Privacy Policy
These terms are provisional and subject to change.
This Privacy Policy explains how DogwoodFax (the "Service"), operated by DogwoodFax ("we," "us," or "our"), collects, uses, and shares information when you use the Service. By using the Service, you agree to this Policy.
1. Information We Collect
Account information. When you register, we collect your email address and a password. Passwords are stored only in hashed (not plain-text) form. You may also provide a name or other profile details.
Fax transmission data (metadata). When you send a fax, we process and retain limited metadata such as the recipient fax number, date and time, page count, and delivery status, so you can see your fax history and so we can operate and bill for the Service.
Document content. To send a fax, you upload the document to be transmitted. We do not intend to retain the content of your documents after transmission — document content is passed to our fax transmission carrier for delivery and is not stored on our systems as a persistent copy once the transmission is complete or has failed. Note that the document must pass through our transmission carrier (Sinch) to be delivered, and that carrier handles the content under its own privacy and retention practices, which we do not control.
Payment information. Payments are processed by our third-party payment processor (Stripe). We do not collect or store your full payment card number; the processor handles that directly. We may retain limited billing records (e.g., plan, transaction identifiers, amounts) needed to operate the Service.
Technical and usage data. Like most online services, we and our hosting providers may automatically collect technical information such as IP address, browser type, and server log data for security, troubleshooting, and abuse prevention.
2. How We Use Information
We use information to: provide, operate, and secure the Service; transmit your faxes and show your history; process payments and manage subscriptions; communicate with you about your account and the Service; prevent fraud and abuse; and comply with legal obligations.
We do not sell your personal information, and we do not use the content of your documents for advertising.
3. How We Share Information
We share information only as needed to run the Service:
| Recipient | Purpose |
|---|---|
| Sinch (fax transmission carrier) | Receives your document and destination number to deliver the fax |
| Stripe (payment processor) | Processes payments and manages subscriptions |
| Supabase (database/hosting) | Stores account and fax-metadata records |
| DigitalOcean (application hosting) | Hosts the application that runs the Service |
We may also disclose information if required by law, to respond to lawful requests, to protect our rights or the safety of others, or in connection with a business transfer (e.g., merger or sale). Each third party processes data under its own privacy practices.
4. Data Retention
We keep account information for as long as your account is active and as needed to provide the Service. We retain fax metadata as long as your account is active or as required for billing or legal purposes. As described in Section 1, we do not intend to retain document content after transmission. When you close your account, we will delete or de-identify your personal information within a reasonable period, except where we must retain it to comply with law, resolve disputes, or enforce our agreements.
5. Security
We take reasonable measures to protect information, including transmitting data over encrypted connections (HTTPS/TLS) and storing passwords in hashed form. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security. You are responsible for keeping your account credentials confidential.
6. Health Information (PHI) / HIPAA
The Service is not offered as a HIPAA-compliant service by default, and we do not currently provide a Business Associate Agreement. Please do not use the Service to transmit protected health information (PHI) unless you have a written agreement with us permitting it. If you transmit PHI without such an agreement, you do so at your own risk.
7. Your Choices and Rights
You may access and update your account information by logging in, and you may request deletion of your account and associated personal information by contacting us at [email protected]. Depending on where you live, you may have additional rights under applicable privacy laws (such as rights to access, correct, delete, or restrict processing of your personal information); we will honor such rights as required by law.
8. Children's Privacy
The Service is not directed to children and is intended for users 18 and older. We do not knowingly collect personal information from children. If you believe a child has provided us information, contact us and we will delete it.
9. Data Location
The Service and its providers operate primarily in the United States. If you access the Service from outside the United States, you understand your information may be processed in the United States.
10. Changes to This Policy
We may update this Policy from time to time. Material changes will be posted here with a revised effective date. Continued use of the Service after changes means you accept the updated Policy.
11. Contact
Questions or privacy requests: [email protected]