION

DesignDocs will obtain your consent before, or when, We collect, use and/or disclose your personal information. By accepting services from Us, using the Website, or otherwise providing Us with your personal information, you will be deemed to consent to Our use of your personal information for the purposes outlined above. Otherwise, DesignDocs will obtain your express consent (by verbal, written or electronic agreement) to collect, use or disclose your personal information. You can change your consent preferences at any time by contacting DesignDocs (please refer to the “How to Contact Us” section below).

DesignDocs will not use or disclose your personal information for purposes other than those for which it was collected, except with your consent or as permitted or required by law or regulatory authorities. Your consent to the collection, use and/or disclosure of your personal information may be either express or implied, depending on the circumstances, the purposes for which such personal information is being collected and the sensitivity of the information.

When DesignDocs acts as a processor to  Our Customers to process their clients’ personal information, we rely on the consent obtained by our Customers for such processing, and will process our Customers’ clients’ information solely for purposes of delivering services to our Customers. When Our Customers use our products to process payments received from their clients, we notify Our Customers’ clients of the payment processing undertaken by Us and the partners whom we work with to deliver this service.

  1. WE LIMIT COLLECTION OF YOUR PERSONAL INFORMATION

DesignDocs collects only the information required to provide Our products and services to you. DesignDocs will collect personal information only by clear, fair and lawful means. We will not, as a condition of supplying you with a product or service, require you to consent to the collection, use or disclosure of information beyond that required to fulfill the specified, legitimate purpose.

  1. WHAT INFORMATION DO WE COLLECT AND PROCESS, AND HOW?

We may collect several types of information from and about you, including:

  1. Personal information, that we can reasonably use to directly or indirectly identify Customers/Website Users, such as your name, mailing address, e-mail address, telephone number, user name or other similar identifier, billing and account information, and any other identifier we may use to contact you ("personal information").
  2. Information that does not directly or indirectly reveal your identity or directly relate to an identifiable individual, such as, demographic information, or statistical or aggregated information. Statistical or aggregated data does not directly identify a specific person, but we may derive non-personal statistical or aggregated data from personal information. For example, we may aggregate personal information to calculate the percentage of Website Users accessing a specific Website feature.
  3. Technical information, including your login information, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform, or information about Website Users’ internet connection, and usage details. Our servers record the information that your browser automatically sends whenever visiting or using any of the Websites, including Your web request, the Internet Protocol (“IP”) address and browser configuration of your Device (as defined below), the date and time of your request, the uniform resource locator of the referring and/or exiting websites. In this Privacy Policy, “Device” means a computer, mobile phone, handset, tablet or other device enabled for internet access and/or communication
  4. Details about your Website interactions, including the full Uniform Resource Locators (URLs), clickstream to, through and from our Website (including date and time), products you viewed or searched for, page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), methods used to browse away from the page, or any phone number used to call our customer service number.

Tags and Automatic Data Collection: As part of making the Websites available, We use tracking tools such as scripts, internet tags, cookies or browser cookies, flash cookies, graphic tags, web beacons and other similar automatic data collection technologies (collectively, “Tags”) on the Websites to enhance functionality and navigation for Our Website Users and Customers. Portions of the Websites may use analytical tools that are operated by Us and third party providers (collectively, the “Analytical Tools”). We may use Tags on the Websites to count users and to recognize users by accessing Tags. Being able to access Tags allows Us to personalize the Websites and improve your experience at the Websites. We may also include Tags in HTML-formatted e-mail messages that We send to determine which e-mail messages were opened. Information tracked through these mechanisms includes, but is not limited to: (i) your IP address and other IP information as set out above; (ii) the type of web browser and operating system being used; (iii) the pages of Websites that you visit; and/or (iv) other websites that you have viewed before visiting one of the Websites. Some types of Tags, such as cookies, may be disabled whereas others may not. If you wish to disable cookies, refer to your browser help menu to learn how to disable cookies. Please note that if you disable cookies, you may be unable to access some customized features on the Websites. Flash cookies are not managed by the same browser settings that are used for browser cookies. To learn how you can manage your Flash cookie settings, visit the Flash player settings page on Adobe's website. If you disable or refuse cookies, please note that some parts of this Website may not be accessible or may not function properly. In the case of Analytical Tools, the information generated by the Tags about your use of the Websites (including your IP address) may be transmitted to and stored on servers located outside of Ontario including, but not limited to, other Canadian provinces and the United States. The information generated by the Tags may also be transferred to third party providers of Analytical Tools. This information will be used for the purpose of evaluating your use of the Websites, compiling reports on Websites activity, storing information about your preferences, speeding up searches, recognizing when you return to our Websites and providing other services relating to Websites activity and Internet usage. The third party providers of Analytical Tools may also transfer this information to other third parties where they are required to do so by law, or where such third parties process the information on their behalf. By using a Website, you consent to the processing of data about you by third party providers of Analytical Tools in the manner and for the purposes set out above.

  1. Customer and Website User communications, when You send email or other communications to Us, We may retain those communications in order to process Your inquiries, respond to Your requests and improve the Websites and the Services.
  2. Information You provide Us:
  1. We may receive personal information about Customers/Website Users and others from a broad range of activities through the Services, including, but not limited to:
  1. Information that you provide by filling in forms on our Websites. This includes information provided at the time of registering to use our Website, subscribing to our service, posting material, or requesting further services. We may also ask you for information when you enter a contest or promotion sponsored by us, and when you report a problem with our Websites.
  2. Records and copies of your correspondence (including email addresses), if you contact us.
  3. Your responses to surveys that we might ask you to complete for research purposes.
  4. Details of transactions you carry out through our Website and of the fulfillment of your orders. You may be required to provide financial information before placing an order through our Website.
  5. Your search queries on the Website.
  6. The personal information of Our Customers’ clients, which is provided to us solely in our capacity as processors of this data on behalf of Our Customers, and is used by Us solely for the purposes of providing Our Customers with Our products and services.
  1. WE LIMIT DISCLOSURE, USE AND/OR RETENTION OF YOUR PERSONAL INFORMATION

In accordance with applicable laws, We will not disclose any Website User’s, Customer’s or Customer’s clients’ information (which may include personal information) except as described in this Policy or upon obtaining such additional consent as is required by applicable laws, except where the information is required to be disclosed:

  1. In accordance with applicable law, to a buyer or other successor, and to their lawyers, accountants, financial advisors, agents and other representatives as necessary for the purposes of such transaction, in the event of a merger, divestiture, restructuring, reorganization, dissolution, or other sale or transfer of some or all of Our assets, whether as a going concern or as part of bankruptcy, liquidation, or similar proceeding, in which personal information held by Us about our customers and users is among the assets transferred.
  2. To enforce or apply our terms of service and other agreements, including for billing and collection purposes.
  3. For billing or market operation purposes.
  4. If we believe disclosure is necessary or appropriate to protect the rights, property, or safety of Our customers, or others. This includes exchanging information with other companies and organizations for the purposes of fraud protection and credit risk reduction.
  5. To comply with any court order, law, or legal process, including to respond to any government or regulatory request, in accordance with applicable law.

We transfer personal information to third party service providersfor the following purposes::

  1. To provide Us with services required by us to operate our business, including IT, cloud infrastructure, accounting, legal, payment processing and marketing and analytics.

We may use service providers located outside of Ontario, who are contractually obligated to keep personal information confidential, use it only for the purposes for which we disclose it to them, and to process the personal information with the same standards set out in this policy and, if applicable, your personal information may be processed and stored in other countries and therefore may be subject to disclosure under the laws of those jurisdictions. In these circumstances, the governments, courts, law enforcement, or regulatory agencies of that country may be able to obtain access to your personal information through the laws of that foreign jurisdiction.

Except as otherwise permitted or required by applicable law or regulation, DesignDocs will retain your personal information only for so long as is necessary to fulfill the purpose for which it was collected, including for the purposes of satisfying any legal, accounting, or reporting requirements. We will employ explicit retention periods for closed accounts, after which the personal information is destroyed or made anonymous so that it can no longer be associated with you. We reserve the right to use such anonymous and de-identified data for any legitimate business purpose without further notice to you or your consent.

  1. CHOICES ABOUT HOW WE USE AND DISCLOSE YOUR INFORMATION
  1. Promotional Offers or non-marketing emails: If you have opted in to receive certain emails from us but no longer wish to have your email address/contact information used by the Us to promote Our products or services, you can opt-out at any other time by clicking the unsubscribe link at the bottom of the email. This opt-out does not apply to information provided to Us as part of a product purchase, warranty registration, product service experience, or other transactions.
  1. THE SECURITY OF YOUR PERSONAL INFORMATION IS A PRIORITY FOR COMPANY

We take steps to safeguard your personal information, regardless of the format in which it is held, including, but not limited to:

  1. physical security measures, such as restricted access facilities and locked cabinets;
  2. electronic security measures for computerized personal information such as password protection, database encryption and personal identification numbers;
  3. organizational processes such as limiting access to your personal information to a selected group of individuals; and
  4. contractual obligations with third parties who need access to your personal information requiring them to protect and secure your personal information.

The safety and security of your information also depends on you. Where we have given you (or where you have chosen) a password for access to certain parts of our Websites, you are responsible for keeping this password confidential. We ask you not to share your password with anyone.

Unfortunately, the transmission of information via the Internet is not completely secure. Although we do our best to protect your personal information, we cannot guarantee the security of your personal information transmitted to our Websites. Any transmission of personal information is at your own risk. We are not responsible for circumvention of any privacy settings or security measures contained on the Websites.

  1. WE ARE OPEN ABOUT OUR PRIVACY AND SECURITY POLICY

We are committed to providing you with understandable and easily available information about Our policy and practices related to management of your personal information. This policy and any related information is available at all times on the Websites or on request. To contact Us, refer to the “How to Contact Us” section below.

  1. WE PROVIDE ACCESS TO YOUR PERSONAL INFORMATION STORED BY US

Our Customer and Website Users can request access to and correct the personal information stored by Us. To access or correct your personal information, please contact us at the details in the “How to Contact Us” section below.

Upon receiving such a request, We may request specific information from you to help us confirm your identity and your right to access, and to provide you with the personal information that we hold about you or make your requested changes. Upon confirming your identity, DesignDocs will then:

  1. inform you about what type of information it has on record or in its control, how such information is used and to whom the information may have been disclosed;
  2. provide you with access to your information so you can review and verify the accuracy and completeness and request changes to the information; and
  3.  make any necessary updates to your information.

Applicable law may allow or require us to refuse to provide you with access to some or all of the personal information that we hold about you, or we may have destroyed, erased, or made your personal information anonymous in accordance with our record retention obligations and practices. If we cannot provide you with access to your personal information, we will inform you of the reasons why, subject to any legal or regulatory restrictions.

  1. WITHDRAWING YOUR CONSENT

Where you have provided your consent to the collection, use, and transfer of your personal information, you may have the legal right to withdraw your consent under certain circumstances. To withdraw your consent, if applicable, contact us at the details in the “How to Contact Us” section below. Please note that if you withdraw your consent we may not be able to provide you with a particular product or service. We will explain the impact to you at the time to help you with your decision.

  1. CHANGES TO OUR PRIVACY POLICY

It is our policy to post any changes we make to our privacy policy on this page. If we make material changes to how we treat our Customer and Website Users personal information, we will notify you by email to the email address specified in your account or through a notice on the Website home page. We include the date the privacy policy was last revised at the top of the page. You are responsible for ensuring we have an up-to-date, active, and deliverable email address for you, and for periodically visiting our Website and this privacy policy to check for any changes.

  1. WE RESPOND TO YOUR QUESTIONS, CONCERNS AND COMPLAINTS ABOUT PRIVACY

DesignDocs responds in a timely manner to your questions, concerns and complaints about the privacy of your personal information and Our privacy policies and procedures.

  1. LINKS TO OTHER WEBSITES

The Website may include links to third-party websites, plug-ins, services, social networks, or applications that DesignDocs does not own or maintain. Links to other websites or other resources which are not created or controlled by DesignDocs (“Linked Sites”) are intended for convenience only. Linked Sites are wholly independent from DesignDocs, therefore DesignDocs has no control over any products, services, materials, or other information contained in or available through these third party websites. We make no representations or warranties about the privacy practices of those websites. Clicking on those links or enabling those connections may allow the third party to collect or share data about you. Therefore, access to any third party websites through Our Website, regardless of whether the third party website is a Linked Site or not, is entirely at your own risk and it is your responsibility to take all protective measures to guard against threats, including but not limited to viruses or other destructive devices or programs. If you follow a link to a third-party website or engage a third-party plugin, please note that these third parties have their own privacy policies and we do not accept any responsibility or liability for these policies. We encourage you to read the privacy policy of every website you visit.

  1. CHILDREN UNDER THE AGE OF 13

Our Website is not intended for children under 13 years of age. No one under age 13 may provide any information to the Website. We do not knowingly collect personal information from children under 13. If you are under 13, do not use or provide any information on this Website or on or through any of its features/register on the Website, make any purchases through the Website, use any of the interactive or public comment features of this Website, or provide any information about yourself to us, including your name, address, telephone number, email address, or any screen name or user name you may use. If we learn we have collected or received personal information from a child under 13 without verification of parental consent, we will delete that information. If you believe we might have any information from or about a child under 13, please contact us at the details in the “How to Contact Us” section below.

  1. HOW TO CONTACT US

You may contact Us:

  1. by calling Us at 1-888-979-3627; or
  2. by emailing info@designdocs.com to the attention of our privacy officer

To discuss our compliance with this policy please contact our privacy officer using the contact information listed above.

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