At Digitalized Software, we are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you use our software applications (Received Digital and Easy Send Digital) and related services.
Important: This Privacy Policy is incorporated into our Software and Services Agreement. By using our services, you agree to both this Privacy Policy and our Software and Services Agreement.
Information We Collect
Personal Information
- Identity Information: Name, email address, postal address, phone number, and company information
- Account Information: Username, encrypted passwords, account preferences, and subscription details
- Payment Information: Billing address and payment method details (processed securely through third-party payment processors)
- Communication Information: Support requests, feedback, and correspondence with our team
User Credentials and Authentication Data
We collect user IDs, encrypted passwords, and multi-factor authentication data to provide secure access to our software and services.
Usage Data and Analytics
- Application Usage: Features accessed, pages visited, actions taken, time spent in applications
- Device Information: IP address, browser type, device identifiers, and operating system
- Performance Data: System performance metrics, error logs, and diagnostic information
Service-Specific Information
- Easy Send Digital: Mailing addresses, recipient information, postal codes, mail content, and delivery preferences for USPS services
- Received Digital: Business documents, contact databases, document metadata, and workflow information
Digital Marketing Information
We may collect data such as your IP address, device information, website interactions, and online behavior to provide relevant marketing content and improve our services.
How We Use Your Information
We use the information we collect for the following purposes:
Providing and Improving Services
- Deliver our software applications and related services
- Process transactions and manage your account
- Provide customer support and technical assistance
- Analyze usage patterns to improve functionality and user experience
- Develop new features and services
Providing and Improving Services
- Verify your identity and provide secure access
- Prevent unauthorized access and fraudulent activities
- Monitor for security threats and vulnerabilities
- Maintain audit logs for security purposes
Communication and Marketing
- Send service-related notifications and updates
- Provide marketing communications about our products and services
- Respond to your inquiries and support requests
- Conduct surveys and gather feedback
Legal and Compliance
- Comply with legal obligations and regulations
- Respond to legal requests and court orders
- Enforce our terms of service and protect our rights
- Resolve disputes and prevent fraud
How We Share Your Information
We do not sell or rent your personal information to third parties. However, we may share your information in the following circumstances:
Service Providers and Partners
We share information with trusted third-party service providers who assist in delivering our services:
- Amazon Web Services (AWS): Cloud hosting, data storage, and infrastructure services
- United States Postal Service (USPS): Mail processing and delivery services for Easy Send Digital users
- Payment Processors: Secure processing of subscription fees and usage charges
- Identity Verification Services: Account security and fraud prevention
- Customer Support Tools: Help desk and communication platforms
- Analytics Providers: Website and application performance analysis
All service providers are contractually obligated to protect your information and use it only for specified purposes.
Legal Obligations and Protection
We may disclose your information to:
- Comply with legal requirements, court orders, or government requests
- Protect our rights, property, or safety, or that of our users
- Investigate and prevent fraud or security threats
- Enforce our terms of service and policies
Business Transfers
In the event of a merger, acquisition, sale of assets, or bankruptcy, your information may be transferred as part of the transaction. We will provide notice and ensure continued protection of your personal information.
Data Security
We implement comprehensive security measures to protect your personal information, including:
- SOC 2 Type 2 Certified Controls: Our security practices meet rigorous industry standards
- Encryption: Data is encrypted both in transit (using SSL/TLS) and at rest
- Access Controls: Multi-factor authentication and role-based access permissions
- Network Security: Firewalls, intrusion detection, and monitoring systems
- Regular Assessments: Penetration testing, vulnerability scanning, and security audits
- Incident Response: Documented procedures for detecting and responding to security events
For detailed information about our security practices, please see our Security Document available on our website.
Data Breach Notification
In the event of a data breach that affects your personal information, we will notify you within seventy-two (72) hours of discovering the breach, unless notification would interfere with law enforcement investigations or other legal requirements.
Data Retention
We retain personal information for as long as necessary to provide our services to you and fulfill the purposes outlined in this Privacy Policy:
- Account Information: Retained while your account is active and for ninety (90) days after account termination
- Usage and Analytics Data: Retained for two (2) years for service improvement purposes
- Support Communications: Retained for three (3) years for quality assurance and training
- Financial Records: Retained for seven (7) years as required by law and business practices
- Legal Hold Data: Retained as required by legal obligations or litigation holds
Upon termination of your account, we will delete or anonymize your personal information within ninety (90) days unless retention is required by law or you request otherwise in writing.
Your Rights and Choices
You have the following rights regarding your personal information:
Access and Correction
- Request access to your personal information
- Update or correct inaccurate information through your account settings or by contacting us
Data Portability
- Request a copy of your personal information in a portable format
- Transfer your data to another service provider
Deletion
- Request deletion of your personal information (subject to legal requirements and legitimate business purposes)
- Close your account and request data deletion
Marketing Communications
- Opt out of marketing emails using the unsubscribe link
- Contact us to opt out of other marketing communications
Object to Processing
- Object to certain uses of your personal information
- Withdraw consent where processing is based on consent
To exercise any of these rights, contact us at [email protected]. We will respond to your request within thirty (30) days.
California Privacy Rights (CCPA)
If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA):
Categories of Personal Information We Collect
- Identifiers: Name, email, address, phone number, IP address
- Commercial Information: Purchase history, subscription details, payment information
- Internet/Electronic Activity: Website usage, application interactions, search history
- Professional Information: Company name, job title, business contact information
- Inferences: Preferences and characteristics derived from your activity
Your California Rights
- Right to Know: Request disclosure of the categories and specific pieces of personal information we collect, use, disclose, and sell
- Right to Delete: Request deletion of your personal information (subject to exceptions)
- Right to Opt-Out: We do not sell personal information, but you may opt out of marketing communications
- Right to Non-Discrimination: We will not discriminate against you for exercising your privacy rights
How to Exercise Your Rights
California residents may exercise these rights by:
- Emailing us at [email protected]
- Using our online form at digitalizedsoftware.com/contact-us/
We may require verification of your identity before processing your request. You may designate an authorized agent to make requests on your behalf.
“Do Not Sell My Personal Information”
We do not sell personal information to third parties for monetary consideration. We do not sell the personal information of minors under 16 years of age.
Cookies and Online Tracking
We use cookies and similar technologies to enhance your experience:
Types of Cookies We Use
- Essential Cookies: Required for basic website functionality and security
- Performance Cookies: Help us analyze website usage and improve performance
- Functional Cookies: Remember your preferences and settings
- Marketing Cookies: Deliver relevant advertising and marketing content
Your Cookie Choices
You can control cookies through your browser settings, though some features may not function properly if cookies are disabled. You can:
- Block all cookies
- Accept only first-party cookies
- Receive notifications when cookies are set
- Delete existing cookies
Age Requirements
Our services are designed for users who have the legal capacity to enter binding contracts. If you are under 18 years of age, you must have proper authorization (such as parental consent) to use our services. We do not knowingly collect personal information from children under 13 years of age. If we become aware that we have collected such information, we will take steps to delete it promptly.
International Users
Our services are primarily intended for users in the United States. If you access our services from outside the United States, please be aware that your information may be transferred to, stored, and processed in the United States, where privacy laws may differ from those in your jurisdiction.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or business operations. We will:
- Post the updated Privacy Policy on our website with the revision date
- Provide prominent notice of material changes through email or website notifications
- For significant changes affecting how we use your personal information, provide additional notice as required by law
Your continued use of our services after changes become effective constitutes acceptance of the updated Privacy Policy.
Contact Information
If you have questions, concerns, or requests regarding your privacy or this Privacy Policy, please contact us:
Digitalized Software, Inc.
PO Box 100136
Cape Coral, FL 33910-0136
Privacy Officer: Maxwell Bailey
Email: [email protected]
For California residents: You may also contact us using the information above to exercise your CCPA rights.
This Privacy Policy is effective as of June 4, 2025 and governs our collection, use, and disclosure of your personal information in connection with our software and services.
