Privacy Policy

1.      Introduction

1.1          GovDocs is committed to safeguarding the privacy of webpage visitors and service users.

1.2          This policy applies where we are acting as a data controller with respect to the personal data of our website visitors and service users, where we determine the purposes and means of the processing of that personal data.

1.3          GovDocs uses cookies on our website. Insofar as those cookies are not strictly necessary for the provision of our website and services, GovDocs will ask clients and users to consent to the use of cookies when they first visit our website.

1.4          The GovDocs website incorporates privacy controls which affect how client personal data will be processed.

2.      The handling of personal data

2.1          This section outlines:

(a)           The general categories of personal data that may be processed.

(b)          The case of personal data that we did not obtain directly from clients, the source and specific categories of that data.

(c)           The purposes for which GovDocs will process personal data.

(d)          The legal bases of the processing.

2.2          GovDocs may process data about client use of our website and services (“usage data”). The usage data may include client IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views and website navigation paths, as well as information about the timing, frequency and pattern of client service use. The source of the usage data is GovDocs analytics tracking system. This usage data may be processed for the purposes of analyzing the use of the website and services.

2.3          GovDocs may process client website user account data (“account data”). The account data may include username and/or email address. The source of the account data is the client. Client account data may be processed for the purposes of operating OFC webpages, providing services, ensuring the security of webpages and services, maintaining back-ups of databases and communicating with clients.

2.4          GovDocs may process information that a client posts for publication on GovDocs website or through our services (“publication data”). The publication data may be processed for the purposes of enabling such publication and administering our website and services.

2.5          GovDocs may process information contained in any inquiry a user may submit regarding goods and/or services (“inquiry data”). The inquiry data may be processed for the purposes of offering, marketing and selling relevant goods and/or services to the user.

2.6          GovDocs may process information relating to transactions, including purchases of goods and/or services, that a user enters into with GovDocs and/or through the GovDocs website (“transaction data”). The transaction data may include user contact details, card details and the transaction details. The source of the transaction data is the user and/or GovDocs payment services provide. The transaction data may be processed for the purpose of supplying the purchased goods and/or services and keeping proper records of those transactions.

2.7          GovDocs may process information provided to us for the purpose of subscribing to email notifications and/or newsletters (“notification data”). The notification data may be processed for the purposes of sending the relevant notifications and/or newsletters.

2.9          GovDocs may process any of client or user personal data identified in this policy where necessary for the establishment, exercise or defense of legal claims, whether in court proceedings or in an administrative or out-of-court procedure.

2.10       GovDocs may process any of client or user personal data identified in this policy where necessary for the purposes of obtaining or maintaining insurance coverage, managing risks, or obtaining professional advice.

2.11       In addition to the specific purposes for which GovDocs may process personal data set out in this Section 3, GovDocs may also process any personal data where such processing is necessary for compliance with a legal obligation to which we are subject, or in order to protect client/user vital interests or the vital interests of another natural person.

2.12       Please do not supply any other person’s personal data to us, unless requested by GovDocs.

3.      Providing personal data to others

3.1          GovDocs may disclose personal data to insurers and/or professional advisers insofar as reasonably necessary for the purposes of obtaining or maintaining insurance coverage, managing risks, obtaining professional advice, or the establishment, exercise or defense of legal claims, whether in court proceedings or in an administrative or out-of-court procedure.

3.2          Client/User personal data held in our website database will be stored on the servers of our hosting services providers identified at https://www.govdocs.com/client-user-data/

3.3          We may disclose client contact and location information to our suppliers or subcontractors identified at https://www.govdocs.com/client-user-data/ insofar as reasonably necessary to deliver services for the client.

3.4          In addition to the specific disclosures of personal data set out in this Section 4, GovDocs may disclose a client’s personal data where such disclosure is necessary for compliance with a legal obligation to which we are subject, or in order to protect their vital interests or the vital interests of another natural person. GovDocs may also disclose personal data where such disclosure is necessary for the establishment, exercise or defense of legal claims, whether in court proceedings or in an administrative or out-of-court procedure.

4.      Retaining and deleting personal data

4.1          This Section 4 sets out our data retention policies and procedure, which are designed to help ensure that we comply with our legal obligations in relation to the retention and deletion of personal data.

4.2          Personal data that we process for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes.

4.3          GovDocs will retain personal data as follows:

(a)          Account data will be retained indefinitely;

(b)          Inquiry data will be retained indefinitely;

(c)           Transaction data will be retained indefinitely;

(d)          Notifications will cease no longer than 2 business days after we are instructed to cease sending the notifications;

(e)          Notification data will be retained until the contact leaves their associated company

4.4          Notwithstanding the other provisions of this Section, we may retain personal data where such retention is necessary for compliance with a legal obligation to which we are subject, or in order to protect client vital interests or the vital interests of another natural person.      

5.      About cookies

5.1          A cookie is a file containing an identifier (a string of letters and numbers) that is sent by a web server to a web browser and is stored by the browser. The identifier is then sent back to the server each time the browser requests a page from the server.

5.2          Cookies may be either “persistent” cookies or “session” cookies: a persistent cookie will be stored by a web browser and will remain valid until its set expiry date, unless deleted by the user before the expiry date; a session cookie, on the other hand, will expire at the end of the user session, when the web browser is closed.

5.3          Cookies do not typically contain any information that personally identifies a user, but personal data that is stored about a user may be linked to the information stored in and obtained from cookies. When a cookie can be used to identify a user it is considered personal data.

6.      Purpose for cookies

6.1          GovDocs uses cookies for the following purposes:

(a)           Authentication and status – GovDocs uses cookies to identify a user on a webpage, and to determine if a user is logged into the website.

(b)          Personalization – GovDocs uses cookies to store information about preferences and to personalize the website for users.

(c)           Security – GovDocs uses cookies as an element of the security measures used to protect user accounts, including preventing fraudulent use of login credentials, and to protect our website and services generally.

(d)          Analysis – GovDocs uses cookies to help us to analyze the use and performance of our website and services.

7.      Cookies used by our service providers

7.1          Our service providers use cookies and those cookies may be stored on a user’s computer when visiting GovDocs webpages.

7.2          We use Google Analytics. Google Analytics gathers information about the use of our website by means of cookies. The information gathered is used to create reports about the use of our website. Clients can find out more about Google’s use of information by visiting https://www.google.com/policies/privacy/partners/ and they can review Google’s privacy policy at https://policies.google.com/privacy.

7.3          GovDocs uses cookies and related technologies on its website for tracking client interactions.  Clients can view the list of vendor cookies and privacy policy for each of these vendors at the link https://www.govdocs.com/vendor-cookies/.

8.      Managing cookies

8.1          Most browsers allow clients/users to refuse to accept cookies and to delete cookies. The methods for doing so vary from browser to browser, and from version to version. Clients/users can however obtain up-to-date information about blocking and deleting cookies via their browsers settings:

9.      Revision and Approval History: