Effective January 2022
The privacy of your data is a big deal to us. In this policy, we lay out: what data we collect and why; how your data is handled; and your rights to your data. We promise we never sell your personal data: never have, never will. This policy applies to all products built and maintained by Omegabyte Solutions LLC.
Our guiding principle is to collect only what we need. Here’s what that means in practice:
When you sign up for our docuSnippets product, we typically ask for identifying information such as your username, email address, state of residence, and healthcare occupation type. That’s just so you can personalize your new account, and we can send you invoices, updates, or other essential information. We sometimes also give you the option to add a profile picture that displays in our products, but we do not normally look at or access that picture. We’ll never sell your personal info to third parties.
When you pay for a docuSnippets product, we ask for your credit card and billing address. That’s so we can charge you for service, calculate taxes due, and send you invoices. We use the Stripe payment service, which handles all credit card transactions. Your credit card is passed directly to our payment processor and doesn’t ever go through our servers.
We log all access to all accounts by full IP address so that we can always verify no unauthorized access has happened. We keep this login data for as long as your product account is active.
We also log full IP addresses used to sign up a product account. We keep this record forever for all our products.
Web analytics data — described further in the Website Interactions section — are also tied temporarily to IP addresses to assist with troubleshooting cases.
When you browse our applications, your browser automatically shares certain information such as which operating system and browser version you are using. We track that information, along with the pages you are visiting, page load timing, and which website referred you for statistical purposes like conversion rates and to test new designs. We sometimes track specific link clicks to help inform some design decisions. These web analytics data are tied to your IP address and user account if applicable and you are signed into our Services. We use used third-party web analytics software.
We do use persistent first-party cookies to store certain preferences, make it easier for you to use our Services, and support some in-house analytics. A cookie is a piece of text stored by your browser to help it remember your login information, site preferences, and more. You can adjust cookie retention settings in your own browser. To learn more about cookies, including how to view which cookies have been set and how to manage and delete them, please visit: www.allaboutcookies.org.
At this time, our websites and applications do not respond to Do Not Track beacons sent by browser plugins.
When you write docuSnippets with a question or to ask for help, we keep that correspondence, including the email address, so that we have a history of past correspondences to reference if you reach out in the future.
We also store any information you volunteer like surveys. Sometimes when we do customer interviews, we may ask for your permission to record the conversation for future reference or use. We only do so if you give your express consent.
We don’t collect any characteristics of protected classifications including age, race, gender, religion, sexual orientation, gender identity, gender expression, or physical and mental abilities or disabilities. You may provide these data voluntarily, such as if you include a pronoun preference in your email signature when writing into our Support team.
We also do not collect any biometric data. You are given the option to add a picture to your user profile, which could be a real picture of you or a picture of something else that represents you best. We do not extract any information from profile pictures: they are for your use alone.
Our default practice is to not access your information. The only times we’ll ever access or share your info are:
1. To provide products or services you’ve requested. We do use some third-party services to run our applications and only to the extent necessary process some or all of your personal information via these third parties such as Linode cloud services and Elasticsearch. Having subprocessors means we are using technology to access your data. No docuSnippets human looks at your data for these purposes unless an error occurs that stops an automated process from working and requires manual intervention to fix. These are rare cases and when they happen, we look for root cause solutions as much as possible to avoid them from reoccurring.
2. To help you troubleshoot or squash a software bug, with your permission. If at any point we need to access your account to help you with a Support case, we will ask for your consent before proceeding.
3. To investigate, prevent, or take action regarding restricted uses. Accessing a customer’s account when investigating potential abuse is a measure of last resort. We have an obligation to protect the privacy and safety of both our customers and the people reporting issues to us. We do our best to balance those responsibilities throughout the process. If we do discover you are using our products for a restricted purpose, we will report the incident to the appropriate authorities.
4. When required under applicable law. docuSnippets is a US company and all data infrastructure are located in the US.
At docuSnippets, we apply the same data rights to all customers, regardless of their location. Currently some of the most privacy-forward regulations in place are the European Union’s General Data Protection Regulation (“GDPR”) and California Consumer Privacy Act (“CCPA”) in the US. docuSnippets recognizes all of the rights granted in these regulations, except as limited by applicable law. These rights include:
If you have questions about exercising these rights or need assistance, please contact us at support@docuSnippets.com. For requests to delete personal information or know what personal information has been collected, we will first verify your identity using a combination of at least two pieces of information already collected including your user email address. If an authorized agent is corresponding on your behalf, we will first need written consent with a signature from the account holder before proceeding.
If you are in the EU, you can identify your specific authority to file a complaint or find out more about GDPR, at https://edpb.europa.eu/about-edpb/board/members_en.
All data is encrypted via SSL/TLS when transmitted from our servers to your browser. The database backups are also encrypted.
Most data are not encrypted while they live in our database (since it needs to be ready to send to you when you need it), but we go to great lengths to secure your data at rest.
In our Services, we give you the option to delete data such as account snippets (“Snippets”). Snippets you are able to delete can be maintained in an accessible trash account for other users to view but will not be tied to your Account (This is due to maintain functionality for other users who may have upvoted, downvoted, commented, or saved certain Snippets).
We delete your data after an account is cancelled. In this case, there is no period of data being kept in an accessible trash can so your data are purged within 60 days. This applies both for cases when an account owner directly cancels and for auto-cancelled accounts. Please refer to our Cancellation policy for more details.
Our products and other web properties are operated in the United States. If you are located in the European Union or elsewhere outside of the United States, our Services can be accessed from countries around the world. We make no guarantee that materials or services on this website are appropriate for use in other countries. If you access this site from outside the United States, you are responsible for compliance with all local laws.
We may update this policy as needed to comply with relevant regulations and reflect any new practices. Whenever we make a significant change to our policies, we will also announce them on our company blog.