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Privacy Policy | Nulane Systems

Privacy Policy

Effective Date: August 1, 2025

Nulane Systems ("Nulane", "we", "us", "our") is committed to protecting your privacy and securing your data across our suite of applications and platforms, including DocuDent. This Privacy Policy describes how we collect, use, protect, and share information from users, customers, site visitors, and app users. By using our services, you consent to the practices described herein.

1. Information We Collect

1.1 Information You Provide Directly

  • Contact Forms: Name, email, phone, company, and contents of your message.
  • Account Registration: Name, email, chosen password (encrypted), company details.
  • Support Requests: Email, support details, uploaded media, device info you share.
  • Job Applications: Resume/CV, cover letter, related data (if submission provided).

1.2 Information Collected Automatically

  • Usage Data: Device/browser, IP address, time of visit, URLs visited, referring/exit pages, and actions taken (e.g., form submissions).
  • Cookies: See section 5.
  • Diagnostics: Error/event logs, crash reports, basic analytic events (page view, click).
  • Communications: We may keep email/message content for service, legal, and quality purposes.

1.3 Information from Third Parties

  • Integrations: Information may be received from third-party integrations you enable with our services (such as Google, Auth0, Mailgun).

2. How We Use Your Information

  • To communicate with you (marketing, support, transactions, legal, or service notifications).
  • To provide, maintain, and improve our products, services, and websites.
  • To secure our network and protect against malicious or illegal activity.
  • To comply with legal and regulatory obligations.
  • To enforce our policies and agreements.
  • To analyze usage for product improvement (aggregated and de-identified).
  • To troubleshoot bugs and technical issues.

3. Data Sharing & Disclosure

  • With service providers (such as Mailgun for email delivery, analytics providers, authentication providers, and hosting/IT partners) under strict privacy contracts.
  • With legal authorities if required by law, subpoena, or legal process.
  • With affiliates or in the event of a sale, merger, or reorganization (you will be notified).
  • We never sell your information to marketers or unrelated third parties.

4. Security & Data Protection

Data is encrypted both in transit (TLS) and at rest where applicable. Access is restricted to authorized employees with a business need. We regularly review our systems for vulnerabilities and keep security practices up to date.

5. Cookies and Tracking

We use cookies and local storage to enhance your browsing experience, perform site analytics, and remember your preferences. You may set your browser to refuse cookies (this may limit some functionality).

Third-party tools (such as Google Analytics, social login widgets, or YouTube embeds) may also place cookies according to their own privacy policies.

6. Your Rights & Choices

  • You can request to access, update, correct, or delete personal information by emailing otto@nulanesystems.com
  • You have the right to opt out of marketing at any time (via unsubscribe links or by request).
  • You may request data portability or a summary of what we hold.
  • EU/UK users: GDPR rights apply (access, erase, restrict, object, data portability, lodge complaint).
  • California/US users: CCPA rights apply (see our CCPA Supplement if applicable).

7. Data Retention

We retain your data only as long as reasonably required for the purposes explained above, or as required by law. Backups and residual archived data may be retained as needed for business or legal compliance.

8. Children's Privacy

Our sites and services are not directed to individuals under 16. We do not knowingly collect or keep data from children under 16. If you believe a child has provided information, contact us for removal.

9. Changes to This Policy

We may update this Privacy Policy at any time. Updates will be posted here with revised effective date. Significant changes will be emailed/announced in-app or on the website within a reasonable time.

10. Contact & Data Protection Officer

If you have any questions, requests, or concerns about this Policy, please email otto@nulanesystems.com or write to: Privacy Officer, Nulane Systems, 123 Tech Avenue, Innovation City, ST 12345 USA.