1. Introduction

ValyDoc (“Company,” “we,” “us,” or “our”) respects your privacy and is committed to protecting your information. This Privacy Policy explains how we collect, use, store, and safeguard information when you use our document tracking platform (“Service”).

2. Information We Collect

A. Company Account Information

• Company name
• Owner or administrator name
• Email address
• Phone number
• Company address
• Company code
• Login credentials (encrypted)

B. Employee Information (Uploaded by Companies)

• Employee first and last name
• Email address (if provided)
• Uploaded documents
• Document issue and expiration dates

Companies are responsible for ensuring they have proper authorization to upload and store employee information.

C. Individual Account Information

• Full name
• Email address
• Uploaded personal documents
• Document issue and expiration dates
• Optional notes or document descriptions

Individual users are responsible for the accuracy of documents and information uploaded to their personal accounts.

D. Billing Information

• Payments are processed securely by Stripe.
• ValyDoc does NOT store full credit card numbers or sensitive payment details.
• Stripe may collect billing address and payment information subject to its own privacy policy.

E. Technical & Usage Information

• IP address
• Browser type
• Device information
• Access logs and activity timestamps

3. How We Use Information

We use collected information to:

• Provide document tracking and reminder services
• Send expiration alerts and system notifications
• Manage subscriptions and billing
• Improve system performance and functionality
• Maintain platform security and prevent fraud

4. Legal Basis (Where Applicable)

Depending on your jurisdiction, we process personal data based on:

• Performance of a contract
• Legitimate business interests
• Legal compliance obligations
• User consent (where required)

5. Data Security

We implement reasonable security measures including:

• Encrypted HTTPS connections
• Secure server infrastructure
• Restricted database access controls
• Session protection mechanisms

However, no online system can guarantee absolute security.

6. Data Sharing

We do NOT sell personal data.

We may share limited data only with:

• Stripe (payment processing)
• Email service providers (to deliver reminders)
• Hosting providers supporting our infrastructure
• Legal authorities when required by law

7. Data Retention

Data is stored:

• While the account remains active
• Until the user or company deletes the account
• Or as required by applicable law

ValyDoc retains only the most current version of uploaded documents. When a document is replaced or updated, previous versions may be permanently deleted and are not archived.

8. User Rights

Depending on your location, you may have the right to:

• Request access to your personal data
• Request correction of inaccurate data
• Request deletion of data
• Request data portability
• Withdraw consent where applicable

Requests may be sent to support@valydoc.com.

9. Cookies & Tracking Technologies

ValyDoc uses cookies and similar technologies for:

• Session authentication
• Theme preferences, including light and dark mode
• Security tokens and CSRF protection

10. Children's Privacy

The Service is not intended for individuals under 18 years of age. We do not knowingly collect personal information from minors.

11. International Users

If you access the Service from outside the United States, your information may be transferred to and processed in the United States or other jurisdictions where our service providers operate.

12. Changes to This Privacy Policy

We may update this Privacy Policy periodically. Continued use of the Service after updates indicates acceptance of the revised policy.

13. Contact Information

Email: support@valydoc.com
Website: https://valydoc.com