Docuzard - Client Portal

1. Introduction

Docuzard ("we", "our", or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our secure document portal service.

2. Information We Collect

We collect information that you provide directly to us, including:

Contact information (name, email address, phone number)
Tax-related documents you upload (W-2s, 1099s, receipts, etc.)
Identity verification information when required by your tax provider
Communications you send to us or your tax professional through the platform

We also automatically collect certain information when you use our Service, including device information, IP address, browser type, and usage data.

3. How We Use Your Information

We use the information we collect to:

Provide, maintain, and improve our Service
Facilitate document sharing with your designated tax professional
Verify your identity when required
Send you notifications and updates about your tax preparation
Respond to your inquiries and provide customer support
Detect, prevent, and address technical issues and fraud
Comply with legal obligations

4. Information Sharing

We do not sell, trade, or rent your personal information to third parties. We may share your information only in the following circumstances:

With your tax professional: Your uploaded documents and information are shared with the tax preparation firm you have designated.
Service providers: We may share information with third-party vendors who perform services on our behalf (e.g., cloud hosting, identity verification).
Legal requirements: We may disclose information if required by law, court order, or government request.
Protection of rights: We may disclose information to protect our rights, privacy, safety, or property.

5. How You Consent to Receive Communications

By voluntarily providing your email address and/or telephone number to us, you expressly consent to receive communications from us through those channels. We value your privacy and do not engage in spamming practices; your contact information is used strictly to facilitate the services we provide to you and your sponsor.

Specifically, by submitting your contact information, you agree that we may contact you for the following purposes:

Account Security & Verification: Sending one-time passcodes (OTP), multi-factor authentication messages, or login verification links.
Sponsor-Related Notifications: Communicating information on behalf of your sponsor (such as an employer, organization, or partner entity) regarding your account or benefits.
Operational & Administrative Support: Addressing "valid issues" such as technical support, changes to our terms, service updates, or important account alerts.

Method of Communication Communications may be delivered via email, text message (SMS), or phone calls. Standard text messaging rates applied by your cell phone carrier may apply to text messages we send.

6. Managing Your Communication Preferences

You have the right to control how we communicate with you. However, please note that certain communications are required for the proper functioning of your account and the security of your data.

Opting Out of Non-Essential Communications You may opt out of receiving general updates, sponsor-related announcements, or other non-essential messages at any time by:
- Email: Clicking the "Unsubscribe" link located at the bottom of our emails.
- SMS/Text: Replying with the word "STOP" to any text message you receive from us. After you send the SMS message "STOP" to us, we will send you an SMS message to confirm that you have been unsubscribed. After this, you will no longer receive text messages from that specific number.
Essential Transactional Communications (Exceptions) Please be aware that you cannot opt out of transactional or administrative messages that are necessary for the use of the Service. These include:
- Security Verification: One-time passcodes (OTPs), 2FA codes, and password reset links required to access your account.
- Legal & Account Notices: Notifications regarding changes to our Terms of Service, Privacy Policy, or alerts about data security incidents.

If you wish to stop receiving these essential messages, you must deactivate your account and cease using our services, as we cannot provide our services without the ability to verify your identity or contact you regarding account security.

7. Data Security

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

256-bit AES encryption for all documents and data at rest
TLS 1.3 encryption for all data in transit
SOC 2 Type II compliant data centers
Multi-factor authentication options
Regular security audits and penetration testing
Automatic session timeouts
Comprehensive audit logging

8. Data Retention

We retain your documents and information in accordance with IRS record-keeping requirements, typically for seven (7) years from the tax year to which they relate. You may request deletion of your data at any time, subject to legal retention requirements and your tax professional's needs.

9. Your Rights

Depending on your location, you may have certain rights regarding your personal information, including:

Access to your personal information
Correction of inaccurate information
Deletion of your information (subject to legal requirements)
Data portability
Withdrawal of consent

10. Cookies and Tracking

We use essential cookies to maintain your session and remember your preferences. We do not use advertising or third-party tracking cookies. You can configure your browser to refuse cookies, but this may limit your ability to use certain features of our Service.

11. Children's Privacy

Our Service is not intended for children under 18 years of age. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately.

12. Changes to This 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 Service after such changes constitutes acceptance of the updated policy.

13. Requesting Assistance

If you are experiencing issues with our services, or if you have forgotten your login credentials and are not receiving verification codes, we are here to help.

Text Message Support: You can reply with the keyword "HELP" to any text message you receive from us. We will respond with instructions on how to use the service as well as how to unsubscribe.
Re-subscribing: If you have previously replied "STOP" and wish to start receiving verification codes or messages again, you may reply with the keyword "START" or "UNSTOP" to the same number, or contact our support team to manually reinstate your number.

14. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us at privacy@docuzard.com.