DocFlow User Privacy Policy

Effective Date: [October 15, 2025]

This Privacy Policy (the "Policy") governs the collection, use, storage, disclosure, and protection of personal information of users ("User" or "You") who access or use the website and services provided by DocFlow (the "Website" or "Services"). By accessing or using the Website and Services, You acknowledge that You have read, understood, and agreed to the terms and conditions of this Policy, including the collection and processing of Your personal information as described herein. If You do not agree to this Policy, please refrain from using the Website and Services immediately.

1. Definitions

"Personal Information" refers to information that can be used alone or in combination with other information to identify a specific natural person, including but not limited to name, contact information, payment details, and usage records. "Non-Personal Information" refers to information that cannot identify a specific natural person, such as aggregated usage data, anonymous browsing statistics, and device model information that has been desensitized.

2. Collection of Information

2.1 Information You Voluntarily Provide

When You register an account on the Website, place an order, subscribe to newsletters, or contact our customer service, You may be required to provide Personal Information such as Your full name, email address, phone number, shipping address, and payment card details. This information is necessary for us to complete the registration process, fulfill orders, deliver products, and provide after-sales services.

2.2 Information Automatically Collected

When You access or use the Website and Services, we may automatically collect certain information through cookies, web beacons, and other tracking technologies, including but not limited to: (a) Device information: such as device model, operating system version, unique device identifier, and network connection type; (b) Usage information: such as pages visited, browsing duration, click-through rates, search queries, and order history; (c) Log information: such as IP address, access time, and browser type. We use this information to optimize the Website performance, improve user experience, and ensure the security of the Services.

2.3 Information from Third Parties

In limited circumstances, we may obtain Personal Information about You from trusted third-party partners, such as payment processors and shipping service providers, to verify the accuracy of the information You provide and facilitate order processing. These third parties are required to comply with relevant privacy laws and regulations and have obtained Your valid consent for the provision of such information.

3. Use of Information

We will only use Your Personal Information for the following legitimate purposes, and will not use it beyond the scope necessary to achieve these purposes:

To provide and maintain the Services, including account management, order processing, product delivery, and after-sales support;
To improve and optimize the Website and Services, such as analyzing user behavior, developing new features, and enhancing system security;
To send You important notifications, such as order confirmations, shipping updates, and changes to this Policy;
To provide personalized recommendations and marketing communications about our products and services, provided that You have not opted out of receiving such communications;
To comply with legal obligations, resolve disputes, and protect the legitimate rights and interests of DocFlow, You, and other users.

4. Storage of Information

4.1 Storage Location and Duration

Your Personal Information will be stored on secure servers located within the United States and the European Union, depending on Your geographic location. We will retain Your Personal Information for the minimum period necessary to achieve the purposes stated in this Policy, or as required by applicable laws and regulations. After the retention period expires, we will securely delete or anonymize Your Personal Information to prevent it from being restored or used.

4.2 Security Measures

We take appropriate technical and organizational security measures to protect Your Personal Information from unauthorized access, use, disclosure, alteration, or destruction. These measures include but are not limited to: (a) Encryption of sensitive information (such as payment details) during transmission and storage; (b) Implementation of access control systems to restrict access to Personal Information to authorized personnel only; (c) Regular security audits and vulnerability assessments to identify and address potential risks; (d) Training of employees on data protection obligations and best practices. However, please note that no method of transmission over the Internet or electronic storage is 100% secure, and we cannot guarantee absolute security of Your Personal Information.

5. Sharing of Information

We will not sell, rent, or lease Your Personal Information to any third party for commercial purposes without Your prior explicit consent. We may share Your Personal Information in the following circumstances:

With service providers who assist us in providing the Services, such as payment processors, shipping companies, and IT service providers. These service providers are only authorized to use Your Personal Information to perform the services they are contracted for and are required to maintain the confidentiality and security of the information;
In response to a legal request, such as a court order, subpoena, or request from a government authority, provided that we have verified the validity of the request;
To protect the rights, property, or safety of DocFlow, You, or other third parties, such as in the case of fraud prevention or investigation of illegal activities;
In connection with a merger, acquisition, sale of assets, or other corporate restructuring, where Your Personal Information may be transferred as part of the business assets, provided that the transferee agrees to comply with this Policy.

6. User Rights

You have the following rights with respect to Your Personal Information, and we will respond to Your requests in a timely manner in accordance with applicable laws and regulations:

Right of Access: You may request access to the Personal Information we hold about You, including the purpose of processing, the categories of information, and the recipients with whom the information has been shared;
Right of Correction: If Your Personal Information is inaccurate or incomplete, You may request us to correct or supplement it;
Right of Erasure: You may request us to delete Your Personal Information if the information is no longer necessary for the stated purposes, You withdraw Your consent, or our processing violates applicable laws;
Right to Restrict Processing: You may request us to restrict the processing of Your Personal Information in certain circumstances, such as when You dispute the accuracy of the information;
Right to Data Portability: You may request us to provide Your Personal Information in a structured, commonly used, and machine-readable format, or to transmit the information to another data controller, where technically feasible;
Right to Withdraw Consent: If we process Your Personal Information based on Your consent, You may withdraw Your consent at any time. The withdrawal of consent will not affect the validity of processing based on consent before the withdrawal.

To exercise the above rights, please contact us using the contact information provided in Section 10. We may require You to provide sufficient identification to verify Your identity and ensure the security of the information.

7. Cookies and Similar Technologies

We use cookies and similar tracking technologies (such as web beacons and pixel tags) to enhance Your experience on the Website, such as remembering Your login preferences, analyzing usage patterns, and providing personalized content. You can adjust Your browser settings to refuse cookies or receive a notification when a cookie is sent. However, if You disable cookies, some features of the Website and Services may not function properly.

8. Third-Party Links

The Website may contain links to third-party websites or services that are not operated by DocFlow. This Policy does not apply to such third-party websites or services, and we are not responsible for their privacy practices. We recommend that You review the privacy policies of these third parties before accessing or using their services.

9. Changes to This Policy

We reserve the right to update or modify this Policy from time to time to reflect changes in our business practices, legal obligations, or technological developments. When we make material changes to the Policy, we will notify You by posting the updated Policy on the Website and, if You have registered an account, sending a notification to Your registered email address. The updated Policy will take effect from the date of posting. We encourage You to review this Policy periodically.

10. Contact Us

If You have any questions, concerns, or requests regarding this Policy or the processing of Your Personal Information, please contact us at:

Email: k32359175@gmail.com