Privacy Policy

Last updated: May 16, 2025

1. Introduction

DB Software LLC (“Searchable Filing Cabinet,” “we,” “us,” or “our”), a Minnesota Limited Liability Company, operates searchablefilingcabinet.com. This Privacy Policy explains how we collect, use, store, and protect your personal information when you use our document upload, storage, and download service. By using our service, you agree to the practices described herein. For questions, contact us at support@searchablefilingcabinet.com.

2. Information We Collect

We collect the following information:

  • Email Address: Collected during signup to manage your account and send notifications.
  • User Content: Documents you upload and download, stored securely in Amazon Web Services (AWS).
  • Cookies:
    • Essential cookies via AWS Cognito for authentication and authorization to manage your login sessions.
    • Non-essential cookies via Google Analytics for anonymized tracking (e.g., page views, device type) to improve our website.

We do not collect credit card details, addresses, names, location data, or browsing history. Payments are processed securely by Stripe.

3. How We Use Your Information

We use your information to:

  • Manage your account and provide the service (e.g., document storage, indexing).
  • Send payment notifications and account-related emails.
  • Respond to support requests submitted via /support.
  • Analyze website usage via Google Analytics to enhance user experience.

4. Data Sharing

We share your information only in the following circumstances:

  • Service Providers:
    • AWS, as a data processor, for hosting and processing your documents (encrypted with IAM temporary credentials).
    • Stripe, for secure payment processing (see Stripe’s Privacy Policy).
    • Google Analytics, for anonymized website analytics.
  • Legal Requirements: If required by law (e.g., court orders, subpoenas), we may disclose your information to authorities.

5. Data Storage and Security

Your email and documents are stored securely in AWS with encryption at rest and IAM temporary credentials for access control. We implement reasonable security measures to protect your data, but no system is completely secure. You upload documents at your own risk, and we are not liable for unauthorized access or breaches.

6. Data Retention

We retain your email and documents while your account is active and paid. If your subscription becomes unpaid or canceled, we may delete your data after a 60-day grace period. We will notify you via your registered email at least 30 days before deletion. Upon account deletion, your data is permanently removed, subject to legal requirements.

7. Your Rights

You have the following rights regarding your personal information:

  • Access: Request a copy of your data (e.g., email, documents).
  • Correction: Update inaccurate data (e.g., email address).
  • Deletion: Request deletion of your account and data.
  • Portability: Request your data in a machine-readable format (GDPR users).
  • Objection/Restriction: Object to or restrict certain data processing (GDPR users).

To exercise these rights, contact support@searchablefilingcabinet.com. We respond within 7 days. California users have similar rights under the CCPA, including deletion and non-discrimination. We do not sell your data.

8. Cookies

We use:

  • Essential Cookies: AWS Cognito cookies for authentication and authorization.
  • Non-Essential Cookies: Google Analytics cookies for anonymized tracking. You can disable these in your browser settings.

9. International Data Transfers

Your data is stored in AWS servers, which may be located outside your country (e.g., in the U.S.). We ensure compliance with GDPR for EU users through DPAs and standard contractual clauses with AWS and Stripe. By using our service, you consent to data transfers to the U.S.

10. Changes to This Policy

We may update this Privacy Policy to reflect changes in our practices or legal requirements. We will notify you via email or a website notice. The updated policy will be effective upon posting at /legal/privacy-policy.

11. Contact

For questions or to exercise your data rights, email support@searchablefilingcabinet.com or submit a request at /support. We typically respond within 7 days.