Privacy Policy

DOSSDOCS PRIVACY POLICY

This DOSSDOCS Privacy Policy (“Privacy Policy”) describes the types of information collected by Doss Docs, LLC, a California limited liability company (“DD” or “us” or “we”), from (i) the use of its websites (such as, but not limited to, www.dossdocs.com), programming interfaces, desktop and mobile applications (collectively, “Platforms”); (ii) the use of the solutions and services made available by DD from time to time through the Platforms (“Solutions”); and (iii) any communications with DD through or relating to the Platforms or Solutions, whether exchanged via email, text, private message or otherwise. The individual using one or more of the Platforms and/or Solutions is referred to in this Privacy Policy as “you” or “your”. 

This Privacy Policy also contains our practices for using, maintaining, protecting, and disclosing that information. We respect your privacy and we are committed to protecting it through our compliance with this Privacy Policy.

PLEASE READ THIS PRIVACY POLICY CAREFULLY BEFORE USING THE PLATFORMS AND SOLUTIONS OR SUBMITTING ANY INFORMATION TO DD.  BY INTERACTING WITH DD THROUGH ITS PLATFORMS AND SOLUTIONS, YOU INDICATE THAT YOU ACCEPT THIS PRIVACY POLICY AND THE  TERMS OF USE  WHENEVER YOU SUBMIT INFORMATION TO US, YOU CONSENT TO THE COLLECTION, USE AND DISCLOSURE OF THAT INFORMATION IN ACCORDANCE WITH THIS PRIVACY POLICY.   IF YOU DO NOT ACCEPT THIS PRIVACY POLICY AND THE TERMS OF USE, DO NOT SUBMIT INFORMATION TO US OR USE OUR PLATFORMS AND SOLUTIONS.

INFORMATION WE COLLECT

We collect several types of information from and about you, including information:

  • that personally identifies you, such as your name, postal address, e-mail address, telephone number, social security number, loan number, any other information the Platforms and Solutions collect that is defined as personal or personally identifiable information under applicable laws, rules and regulations (“Applicable Law”), or any other identifier by which you may be contacted online or offline (collectively, “personal information”);
  • any information pertaining to your application for a mortgage loan or the loan itself;
  • that is about you but does not identify you as an individual, such as your property address or automobile that you own; and/or
  • about your internet connection, the equipment you use to access our Platforms and Solutions and usage details.

HOW WE COLLECT INFORMATION

We collect information about you as follows:  (i) when you provide it to us, directly or indirectly, through the Platforms and Solutions; and (ii) automatically as you navigate the Platforms and Solutions using cookies, web beacons and other tracking technologies as further described below.

Information You Provide to Us. You provide information to us when you use the Platforms and Solutions and when you communicate with us.  Examples include:

  • Information that you provide to us when you register to use the Platforms and Solutions, upload data, request further services or report a problem.
  • Details of your transactions (including, without limitation, mortgage loans) and orders processed through our Platforms and Solutions.
  • Correspondence exchanged with us when you contact us, whether by email, live chat or text (including your email address).
  • Responses to surveys that we might ask you to complete for research purposes.
    • Search queries on the Platforms and Solutions.
  • You may also provide information for transmission to third parties through the Platforms and Solutions; see THIRD PARTY LINKS below for more information.

    Automatic Data Collection Technologies. As you navigate through and interact with our Platforms and Solutions, we may use automatic data collection technologies, such as cookies (“ADC Technologies”), to collect certain information about your equipment, browsing actions, and patterns, including:

    • Details of your visits to our Platforms and Solutions, including traffic data, location data, logs, and other communication data and the resources that you access on or through the Platforms and Solutions.
    • Information about your computer and internet connection, including your IP address, operating system, and browser type.

    We also may use ADC Technologies to collect information about your online activities over time and across third-party websites or other online services (behavioral tracking). See  HOW TO OPT-OUT  for information on how you can opt-out of behavioral tracking.

    Information we collect through ADC Technologies may include personal information, or we may maintain it or associate it with personal information we collect in other ways or receive from third parties. It helps us improve our Platforms and Solutions and deliver a better and more personalized experience, including by enabling us to:

    • Estimate our audience size and usage patterns.
    • Store information about your preferences, allowing us to customize our Platforms and Solutions according to your individual interests.
    • Speed up your searches.
    • Recognize you when you return to use our Platforms and Solutions.

    Browser Cookies. “Cookies,” or other similar anonymous tracking information may be downloaded to your computer during your use of our Platforms and Solutions. Cookies are small pieces of information that are stored by your browser on your computer’s hard drive. These cookies specifically do not contain or collect any personal information, and you can set your browser to not accept cookies if you wish. However, if you choose to set your browser to not accept cookies, it may prevent us from providing some features of the Platform or Solution to you, or at the very least, degrade the overall experience.

    Flash Cookies.  Certain features of our Platforms and Solutions may use local stored objects (or Flash cookies) to collect and store information about your preferences. Flash cookies are not managed by the same browser settings as are used for browser cookies. For information about managing your privacy and security settings for Flash cookies, see  HOW TO OPT OUT.

    Web Beacons.  Pages of our Platforms and our Solutions (including our emails to you) and our e-mails may contain small electronic files known as web beacons (also referred to as clear gifs, pixel tags, and single-pixel gifs) that permit DD, for example, to count users who have visited those pages or opened an email and for other related statistics (for example, recording the popularity of certain content and verifying system and server integrity).

    THIRD PARTY LINKS

    Our Platforms may provide links and otherwise allow you to access entities’ websites, products and services that are not controlled or operated by DD (including, without limitation, third party loan origination systems, point of sale and advertisers). You also may provide information for transmission to these third party websites and/or third party users of our Platforms.  All such transmissions are AT YOUR OWN RISK.  This Privacy Policy does not apply to your interaction with such third parties, and DD is not responsible for the content of third party websites or the privacy practices of third parties (including, without limitation, third parties’ use of cookies, pixel tags and other technologies).  Although we implement security measures and other controls, please be aware that no security measures are perfect or impenetrable. Additionally, we cannot control the actions of other users of our Platforms with whom you may choose to share your information.

    Therefore, we encourage you to request and review the privacy policies of any third parties prior to disclosing your information to such parties or upon visiting such third party websites.  We do not control third parties’ collection or use of your information to serve interest-based advertising. It is your sole responsibility to verify your privacy and shared information settings with all third party services, and maintain those settings as they are updated.  We cannot modify or otherwise control or exclude the information, personal information, or other metadata supplied to us by third parties as a result of your use of their services.

    USE AND DISCLOSURE OF YOUR INFORMATION

    We may disclose aggregated information about our users, and information that does not constitute personal information, for any purpose and without restriction.  If we combine any non-personal information with personal information, the combined information will be treated by us as personal information in accordance with this Privacy Policy.

    Upon collection of your personal information, we may use such personal information to our employees, contractors and agents for the following purposes:

    • To provide you with access to the Platforms and Solutions you are requesting.
    • To improve upon or troubleshoot any problems with the Platforms and Solutions.
    • To notify you about updates, modifications, enhancements and additional products and services.
    • To facilitate communication between you and our employees and agents in order to respond to your questions and comments, or to contact you for user feedback.
    • To generate aggregate statistical studies and conduct research related to our products and services and the use of our Platforms and Solutions.  
    • For any other purpose we may disclose to you from time to time where you provide your consent.

    We may also disclose your personal information to third parties as follows:

    • To a buyer or other successor in the event of a merger, divestiture, restructuring, reorganization, dissolution, or other sale or transfer of DD’s business, whether as a going concern or as part of a bankruptcy, liquidation, or similar proceeding, in which personal information held by DD about users of our Platforms and Solutions is among the assets transferred.
    • As required to comply with any court order, law, or legal process, including to respond to any government or regulatory request.
    • To enforce or apply our Terms of Use and other agreements, including for billing and collection purposes.
    • If we believe disclosure is necessary or appropriate to protect the rights, property, or safety of DD, our customers or others. This includes exchanging information with other companies and organizations for the purposes of fraud protection and credit risk reduction.

    CORRECTING YOUR INFORMATION

    You can review and change your personal information by logging into one of our Platforms and visiting your account profile page, if applicable. 

    You may also send us an email at support@dossdocs.com to request access to, correct or delete any personal information that you have provided to us. We cannot delete your personal information except by also deleting your user account. We may not accommodate a request to change information if we believe the change would violate any law or legal requirement or cause the information to be incorrect.

    If you delete any information you provided to or through the Platforms and Solutions, copies of your information may remain viewable in cached and archived pages or might have been copied or stored by other users. 

    DATA SECURITY :

    We have implemented measures designed to help secure your personal information against accidental loss and from unauthorized access, use, alteration, and disclosure. All information you provide to us is stored on our secure servers behind firewalls and is encrypted using 256-bit AES encryption. We cannot guarantee that your personal information will never be disclosed in a manner inconsistent with this Privacy Policy (for example, as a result of unauthorized acts by third parties that violate applicable law).  

    The safety and security of your information also depends on you. Where we have given you (or where you have chosen) a password for access to certain parts of the Platforms and Solutions, you are responsible for keeping this password confidential. We ask you not to share your password with anyone. It is your responsibility to protect the integrity of your accounts and passwords. To protect against unauthorized access to your account, be sure to log out each time you finish using the Platforms and Solutions. Unfortunately, the transmission of information via the internet is not completely secure. Although we do our best to protect your personal information, we cannot guarantee the security of your personal information transmitted through our Platforms and Solutions. Any transmission of personal information is at your own risk.  We are not responsible for circumvention of any privacy settings or security measures contained in the Platforms and Solutions.

    • Data Transmission: When data is transmitted to or from the Platforms and Solutions, it is encrypted using a minimum of 128-bit RSA keys over a TLS channel. If credit card information is transmitted, DD reveals only the last four digits when confirming an order (of course, the entire credit card number is transmitted to the appropriate credit card company during order processing).
    • Network Security: DD employs multiple firewalls to keep out unwanted traffic and intruders. Additionally, an intrusion detection system is used to analyze traffic and alert network security personnel of suspicious activity. DD uses a patch management system to ensure that all servers are up to date with the most current security patches.
    • Data Privacy: Each account is treated as a separate entity. Data from different accounts cannot be co-mingled, and there is a logical separation between data maintained in different accounts. Any and all “nonpublic personal information” of your “customers” or “consumers” that DD collects, or that you disclose to DD, is used by DD and transmitted to third parties only as necessary in connection with DD’s provision of its loan document preparation, delivery, imaging, annotation and other related ancillary and complementary services upon your request for such services.
    • Disclosure: DD will not disclose any such nonpublic personal information to any other person, except as permitted by this Privacy Policy or as otherwise required by applicable law. DD has implemented appropriate measures that are designed to meet the objectives of the “Interagency Guidelines Establishing Standards for Safekeeping Customer Information,” issued jointly by the Office of the Comptroller of the Currency, the Board of Governors of the Federal Reserve System, the Federal Deposit Insurance Corporation, and the Office of Thrift Supervision effective July 1, 2001.

    HOW TO OPT-OUT

    When you email us or register with us, you will have the ability to opt-out of receiving certain communications from DD, including voicemail or e-mail.  If you do not opt-out, but later decide that you would prefer not to receive e-mail communications from DD, please contact us at support@dossdocs.com. In addition, if you have an account with DD, you can opt-out by changing your DD account preferences.  Remember, however, that we may still send e-mail or call you in order to provide materials that you request.

    CHILDREN UNDER 13

    The Platforms and Solutions are not intended for children under 13 years of age. No one under age 13 may provide any personal information on or though the Platforms and Solutions. We do not knowingly collect personal information from children under 13. If you are under 13, do not use the Platforms and Solutions or provide any information to us, register on the Platforms, use any of the interactive or public comment features or provide any information about yourself to us, including, without limitation, your name, address, telephone number, email address, or any screen name or user name you may use. If we learn we have collected or received personal information from a child under 13 without verification of parental consent, we will delete that information. If you believe we might have any information from or about a child under 13, please contact us at support@dossdocs.com to request that this information be deleted.

    Anyone under 18 years old should seek his or her parent’s or guardian’s permission prior to using or disclosing any personal information on or through the Platforms and Solutions.  By using the Platforms and Solutions, you hereby represent that you are at least 13 years old. 

    CHANGES TO THE PRIVACY POLICY

    We reserve the right, in our discretion, to change, modify, add or remove portions of this Privacy Policy at any time, without prior notice to you.  All revisions will be posted to our primary website at www.dossdocs.com (the “Website”).  We urge you to check the Website frequently for any changes to this Privacy Policy.  Your continued use of any Platform or Solution means that you accept the current version of the Privacy Policy.  The date the Privacy Policy was last updated is identified at the bottom of the page. You are responsible for ensuring we have an up-to-date active and deliverable email address for you, in case we desire to e-mail you about material changes to our Privacy Policy.

    SPECIAL NOTICE TO CALIFORNIA RESIDENTS

    Under California Civil Code Section 1798.83, also known as Senate Bill 27, or “Shine the Light,” California residents are entitled to request and receive, free of charge, a copy of DD’s California Information Sharing Disclosure Notice for the previous calendar year. You may email us at support@dossdocs.com to request a copy.  We will provide the requested information to you at your email address in response.  Please be aware that not all information sharing is covered by the “Shine the Light” requirements and only information on covered sharing will be included in our response.

    In addition, California residents are entitled to the rights afforded to them by the California Consumer Privacy Act of 2018 (“CCPA”).  If you are a California resident, please carefully review the following information carefully.

    This California Residents’ Privacy Policy (“CRPP”) describes the practices of DD regarding the collection, use, and disclosure of the personal information of California residents (“Consumers” or “you” or “your”), the rights of Consumers under the California Consumer Privacy Act of 2018 (“CCPA”), and how Consumers may contact DD to exercise those rights. This California Residents’ Privacy Policy (“CRPP”) describes the practices of DD regarding the collection, use, and disclosure of the personal information of California residents (“Consumers” or “you” or “your”), the rights of Consumers under the California Consumer Privacy Act of 2018 (“CCPA”), and how Consumers may contact DD to exercise those rights.

    This CRPP incorporates DD’s Privacy Policy, which describes the types of information collected by DD from: (i) the use of its websites (such as, but not limited to, https://dossdocs.com/), programming interfaces, desktop and mobile applications (collectively, “Platforms”); (ii) the use of the solutions and services made available by DD from time to time through the Platforms (“Solutions”); and (iii) any communications with DD through or relating to the Platforms or Solutions, whether exchanged via email, text, private message or otherwise. Any user of the Platforms and Solutions is required to carefully review the DD Privacy Policy.

    This CRPP amends the DD Privacy Policy, and applies solely with respect to, the personal information of Consumers (i.e., California residents).

    Consumer Rights

    This section describes certain rights of Consumers under the CCPA. For information on how Consumers may contact DD to exercise these rights, please see the section below entitled, “How to Submit a Request.”

    A. Right to Know

    A Consumer has the right to request that a business disclose what “personal information” it collects, uses, discloses or sells. As described in this CRPP, the term “personal information” has the definition specified in the CCPA. Specifically, a Consumer may request that a business that collects personal information about the Consumer disclose to the Consumer the following:

    1. The categories of personal information it has collected about that Consumer.

    2. The categories of sources from which the personal information is collected.

    3. The business or commercial purpose for collecting or selling personal information.

    4. The categories of third parties with whom the business shares personal information.

    5. The specific pieces of personal information it has collected about that Consumer.

    B. Right to Request Deletion

    A Consumer has the right to request that a business delete any personal information about the Consumer which the business has collected from the Consumer. If it is necessary for DD to maintain the personal information for certain purposes, DD is not required to comply with your deletion request. If we determine that we will not delete your personal information when you request us to do so, we will inform you and tell you why we are not deleting it.

    C. Right to Opt-Out of Sale of Personal Information

    DD does not and will not sell Consumers’ personal information.

    D. No Discrimination

    A Consumer has the right not to be discriminated against because the Consumer exercises any of the Consumer’s rights under the CCPA

    E. How to Submit a Request

    To exercise the rights described above, you must submit a verifiable Consumer request (each, a “Request”) to us by contacting DD and providing the information described in this Section. You may submit a Request through any of the following methods:

    – By calling (800) 779-1362.

    – By submitting an email to support@dossdocs.com

    You may submit a Request as frequently as you would like, but we are not required to respond to Requests to provide personal information to you more than twice in any 12-month period.

    To submit a Request, you will be asked to provide certain information to help us verify your identity. The information we ask you to provide to initiate a Request may differ depending upon the type of request, sensitivity and value of the personal information that is the subject of the request, and the risk of harm to you that may occur as a result of unauthorized access or deletion, among other factors. We may also require you to provide a written declaration that you are who you say you are.

    Each Request must:

  • Include sufficient information that allows us to reasonably verify you are the person about whom we collected personal information, or an authorized representative.
  • Specifically, the Request must include your name and a method of contacting you.
  • Specifically describe your Request to delete personal information with sufficient detail that allows us to properly understand, evaluate, and respond to it
  • If we cannot verify your identity or authority to make the Request, we will not be able to comply with your Request. We will inform you if we cannot verify your identity or authority. We will only use personal information provided in a Request to verify the requestor’s identity or authority to submit the subject Request.

    How we collect, use and share personal information of Consumers

    DD has collected the following categories of Personal Information about Consumers in the twelve (12) months prior to the Effective Date of this Policy:

    Name, alias, postal address, unique personal identifier, online identifier, Internet Protocol address, email address, account name, social security number, driver’s license number, passport number, or other similar identifiers.

    Name, signature, social security number, physical characteristics or description, address, telephone number, passport number, driver’s license or state identification card number, insurance policy number, education, employment, employment history, bank account number, credit card number, debit card number, or any other financial information, medical information, or health insurance information.

    Characteristics of protected classifications under California or federal law, which are Race, color, national origin, religion, gender (including pregnancy), disability, age (at least 40 years old), citizenship status, sexual orientation, gender identity and gender expression.

    Commercial information, including records of personal property, products or services purchased, obtained, or considered, or other purchasing or consuming histories or tendencies.

    Biometric information.

    Internet or other electronic network activity information, including, but not limited to, browsing history, search history, and information regarding a Consumer’s interaction with an Internet Web site, application, or advertisement.

    Geolocation data.

    Audio, electronic, visual, thermal, olfactory, or similar information.

    Professional or employment-related information.

    Education information.

    Inferences drawn from any personal information to create a profile about a Consumer reflecting the Consumer’s preferences, characteristics, psychological trends, predispositions, behavior, attitudes, intelligence, abilities, and aptitudes.

    DD collects the personal information described above from the following categories of sources:

  • Third parties – lending and brokering institutions;
  • Secondary mortgage market participants (e.g., government-sponsored enterprises and other mortgage investors on the secondary market);
  • Online forms and documentation submitted by users; and
  • Cookies, metadata and other information from visiting our websites.
  • DD collects the personal information described above for a variety of business purposes. DD uses the personal information:

  • To achieve the operational purpose for which the personal information was collected or processed or for another operational purpose that is compatible with the context in which the personal information was collected.
  • For auditing related to a current interaction with the Consumer and concurrent transactions, including, but not limited to, counting ad impressions to unique visitors, verifying positioning and quality of ad impressions, and auditing compliance with this specification and other standards.
  • For detecting security incidents, protecting against malicious, deceptive, fraudulent, or illegal activity, and prosecuting those responsible for that activity.
  • Debugging to identify and repair errors that impair existing intended functionality.
  • For short-term, transient use, provided the personal information that is not disclosed to another third party and is not used to build a profile about a Consumer or otherwise alter an individual Consumer’s experience outside the current interaction, including, but not limited to, the contextual customization of ads shown as part of the same interaction.
  • For performing services on behalf of the business or service provider, including maintaining or servicing accounts, providing customer service, processing or fulfilling orders and transactions, verifying customer information, processing payments, providing financing, providing advertising or marketing services, providing analytic services, or providing similar services on behalf of the business or service provider.
  • For undertaking internal research for technological development and demonstration.
  • For undertaking activities to verify or maintain the quality or safety of a service or device that is owned, manufactured, manufactured for, or controlled by the business, and to improve, upgrade, or enhance the service or device that is owned, manufactured, manufactured for, or controlled by the business.
  • DD may share the personal information described above with the following categories of third parties:

    Vendors necessary to complete transactions requested by our customers.

    DD has not sold Personal Information about Consumers in the twelve (12) months prior to the Effective Date of this Policy.

    DD has disclosed the following categories of Personal Information about consumers for a business purpose in the twelve (12) months prior to the Effective Date of this Policy:

    Name, alias, postal address, unique personal identifier, online identifier, Internet Protocol address, email address, account name, social security number, driver’s license number, passport number, or other similar identifiers.

    Name, signature, social security number, physical characteristics or description, address, telephone number, passport number, driver’s license or state identification card number, insurance policy number, education, employment, employment history, bank account number, credit card number, debit card number, or any other financial information, medical information, or health insurance information.

    Characteristics of protected classifications under California or federal law, which are Race, color, national origin, religion, gender (including pregnancy), disability, age (at least 40 years old), citizenship status, sexual orientation, gender identity and gender expression.

    Biometric information.

    Internet or other electronic network activity information, including, but not limited to, browsing history, search history, and information regarding a Consumer’s interaction with an Internet Web site, application, or advertisement.

    Geolocation data.

    Audio, electronic, visual, thermal, olfactory, or similar information.

    Professional or employment-related information.

    Education information.

    Personal Information of Minors

    DD does not sell personal information about minors under the age of 16.

    Contact for More Information

    If you have questions or comments about this CRPP, please contact us by email to: support@dossdocs.com, regular mail to Doss Docs, LLC, Attention: Legal Department, 300 Spectrum Center Drive, Suite 400, Irvine, CA 92618, or via our toll-free number: (800) 779-1362.

    USERS OUTSIDE THE U.S.

    The Platforms and Solutions are hosted in the U.S. and governed by U.S. law. If you are using any Platform or Solution from outside the U.S., please be aware that your information may be transferred to and/or stored and processed in the U.S. where our servers are located. The data protection and other laws of the U.S. may differ from those in your country. By using any Platform or Solution, you consent to the handling of your information by our facilities and those of third party facilities in accordance with U.S. law.

    ARCHIVES

    Any or all information you submit or that we collect as part of the Platforms and Solutions may be archived and not permanently deleted. Archived information may be restored or “unarchived” by us for any purpose for use at a later date, even after you terminate your use of the Platforms and Solutions.

    GOVERNING LAW

    You agree that any claim, action or proceeding arising out of this Privacy Policy, or your use of the Platforms and Solutions, shall be governed by and construed in accordance with the laws of the U.S. and the State of California, without regard to principles of conflict of laws.  Any claim, action or proceeding related to this Privacy Policy will be resolved in accordance with the dispute resolution provisions in the Terms of Use.

    CONTACT US

    If you have questions or comments about this Privacy Policy, please contact us by email to support@dossdocs.com, regular mail to Doss Docs, LLC, Attention: Legal Department, 300 Spectrum Center Drive, Suite 400, Irvine, CA 92618, or via our toll-free number: (800) 779-1362.

     LAST UPDATED: October 4, 2021


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