CollectDoc Privacy Policy

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, and provides AI-assisted document review features for brokers.

This policy applies to two categories of users:

• Brokers: mortgage professionals who create an account and use CollectDoc to collect and review client documents.
• Clients: individuals who receive a secure link from their broker and upload documents through it. Clients do not create an account.

Brokers act as the data controller for their clients' personal information. CollectDoc acts as a data processor, handling client data solely on the broker's instruction. Brokers are responsible for ensuring their clients are informed that CollectDoc is being used to collect their documents.

From Brokers

• Name and email address (collected at sign-up via Supabase Auth)
• Billing information, processed securely through Stripe. We do not store your credit card number.
• Client contact information you provide when creating a job, including names, email addresses, and phone numbers.
• Usage data: jobs created, documents collected, AI features used, and AI credits consumed.
• A display name you may optionally set in your profile, shown to clients on their document upload page.

From Clients

• Documents uploaded through the secure portal link (e.g. government ID, pay stubs, bank statements, tax documents)
• A consent timestamp and IP address recorded when a client acknowledges the data collection notice on the upload portal. This is retained as a compliance record.
• Basic technical data such as browser type, for security and operational purposes only

Client names, 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 on the broker's behalf and is not used for any other purpose.

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 track AI credit usage against your plan allowance
• To communicate with you about your account and product updates

For Clients

• 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, including through AI-assisted review features
• To record consent at the time of portal access, for compliance purposes

CollectDoc offers brokers optional AI-assisted features, including document completeness checks, image quality detection, and an AI-powered document chat. These features are powered by the Google Gemini API.

When a broker uses an AI feature on a job, the documents uploaded by the client for that job may be transmitted to Google's Gemini API for processing. This processing is performed solely on the broker's instruction and is used only to generate the requested analysis or response within the CollectDoc platform.

Google's use of data submitted through the Gemini API is governed by Google's API Terms of Service. CollectDoc does not use AI-generated outputs for any purpose other than delivering the requested feature to the broker.

AI features are optional. Brokers who do not use these features will not have client documents transmitted to Google. Brokers are responsible for ensuring their use of AI features is consistent with their obligations to their clients under applicable privacy laws.

All documents and account data are stored using Supabase on servers located in Canada (ca-central-1). Data is encrypted at rest and in transit using TLS encryption.

Access to uploaded documents is restricted to the broker who created the job. Clients cannot access documents after uploading them. CollectDoc staff do not access documents except where necessary to investigate a reported security incident.

CollectDoc does not automatically delete documents or jobs on a fixed schedule. Brokers are responsible for managing document retention in accordance with their own regulatory obligations under FSRA, BCFSA, RECA, AMF, or other applicable provincial regulators.

Documents associated with a job remain stored until the broker explicitly deletes the job, a document request, or their account. Deletion is permanent and cannot be undone.

If a broker's account is terminated (by the broker or by CollectDoc), all data associated with that account is permanently deleted. Brokers are solely responsible for downloading and retaining any documents they require before deleting a job or closing their account.

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 on the broker's behalf.

We do not sell or share your personal information for marketing purposes. We share data only with the following service providers, and only as necessary to operate CollectDoc:

• Supabase: document and account data storage (Canada)
• Resend: email delivery for reminders and account notifications
• Twilio: SMS delivery for reminders (paid plans only)
• Stripe: payment processing for broker subscriptions
• Google (Gemini API): AI-assisted document processing, only when a broker activates an AI feature on a job

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.

If you are a client whose documents were collected through CollectDoc, your primary relationship is with the broker who sent you the link. For requests related to how the broker handled your information, contact the broker directly. For requests related to how CollectDoc stored or processed your data, contact us at the address above.

Our security measures include TLS encryption in transit, encrypted storage at rest via Supabase, optional password protection on upload links, and access controls ensuring brokers can only access their own data. No system is completely secure. If you believe your data has been compromised, contact us immediately at info@digitaleclipse.ca.

CollectDoc does not currently use cookies for tracking or analytics. Basic technical data may be logged for security and operational purposes only. If we introduce analytics in the future, this policy will be updated and active broker accounts will be notified by email.

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.

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.

Digital Eclipse Studio Inc. Operating as: CollectDoc Ontario, Canada info@digitaleclipse.ca