Policy and Legals

1. Information We Collect

We may collect the following information when you use the platform:

• Account Information: Name, email address, phone number, department, job title and organisation details.
• Authentication Information: Login credentials, authentication records and security verification data.
• Document Information: Documents, files, metadata, comments, tags and other information uploaded or created within the system.
• Activity Information: Login history, document access, downloads, uploads, edits, sharing activities and other audit trail information.
• Device Information: IP address, browser type, operating system and device information.
• Communication Information: Information provided when you contact our support team or submit feedback.

2. How We Use Your Information

We use collected information to:

• Provide and maintain the EDMS platform.
• Authenticate users and manage access permissions.
• Store, organise and retrieve documents.
• Enable document sharing and collaboration.
• Maintain audit trails and document activity history.
• Improve platform performance, security and usability.
• Detect and prevent unauthorised access, fraud or misuse.
• Provide customer support and respond to enquiries.
• Comply with applicable legal and regulatory requirements.

3. Document Privacy

Documents uploaded to the platform remain accessible only to authorised users based on the permissions and access controls established by your organisation.

We do not sell, rent or use your documents for advertising purposes.

Users are responsible for ensuring that documents uploaded to the system are appropriate for storage and that they have the necessary rights and permissions to upload and share them.

4. Access and Permissions

The EDMS uses role-based access controls to help ensure that users can only access information and documents they are authorised to view or manage.

Depending on their assigned permissions, users may be able to:

• View documents
• Upload and download files
• Edit document metadata
• Share documents
• Approve or reject documents
• Manage folders
• View activity history

Administrators may manage user accounts, roles and access permissions within their organisation.

5. Information Security

We implement reasonable technical and organisational measures to protect information stored within the platform against unauthorised access, alteration, disclosure, loss or destruction.

These measures may include encryption, access controls, authentication mechanisms, secure storage, monitoring and audit logging.

However, no digital system can guarantee absolute security.

6. Data Retention

We retain account information, documents and associated activity records for as long as necessary to provide the service or as required by the organisation's document retention policies and applicable laws.

When information is no longer required, it may be securely deleted, archived or anonymised in accordance with applicable retention requirements.

7. Sharing of Information

We may share information only where necessary to:

• Provide and operate the EDMS.
• Support authorised organisational activities.
• Work with trusted service providers.
• Comply with legal or regulatory obligations.
• Protect the security, rights or property of our users and organisation.

We do not sell personal information to third parties.

8. Cookies and Usage Data

The platform may use cookies or similar technologies to maintain sessions, remember preferences, improve functionality and understand how users interact with the system.

Users may be able to control certain cookie settings through their browser.

9. Your Privacy Rights

Depending on applicable laws and organisational policies, you may have rights to:

• Access your personal information.
• Request correction of inaccurate information.
• Request deletion of certain information.
• Request a copy of your information.
• Object to certain processing activities.
• Withdraw consent where processing is based on consent.

Requests may be subject to applicable legal, security and organisational requirements.

10. Contact Us

If you have questions, concerns or requests regarding this Privacy Policy or how your information is handled, please contact our Privacy and Support Team.

Email: privacy@ZurichTech.example

Support: support@ZurichTech.example