Doc Ops Consulting Privacy Policy

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Effective Date: May 9, 2025

Last Updated: May 9, 2025

1. Introduction

Doc Ops Consulting ("we," "our," or "us") is committed to safeguarding your personal data with integrity, transparency, and compliance. This Privacy Policy outlines how we collect, use, disclose, and protect personal data through our website, client engagements, and third-party platforms.

Our clients include regulated industries such as government prime lenders, education providers, non-profits, and service-based firms. We operate in compliance with the California Consumer Privacy Act (CCPA), the General Data Protection Regulation (GDPR), and relevant federal and state laws.

2. Data Controller and GDPR Designation

We serve as:

• A Data Controller when we determine the purpose and method of processing data.
• A Data Processor when handling client-provided data under instruction.

For GDPR compliance, our designated Data Protection Officer (DPO) can be reached at: compliance@docopsconsulting.com

3. Information We Collect

We collect the following categories of personal information:

• Name, email, phone, and mailing address
• Company name, role/title, and team size
• Payment and billing data (via PayPal, QuickBooks)
• Project materials and operational data shared through Dropbox or Google Workspace
• Meeting notes and correspondence via email, scheduling tools, or surveys

4. How We Use Your Data

We use your personal data to:

• Deliver and improve consulting, assessments, and training services
• Communicate about sessions, deliverables, and scheduling
• Process payments and issue invoices
• Manage shared project files and records
• Maintain security and regulatory compliance
• Enforce terms of service and resolve disputes

5. Data Security and Storage

We take data security seriously and implement the following systems:

• Primary file storage with 256-bit AES encryption
• Collaboration and document management (ISO 27001 compliant)
• Financial data processing (PCI DSS compliant)
• Secure e-signature platform with audit capabilities
• Encrypted password manager; MFA enforced internally

Only authorized personnel access your data. All subcontractors or collaborators sign NDAs and comply with our internal data handling and security protocols.

6. GDPR Compliance Statement

If you are located in the European Economic Area (EEA), we only collect and process data based on legal grounds:

• Contractual necessity
• Legal obligation
• Consent
• Legitimate interest
• You may request:
• Access to your personal data
• Correction or deletion of your data
• Restriction or objection to data processing
• Portability of your data

Submit GDPR-related requests to: compliance@docopsconsulting.com

7. CCPA Notice to California Residents

We do not sell your data. Under CCPA, you have rights to:

• Know what personal data we collect
• Request deletion of your data
• Opt out of marketing communications

To exercise these rights, email: compliance@docopsconsulting.com

8. Cookies and Website Analytics

We use cookies for analytics, site performance, and user experience. You may control cookie preferences via your browser settings.

9. Data Retention

We retain personal data only as long as necessary for:

• Service delivery
• Legal compliance
• Contract enforcement

10. Third-Party Providers

All third parties are vetted for compliance with industry security standards. Clients can request a list of these providers.

11. Subcontractor Requirements

Any third-party collaborators are required to:

• Sign non-disclosure agreements (NDAs)
• Abide by our data privacy and security policies
• Use secure systems with MFA enabled

12. Opt-In and Opt-Out Rights

• Website visitors may opt into email updates using an explicit checkbox on forms
• Opt out of communications anytime via the unsubscribe link or by emailing us

13. Updates to This Policy

We may update this policy periodically. Changes will be posted on our website with the updated effective date.

14. Contact Information

To submit requests, ask questions, or file complaints:
Email: compliance@docopsconsulting.com
Phone: 888-460-8083
Website: www.docopsconsulting.com