Privacy Policy

DocHubPH(“we,” “our,” or “us”) operates the DocHubPH platform, including the website at dochubph.comand all related services (collectively, the “Service”). This Privacy Policy explains how we collect, use, disclose, and protect your personal information when you use the Service.

By accessing or using the Service, you agree to the collection and use of information in accordance with this policy. If you do not agree, please do not use the Service.

1. Information We Collect

1.1 Information You Provide Directly

• Account registration: Full name, email address, phone number, and password when you create an account.
• Profile information: Additional details you add to your profile (e.g., address, organization).
• Transaction data: Documents, notes, expenses, and work details you upload or create within the platform.
• Communications: Messages you send to other users, service providers, or to our support team.
• AI chat: Questions you submit to Ask DocHub. These may be stored to improve service quality.

1.2 Information Collected Automatically

• Usage data: Pages visited, features used, session duration, and actions taken within the Service.
• Device information: Browser type, operating system, and screen resolution.
• IP address: Used for rate limiting, security, and geographic service compliance.
• Cookies and session data: We use HttpOnly session cookies to keep you signed in securely. See Section 7 for details.

2. How We Use Your Information

We use the information we collect to:

• Create and manage your account and authenticate your identity.
• Provide, operate, and improve the Service.
• Process transactions and facilitate collaboration between users and service providers.
• Send transactional emails and SMS notifications (e.g., document expiry alerts, invitation emails, password resets).
• Respond to your support requests and communicate with you about your account.
• Monitor and analyze usage patterns to improve platform performance and user experience.
• Detect, prevent, and respond to fraud, abuse, and security incidents.
• Comply with legal obligations applicable in the Republic of the Philippines.

We do not sell your personal information to third parties. We do not use your data for advertising profiling.

3. How We Share Your Information

We may share your information in the following limited circumstances:

3.1 With Other Users You Invite

When you invite agents, lawyers, or other collaborators to a Work, they can see your name, contact information, and the documents or steps you share with them within that Work. You control who has access to each Work.

3.2 With Service Providers

We use trusted third-party providers to operate the Service. These providers process your data only on our behalf and under strict data processing agreements:

• Microsoft Azure: Cloud application hosting, database and file storage (documents, thumbnails, exports).
• Azure AI Foundry / OpenAI: AI model processing for Ask DocHub chat (your messages may be processed by these services; they are subject to their own data policies and are not used for model training without opt-in).
• Brevo (Sendinblue): Transactional email delivery (account notifications, invitations, password resets).
• Semaphore: SMS delivery for Philippine mobile numbers.

3.3 Legal Requirements

We may disclose your information if required by Philippine law, regulation, court order, or government authority, or if we believe disclosure is necessary to protect the rights, property, or safety of DocHubPH, our users, or the public.

3.4 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you before your information is transferred and becomes subject to a different privacy policy.

4. Data Retention

We retain your personal information for as long as your account is active or as needed to provide the Service. If you request account deletion, we will delete or anonymize your personal information within 30 days, except where we are required to retain it for legal compliance, dispute resolution, or enforcement of our agreements.

Documents stored in your vault are retained until you delete them or until your account is deleted. Archived and completed Works may be retained in read-only form to preserve audit trails.

5. Data Security

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

• Authentication sessions use HttpOnly, Secure cookies — not accessible to JavaScript.
• Passwords are hashed using modern cryptographic algorithms; we never store plaintext passwords.
• Files are stored in Microsoft Azure Blob Storage with access controls and encryption at rest.
• All data in transit is encrypted via TLS/HTTPS.
• Access to production systems is restricted to authorized personnel only.

No method of transmission or storage is 100% secure. If you believe your account has been compromised, contact us immediately at privacy@dochubph.com.

6. Your Rights

Under the Philippine Data Privacy Act of 2012 (Republic Act No. 10173) and its Implementing Rules and Regulations, you have the following rights with respect to your personal data:

• Right to be informed: You have the right to know how your data is being collected and processed.
• Right to access: You may request a copy of the personal data we hold about you.
• Right to correction: You may request correction of inaccurate or incomplete personal data.
• Right to erasure: You may request deletion of your personal data, subject to our legal retention obligations.
• Right to data portability: You may request your personal data in a structured, machine-readable format.
• Right to object: You may object to processing of your personal data based on legitimate interests or for direct marketing.

To exercise these rights, email us at privacy@dochubph.com. We will respond within 15 business days. We may require identity verification before processing your request.

7. Cookies and Tracking

We use the following types of cookies:

• Session cookies (essential): Required for authentication. Stored as HttpOnly cookies; cannot be read by JavaScript or third-party scripts.
• Referral cookies: If you arrive via a referral link, a short-lived cookie (1 hour) stores the referrer ID to attribute your registration correctly.

We do not use advertising cookies, cross-site tracking cookies, or analytics services that share your data with advertising networks.

You can disable cookies in your browser settings, but this will prevent you from signing in to the Service.

8. Children's Privacy

The Service is intended for users who are at least 18 years old. We do not knowingly collect personal information from children under 18. If you believe we have inadvertently collected such information, please contact us at privacy@dochubph.com and we will promptly delete it.

9. Third-Party Links and Services

The Service may contain links to external websites or integrate with third-party services (e.g., government portals, payment gateways). This Privacy Policy does not apply to those third-party sites or services. We encourage you to review the privacy policies of any third-party services you access through or alongside DocHubPH.

10. International Data Transfers

Your information may be processed in countries outside the Philippines by our service providers (e.g., Microsoft Azure, Brevo). When we transfer data internationally, we ensure appropriate safeguards are in place in accordance with the Philippine Data Privacy Act and applicable data protection regulations.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. When we make material changes, we will notify you by email or by a prominent notice on the Service prior to the change becoming effective. We encourage you to review this policy periodically. Continued use of the Service after changes take effect constitutes your acceptance of the updated policy.

12. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or your personal data, please contact our Data Protection Officer at: