Privacy Policy

1. Introduction

DocuQuire ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our mortgage document management platform (the "Service"). This policy is designed to comply with the Personal Information Protection and Electronic Documents Act (PIPEDA) and other applicable Canadian privacy laws.

By using DocuQuire, you consent to the data practices described in this policy. If you do not agree with this policy, please do not use our Service.

2. Information We Collect

2.1 Personal Information

We collect the following personal information when you use our Service:

• Account Information: Name, email address, phone number, brokerage name, and brokerage licence number
• Payment Information: Billing address and payment method details (processed securely through Stripe)
• Usage Data: Information about how you access and use the Service, including IP address, browser type, and device information

2.2 Mortgage Documents

We collect and store mortgage-related documents that you upload to the Service, including but not limited to:

• Income verification documents
• Bank statements
• Tax returns
• Property documents
• Identification documents
• Other documents required for mortgage applications

3. How We Use Your Information

We use the information we collect for the following purposes:

• To provide, maintain, and improve our Service
• To process transactions and manage your subscription
• To send you service-related communications, including notifications about document requests and status updates
• To respond to your inquiries and provide customer support
• To detect, prevent, and address technical issues and security threats
• To comply with legal obligations and enforce our Terms of Service

4. Data Storage and Location

Canadian Data Residency: All personal information and mortgage documents are stored in Canada to ensure compliance with PIPEDA and Canadian privacy regulations.

• Primary Storage: Toronto, Canada (Backblaze B2 cloud storage)
• Database: Hosted in Canada with encryption at rest
• Backups: All backups are maintained within Canadian data centers

We do not transfer your personal information or mortgage documents outside of Canada without your explicit consent or as required by law.

5. Data Retention and Deletion

Automatic Deletion: All mortgage documents uploaded to the Service are automatically deleted after 90 days from the date of upload. This ensures that sensitive information is not retained longer than necessary.

Account Information: We retain your account information for as long as your account is active or as needed to provide you with the Service. If you cancel your account, we will delete or anonymize your personal information within 30 days, except where we are required to retain it for legal or regulatory purposes.

You may request deletion of your account and associated data at any time by contacting us at support@docuquire.com.

6. Third-Party Services

We use the following third-party services to operate our platform. Each service has its own privacy policy and data handling practices:

6.1 Payment Processing

Stripe: We use Stripe to process subscription payments. Stripe collects and processes payment information in accordance with their privacy policy. We do not store your full credit card details on our servers.

6.2 Email Services

Mailgun: We use Mailgun to send transactional emails, including document request notifications and account-related communications. Mailgun processes email addresses and message content in accordance with their privacy policy.

6.3 SMS Services

Twilio: We use Twilio to send SMS notifications for document requests and status updates. Twilio processes phone numbers and message content in accordance with their privacy policy.

All third-party service providers are contractually obligated to protect your information and use it only for the purposes specified in our agreements with them.

7. Data Security

We implement industry-standard security measures to protect your information:

• 256-bit TLS encryption for all data transfers
• AES-256 encryption for stored documents
• Secure authentication and access controls
• Regular security audits and vulnerability assessments
• Presigned URLs for secure document access (no public access)

For more details about our security practices, please see our Security page.

8. Your Rights Under PIPEDA

Under PIPEDA, you have the following rights regarding your personal information:

• Right to Access: You can request access to the personal information we hold about you
• Right to Correction: You can request correction of inaccurate or incomplete information
• Right to Withdraw Consent: You can withdraw your consent to our collection, use, or disclosure of your information at any time
• Right to File a Complaint: You can file a complaint with the Privacy Commissioner of Canada if you believe we have violated your privacy rights

To exercise any of these rights, please contact us at support@docuquire.com.

9. Disclosure of Information

We do not sell, trade, or rent your personal information to third parties. We may disclose your information only in the following circumstances:

• To service providers who assist us in operating our Service (as described in Section 6)
• When required by law or to comply with legal processes
• To protect our rights, property, or safety, or that of our users or others
• In connection with a business transfer, merger, or acquisition (with notice to users)
• With your explicit consent

10. Children's Privacy

Our Service is not intended for individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately at support@docuquire.com.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy on this page and updating the "Last updated" date. Your continued use of the Service after such changes constitutes acceptance of the updated policy.

We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.

12. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us:

We will respond to your inquiry within 30 days as required by PIPEDA.