Privacy Policy

1. Introduction

DocuHatch ("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 W-9 collection and management platform.

2. Information We Collect

2.1 Personal Information

We collect information that you provide directly to us, including:

• Name and contact information (email address, phone number)
• Business information (company name, address, EIN)
• Tax identification numbers (TIN, SSN, EIN) - encrypted and tokenized
• W-9 form data and associated documents
• Account credentials and authentication information

2.2 Automatically Collected Information

When you access our services, we automatically collect:

• Log data (IP address, browser type, access times)
• Device information (device type, operating system)
• Usage data (pages visited, features used)
• Cookies and similar tracking technologies

3. How We Use Your Information

We use the collected information for:

• Providing and maintaining our W-9 collection services
• Processing and verifying tax information
• Sending notifications and updates about form submissions
• Improving our platform and user experience
• Ensuring security and preventing fraud
• Complying with legal obligations and tax regulations
• Providing customer support

4. Data Security

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

• Encryption: 256-bit SSL/TLS encryption for data in transit
• Tokenization: Tax identification numbers are tokenized and never stored in plain text
• Access Controls: Role-based access control (RBAC) limits data access
• Audit Logs: Comprehensive logging of all data access and modifications
• Compliance: Regular security audits and GDPR compliant

5. Information Sharing and Disclosure

We do not sell your personal information. We may share your information only in the following circumstances:

• With Your Consent: When you authorize us to share information
• Service Providers: Third-party vendors who assist in operating our platform (under strict confidentiality agreements)
• Legal Requirements: When required by law, court order, or regulatory authority
• Business Transfers: In connection with a merger, acquisition, or sale of assets (with notice to affected users)
• Protection: To protect the rights, property, or safety of DocuHatch, our users, or others

6. Data Retention

We retain your information for as long as your account is active or as needed to provide services. W-9 forms and tax information are retained in accordance with IRS requirements and applicable tax laws (typically 4-7 years). You may request deletion of your data, subject to legal retention requirements.

7. Your Rights and Choices

You have the right to:

• Access: Request access to your personal information
• Correction: Request correction of inaccurate information
• Deletion: Request deletion of your information (subject to legal requirements)
• Export: Request a copy of your data in a portable format
• Opt-Out: Unsubscribe from marketing communications
• Object: Object to processing of your information in certain circumstances

To exercise these rights, please contact us at privacy@docuhatch.com.

8. Cookies and Tracking

We use cookies and similar technologies to enhance your experience, analyze usage, and improve our services. You can control cookies through your browser settings, though some features may not function properly if cookies are disabled.

9. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. We ensure appropriate safeguards are in place to protect your information in accordance with this Privacy Policy and applicable laws.

10. Children's Privacy

Our services are not directed to individuals under 18. We do not knowingly collect personal information from children. If you become aware that a child has provided us with personal information, please contact us.

11. Changes to This Privacy Policy

We may update this Privacy Policy periodically. We will notify you of material changes by posting the new policy on this page and updating the "Effective Date." Your continued use of our services after changes constitutes acceptance of the updated policy.

12. Contact Us

If you have questions or concerns about this Privacy Policy or our data practices, please contact us: