Privacy Policy
Last Updated: August 27, 2025
Your privacy is important to OwlDock ("we," "us," or "our"). This Privacy Policy describes how we collect, use, disclose, and safeguard your personal information when you use our PDF analytics platform and services (collectively, the "Services"). Please read this Privacy Policy carefully to understand our practices regarding your personal information.
Information We Collect
Personal Information
We collect personal information that you voluntarily provide to us when you:
- Create an account with our Services
- Upload documents to our platform
- Contact us for customer support
- Subscribe to our newsletter or marketing communications
The personal information we may collect includes:
- Contact information (name, email address, phone number)
- Account credentials (username, password)
- Payment information (processed securely through third-party payment processors)
- Professional information (company name, job title)
File Data and Content
When you upload PDF documents to our platform, we collect and store:
- The uploaded files themselves
- File metadata (filename, file size, upload timestamp)
- Document analytics data (page views, time spent, scroll depth, click-through rates) - collected only with viewer consent
- Viewer interaction data from shared documents - collected only with viewer consent
- IP addresses of document viewers (for analytics purposes) - collected only with viewer consent
- Personal information submitted through document access forms (when enabled by document owner)
Automatically Collected Information
We automatically collect certain information when you use our Services:
- Device information (browser type, operating system, device type)
- Usage data (features accessed, time spent on platform, click patterns)
- Log data (IP addresses, access times, pages viewed)
- Cookie and tracking technology data
How We Use Your Information
We use the information we collect for the following purposes:
Service Operations
- Provide, operate, and maintain our Services
- Process transactions and manage billing
- Authenticate users and secure accounts
- Generate analytics reports for uploaded documents (based on consented viewer data)
- Enable document sharing and viewer tracking functionality (with viewer consent)
- Process and store personal information submitted through document access forms
Communication
- Send transactional emails related to your account
- Provide customer support and respond to inquiries
- Send administrative notifications about service changes
- Deliver marketing communications (with your consent)
Service Improvement
- Analyze usage patterns to improve our Services
- Develop new features and functionality
- Conduct research and analytics
- Monitor and analyze trends and usage
Legal and Security
- Comply with legal obligations
- Protect against fraud and unauthorized access
- Enforce our Terms of Service
- Investigate and prevent security incidents
File Storage and Security
Data Storage Location
Your uploaded files are stored on secure cloud infrastructure provided by industry-leading service providers. All data is encrypted both in transit and at rest using industry-standard encryption protocols (AES-256 encryption).
File Access and Control
- Only you have access to your uploaded files through your authenticated account
- OwlDock personnel may access your files solely for technical support purposes when explicitly requested by you
- We do not read, analyze, or use the content of your files for any purpose other than providing our Services
- You retain full ownership and control of your uploaded content
Data Retention
- Active files are retained for the duration of your account's active status
- Deleted files are permanently removed from our systems within 24 hours
- Account data for inactive accounts is retained for 12 months, after which it is deleted following a 30-day notice period
Information Sharing and Disclosure
We do not sell, trade, or otherwise transfer your personal information to third parties except as described in this Privacy Policy:
Service Providers
We may share your information with third-party service providers who perform services on our behalf:
- Payment processing services (Stripe)
- Cloud hosting and storage providers
- Email service providers
- Analytics and monitoring services
These service providers are contractually obligated to protect your information and use it solely for the purposes of providing services to us.
Legal Requirements
We may disclose your information if required to do so by law or in response to:
- Court orders or legal process
- Requests from law enforcement or government agencies
- Protection of our rights, property, or safety
- Investigation of fraud or security incidents
Business Transfers
In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction, subject to the same privacy protections outlined in this policy.
Document Viewer Privacy
Analytics Consent
Analytics data collection requires explicit viewer consent. When users access your shared documents:
- Viewers are presented with a consent notice before analytics tracking begins
- Only viewers who provide consent will have their interaction data tracked
- Analytics data includes viewing time, scroll behavior, page interactions, and IP addresses
- IP addresses are logged for analytics purposes but are not linked to personal identities
Document Access Forms
Document owners may configure custom forms as access requirements ("gates") before viewers can access documents. When enabled:
- Viewers must complete the required form fields to gain document access
- Personal information collected depends on the form fields set by the document owner
- Form data is stored securely and accessible only to the document owner
- Viewers consent to data collection by completing and submitting the form
- Document owners are responsible for complying with applicable privacy laws regarding collected personal information
General Viewer Privacy
- Viewers cannot access analytics data about other viewers or your account information
- Document access does not require account creation unless a custom form is configured
- We do not use viewer data for advertising or marketing purposes
Consent Management
Analytics Consent
Viewer analytics are collected only with explicit consent:
- Viewers are presented with a clear consent notice before document access
- Consent covers collection of viewing behavior, interaction data, and IP addresses
- Viewers can access documents without providing analytics consent
- Consent can be withdrawn at any time, stopping further data collection
- Previously collected data remains available to document owners unless deletion is specifically requested
Form Data Consent
When document owners enable access forms:
- Form submission constitutes consent for personal information collection
- Viewers understand their data will be shared with the document owner
- Document owners assume responsibility for lawful processing of collected information
- Viewers can contact document owners directly regarding their submitted information
Document Form Data Collection and Processing
Data Processing Relationship
OwlDock acts as a data processor for any personal data collected through document viewer forms. Users ("Document Owners") act as data controllers and are responsible for compliance with all applicable data protection laws, including but not limited to GDPR, CCPA, and local privacy regulations.
Form Data Handling
Data collected through document forms is processed solely for the Document Owner's specified purposes via their configured webhook endpoints. OwlDock does not use, analyze, or process this data for its own purposes beyond facilitating transmission to the Document Owner's designated systems.
Document Owner Obligations
Document Owners must:
- Obtain all necessary consents and provide appropriate privacy notices to form users before data collection
- Ensure compliance with applicable privacy laws in their jurisdiction
- Configure secure webhook endpoints capable of lawfully handling received data
- Implement appropriate data security measures for received information
Data Retention and Deletion
Form data is deleted immediately upon Document Owner request. OwlDock does not maintain backups of form data after deletion. Document Owners may delete collected data at any time through their account dashboard.
Webhook Transmission
OwlDock is not responsible for data transmitted to user-configured webhook endpoints. Document Owners are solely responsible for ensuring webhook recipients handle data lawfully and securely. OwlDock disclaims all liability for third-party data handling practices.
Data Recovery
Once form data is deleted from OwlDock systems, it cannot be recovered. Document Owners are responsible for maintaining their own data backups if needed.
Your Rights and Choices
Document Owner Rights
You have the right to:
- Access and update your account information
- Download copies of your uploaded files
- Delete your account and associated data
- Export your data in machine-readable formats
- Configure document access requirements and forms
- Access analytics data from viewers who have provided consent
- Manage personal information collected through document access forms
Document Viewer Rights
Viewers of shared documents have the right to:
- Access documents without providing analytics consent
- Withdraw analytics consent at any time
- Request deletion of their analytics data
- Contact document owners regarding personal information submitted through access forms
- File privacy complaints with relevant data protection authorities
Communication Preferences
- Opt out of marketing communications via unsubscribe links
- Manage email notification preferences in your account settings
- Contact customer support to modify communication preferences
Data Subject Rights (GDPR)
If you are located in the European Economic Area, you have additional rights under the General Data Protection Regulation:
- Right of access to your personal data
- Right to rectification of inaccurate data
- Right to erasure ("right to be forgotten")
- Right to restrict processing
- Right to data portability
- Right to object to processing
- Right to withdraw consent
To exercise these rights, please contact us at support@owldock.com.
Cookies and Tracking Technologies
We use cookies and similar tracking technologies to:
- Maintain your login session
- Remember your preferences and settings
- Analyze usage patterns and improve our Services
- Provide security features
You may control cookie settings through your browser preferences. Disabling certain cookies may affect the functionality of our Services.
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 personal information in accordance with applicable data protection laws.
Data Security
We implement appropriate technical and organizational security measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include:
- Encryption of data in transit and at rest
- Regular security assessments and audits
- Access controls and authentication requirements
- Monitoring and incident response procedures
However, no method of transmission over the Internet or electronic storage is completely secure, and we cannot guarantee absolute security.
Children's Privacy
Our Services are not intended for children under the age of 13. We do not knowingly collect personal information from children under 13. If we become aware that we have collected personal information from a child under 13, we will take steps to delete such information.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or applicable laws. We will notify you of any material changes by:
- Posting the updated policy on our website
- Sending email notifications to registered users
- Providing prominent notice within our Services
The updated policy will be effective immediately upon posting unless otherwise specified.
Contact Information
If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:
Email: support@owldock.com
Response Time: We aim to respond to all inquiries within 48 hours
For data protection requests, please include:
- Your registered email address
- Specific details of your request
- Verification of your identity
Legal Basis for Processing
We process your personal information based on the following legal grounds:
- Contract Performance: To provide the Services you have requested
- Legitimate Interest: To improve our Services and prevent fraud
- Consent: For marketing communications and optional features
- Legal Compliance: To meet our legal and regulatory obligations