Privacy Policy

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1. Introduction

Welcome to Instant~Documents ("Company," "we," "us," or "our").
We are committed to protecting your privacy.
This Privacy Policy explains how we collect, use, store, and protect your information when you use our website and services.

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2. Information We Collect

Personal Information You Provide:

• Name and contact details (email address, phone number)
• Account login information
• Payment information (processed securely by third-party providers � we do not store card details)
• Communication history and support requests
• Profile settings and preferences

Automatically Collected Information:

• IP address and browser type
• Pages visited and time spent on pages
• Device type and operating system
• Cookies and tracking technologies
• Usage and performance analytics
• Location data (if permitted)

Information from Third Parties:

• Google OAuth basic profile data (name, email)
• Payment processors (e.g., Stripe, PayPal)
• Fraud/security prevention providers
• Xero API access for Contacts only (to populate documents)

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3. Legal Basis for Processing

We process information based on:

• Your consent
• Performance of a contract
• Compliance with legal obligations
• Legitimate business interests
• Protection against fraud and misuse

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4. How We Use Your Information

We use your information to:

• Provide and improve our services
• Authenticate your account
• Process payments and transactions
• Generate and deliver documents
• Send service-related communications
• Prevent fraud and enhance security
• Provide customer support
• Conduct analytics and performance monitoring

We do not sell personal data.

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5. OAuth and API Integrations

Google OAuth

• Used only for login and account authentication
• Retrieves name and email only
• OAuth tokens are retained temporarily for the session
• Tokens are discarded after authentication
• We do not store Google passwords or long-term credentials

Xero OAuth

• Used solely to access Contacts to populate documents
• OAuth tokens are not stored long-term
• Contact data is temporarily cached in memory
• Data is deleted immediately after document generation
• No Xero data is permanently stored in our system
• Data is never shared with third parties

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6. Information Sharing

We may share information only with:

• Service providers under strict confidentiality
• Payment processors (Stripe, PayPal)
• Legal authorities if required
• With your explicit consent
• In the event of merger or acquisition

We do not sell, rent, or trade personal information.

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7. Data Retention

We retain data only as necessary to:

• Provide our services
• Comply with legal obligations
• Resolve disputes
• Enforce agreements

Temporary data handling:

• Google OAuth tokens deleted after authentication
• Xero contact data deleted after document creation
• Session-based data removed automatically

You may request deletion where legally permitted.

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8. International Data Transfers

Your information may be processed in countries outside your residence.
We use safeguards such as:

• Data processing agreements
• Standard contractual clauses
• Verified secure third-party providers

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9. Data Security

We use industry-standard safeguards including:

• HTTPS encryption
• Secure cookie attributes
• Access controls and authentication
• Regular security reviews and audits
• Employee confidentiality requirements

No method of transmission is 100% secure.

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10. Your Privacy Rights

You may have the right to:

• Access your data
• Correct inaccurate data
• Request deletion
• Restrict processing
• Withdraw consent
• Data portability
• File a complaint with authorities

Rights vary by region.

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11. Cookies and Tracking Technologies

We use cookies and similar technologies to ensure secure and reliable functionality.

Essential Cookies (Always Active)

Used for:

• Login authentication
• Session management
• Security and fraud prevention
• Load balancing and performance
• CSRF and security verification
• User preference storage

Consent Required: No
Duration: Session or up to 1 year

Performance & Analytics Cookies

Used to understand how our website is used:

• Page views and navigation
• Error and crash detection
• Traffic source identification
• Device and browser analytics

Consent Required: Yes (opt-in)
Providers: Google Analytics
Duration: 1�2 years

No Advertising Cookies

We do not use:

• Marketing cookies
• Retargeting or profiling
• Facebook Pixel
• Ad tracking technologies

Managing Cookies

You may:

• Accept or reject non-essential cookies
• Change preferences at any time
• Control cookies via browser settings

Disabling essential cookies may affect login and site functionality.

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12. Third-Party Services and Links

Our website may include links to external websites or systems.
We are not responsible for their privacy practices.
Please review their policies before providing information.

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13. Children�s Privacy

Our services are not intended for children under 18.
We do not knowingly collect data from children under 13.

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14. Updates to This Policy

We may update this Privacy Policy from time to time.
The latest version will always be available on our website.
Your continued use of our services after any updates constitutes acceptance of the updated policy.

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15. Contact Information

For privacy questions or requests:

Instant~Documents
Email: support@instant-documents.com

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