CollectDoc Privacy Policy
Effective Date: February 18, 2026
1. Who We Are
CollectDoc is operated by Digital Eclipse Studio Inc., a corporation based in Ontario, Canada. If you have questions about this policy, contact us at info@digitaleclipse.ca.
CollectDoc is a secure document collection platform built for Canadian mortgage brokers. It allows brokers to request and collect client documents through a secure portal link, without email attachments.
2. Who This Policy Applies To
This policy applies to two categories of users:
- Brokers: mortgage professionals who create an account and use CollectDoc to collect client documents.
- Clients: individuals who receive a secure link from their broker and upload documents through it. Clients do not create an account.
Brokers are responsible for ensuring their clients have consented to the use of CollectDoc for document collection. CollectDoc processes client data solely on the broker's instruction.
3. What Information We Collect
From Brokers
- Name and email address
- Billing information, processed securely through Stripe. We do not store your credit card number.
- Client contact information you provide when creating a job, including client email addresses and phone numbers used solely to deliver automated reminders on your behalf.
- Usage data: jobs created, links sent, and collection activity within your account.
From Clients
- Documents uploaded through the secure portal link
- Optional: a password set by the broker to protect the link
- Basic technical data such as IP address and browser type, for security purposes only
Client email addresses and phone numbers are provided to us by the broker, not collected directly from clients. This information is used solely to send automated reminders and is not used for any other purpose.
CollectDoc processes client data solely on the broker's instruction.
4. How We Use Your Information
For Brokers
- To provide and maintain the CollectDoc platform
- To send automated reminders to clients on your behalf
- To process subscription payments through Stripe
- To communicate with you about your account and product updates
For Clients
CollectDoc processes client data solely on the broker's instruction.
- To receive and store documents uploaded through the portal
- To send automated email or SMS reminders for outstanding documents on behalf of your broker
- To make uploaded documents available to the broker who created the job
5. How We Store Your Data
All documents are stored securely using Supabase. Data is encrypted at rest and in transit using TLS encryption. Access to uploaded documents is restricted to the broker who created the job.
6. Document Retention
- When a broker marks a job as complete, all associated documents are permanently deleted.
- If a job is not marked complete, documents are automatically deleted 3 months after the job creation date.
- Brokers are responsible for saving any documents they need before completion or before the 3-month window expires.
7. Automated Reminders
CollectDoc sends automated reminders to clients on behalf of brokers. Client contact details used for reminders are provided by the broker when creating a job. Reminders are delivered via:
- Email, using Resend (resend.com)
- SMS, using Twilio (twilio.com, paid plans only)
Neither Resend nor Twilio retain personal data beyond what is required to deliver the message. Client contact information is not used for any purpose beyond delivering job-related reminders.
9. Your Rights Under PIPEDA
You have the right to:
- Know what personal information we hold about you
- Request access to or correction of your information
- Withdraw consent to collection or use of your information
- Request deletion of your personal information
To exercise these rights, contact info@digitaleclipse.ca. We will respond within 30 days.
10. Data Security
Our security measures include TLS encryption, encrypted Supabase storage, optional password protection on upload links, and access controls ensuring brokers can only access their own files. No system is completely secure. If you believe your data has been compromised, contact us immediately at info@digitaleclipse.ca.
12. Children's Privacy
CollectDoc is intended for licensed mortgage professionals and their adult clients. We do not knowingly collect information from individuals under 18. Contact info@digitaleclipse.ca if you believe a minor has submitted information through our platform and we will delete it promptly.
13. Changes to This Policy
We may update this policy from time to time. We will notify active broker accounts by email when we do. Continued use of CollectDoc after an update constitutes acceptance of the revised policy.
14. Contact
Digital Eclipse Studio Inc. Operating as: CollectDoc Ontario, Canada info@digitaleclipse.ca