We are KeyDocs. Here's how we protect your data and respect your privacy.
October 24th 2024
KeyDocs is committed to best practices in relation to the management of information with relevant data protection and privacy laws, including but not limited to the Privacy Act 1988 in Australia. In the event of a data breach, we will notify affected individuals and the Office of the Australian Information Commissioner (OAIC) in accordance with the Notifiable Data Breaches Scheme or other applicable laws.
This privacy policy outlines how, why and when we collect your data, the types of data we collect, our data security practices and your rights.
If you are a registered KeyDocs customer, subscriber or simply just visiting our website, we advise you take the time to read through this privacy policy as it applies to you.
The table outlines different scenarios where you provide data and where we collect the data.
You request a demo of Bearer
We call you
You use Bearer
You receive emails from us
You chat with us for customer support
You opt-in to marketing messages
You request a demo of KeyDocs
We call you
You use KeyDocs
You receive emails from us
You chat with us for customer support
You opt-in to marketing messages
If you are only a visitor to our website, please know that we do not collect any personal data before you request a demo of KeyDocs.
From the moment you request a demo of KeyDocs, we start collecting data. Sometimes you provide us with data, sometimes data about you is collected automatically.
Your name, email address, phone, company, job title, industry, organisation size or any other details that you voluntarily provide us.
Your data sources & destinations, types of data, business processes, hosting location, security measures, etc.
Your IP address, login information, browser type and version, time zone setting, browser plug-in types, geolocation information about where you might be, operating system and version, etc.
Your URL clickstreams (the path you take through our site), pages viewed, page response times, download errors, how long you stay on our pages, what you do on those pages, how often, and other actions.
We only collect the information listed above at the current moment. We ensure that we do not collect any sensitive personal data, such as health information, racial or ethnic origin, religious beliefs, or any other data considered sensitive under privacy regulations.
We only use your data for the purpose it was collected, in accordance with the privacy regulations mentioned in the introduction. The following are the reasons for which we process your data:
Login and authentication.
Product analytics, heat mapping our site, testing features, and session replay.
Notifying you of any changes to our service, solving issues via live chat support, phone or email including any bug fixing.
Sending you emails and messages about new features, products and services, and content.
You have given clear consent for us to process your personal data for the reasons outlined above.
Please be aware when subscribing to KeyDocs, Microsoft will ask you for permissions and you will be required to accept these.
If you have given us consent to use your data, you can freely withdraw at any time. However, if we have a legal basis to continue processing your personal data then we may continue to do so subject to your legal rights. To withdraw your consent please email us at support@keydocs.io.
If you choose to do this, you can continue to use the website and browse its pages, but we will not be able to process any transactions.
You can block cookies by activating a setting on your browser allowing you to refuse cookies. For more details, refer to Cookies Section.
Note: If you turn off cookies, you can continue to use KeyDocs but certain services will not work effectively.
We will inform you (before collecting your data) if we intend to use your data for marketing and if third parties are involved. You can opt out from marketing by emailing us at support@keydocs.io.
You can exercise your rights by sending us an email at support@keydocs.io.
This includes the right to ask us supplementary information about:
If you wish to access your data, please contact us in writing. KeyDocs will not charge any fee for any access request but may charge an administrative fee for providing a copy of your data. We may require identification from you before releasing the requested data.
If your personal data changes or if we have recorded data incorrectly, you are welcome to get in touch with us at support@keydocs.io to correct this.
You can object to us using your data for profiling or making assumptions about you. We may use your data to determine whether we should let you know information that might be relevant to you (for example, tailoring emails to you based on your behaviour). Otherwise, the only circumstances in which we will do this is to provide the KeyDocs service to you
We will give you a copy of your data in CSV or JSON format so that you can provide it to another service. If you ask us and it is technically possible, we will directly transfer the data to the other service for you. However, we will not fulfil these requests if they require disclosing information about another individual without the appropriate rights.
You can do this by asking us to erase any personal data we hold about you, if it is no longer necessary for us to hold the data for purposes of your use of KeyDocs.
Please tell us first, so we have a chance to address your concerns. If we fail in this, you can address any complaint to the OAIC, either by calling their helpline or as directed on their website at https://www.oaic.gov.au.
We have physical, electronic, and managerial procedures to safeguard and secure the information we collect. For any Personally Identifiable Information, we utilize standard SSL traffic, as well as hashing and encryption algorithms.
And please remember:
The data we collect is primarily stored within Australia.
By submitting your data, you agree to this transfer, storing or processing by us. If we transfer or store your information outside your jurisdiction, we will take steps to ensure that your privacy rights continue to be protected as outlined in this Privacy Policy.
We will keep your personal identifiable information:
IT businesses often use third parties to help them host their application, communicate with customers, power their emails etc. We partner with third parties who we believe are the best in their field at what they do.
When we do this, sometimes it is necessary for us to share your data with them, so these services work as intended. Your data is shared only when strictly necessary and according to the safeguards and practices detailed in this Privacy Policy. Where personal data is transferred to a third party, we take steps to ensure we agree the standard contractual clauses with them. We continually monitor this transfer mechanism. Any data transfers are encrypted and generally consist of insensitive personal data.
Here are the details of our main third-party service providers, and what data they collect, or we share with them, where they store the data and why they need it:
This is a web hosting provider: we use it to store data you generate by using the service securely in the cloud.
EU (Ireland)
Microsoft Azure
Privacy PolicyThis is a web hosting provider: we use it to store data you generate, handle identity management, invites and emails.
APAC/AU
Microsoft Marketplace & Microsoft AppSource
Privacy PolicyThis is an app hosting provider, we use it to handle customers signing up to our Software As a Service application and payment information.
APAC/AU
This enables users to authenticate via Single Sign-On.
US
We use this service for customer communications, user interaction and helpdesk assistance.
US
We use this service for customer communications.
US
We use this service for customer communications, user interaction and helpdesk assistance.
US
We use this service for sending, storing and tracking emails.
US
Webflow, Inc.
Privacy PolicyWe use this service to build our website and to contact us.
US
Microsoft Sharepoint
Privacy PolicyWe use this service to manage and store your documents.
APAC/AU
This service processes payments for us.
EU & US
When you interact with KeyDocs as a user, we (and these third parties) will issue cookies unless you adjust your browser settings to refuse them. These may be ‘session’ cookies, meaning they delete themselves when you leave KeyDocs, or ‘persistent’ cookies which do not delete themselves and help us recognise you when you return so we can provide a tailored service.
You can block cookies by activating a setting on your browser allowing you to refuse the setting of cookies. You can also delete cookies through your browser settings.
If you use your browser settings to disable, reject, or block cookies (including essential cookies), certain parts of our website will not function fully. In some cases, our website may not be accessible at all.
Please note that where third parties use cookies, we have no control over how those third parties use those cookies
We may update our Privacy Policy from time to time. Significant changes will be communicated via prominent notices on our website or through email.
Please review this policy periodically. Your continued use of our services after changes indicates your acceptance.
For any inquiries regarding this Privacy Policy or to exercise your data rights, please reach out to us via the following:
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