Privacy Policy

WarmDoc, LLC ("WarmDoc," "we," "us") operates warmdoc.io. We're based in North Carolina, USA. This policy explains what data we collect, how we use it, and the choices you have.

This policy applies both to people who hold WarmDoc accounts and to people who open documents shared through WarmDoc links.

When you create and use a WarmDoc account, we collect your name, email address, a hashed version of your password, the documents you upload, and your subscription and payment information.

We never store your password in plain text. Payment card details are handled by our payment processor and are not stored on our servers.

When someone opens a document shared through a WarmDoc link, we collect their IP address, a general geographic location derived from that IP address, a device and browser fingerprint, timestamps of when the link was opened, and page-by-page viewing behavior.

We collect this data so the account holder who shared the link can understand engagement with their document.

We use collected data to provide the tracking service to account holders, to detect likely forwarding through device and location fingerprints, to authenticate users, to process payments, and to send service notifications.

We do not use recipient data for advertising, and we do not build cross-site profiles of recipients.

We do not sell your data. We share data only with service providers who help us run WarmDoc, including MongoDB Atlas for our database, Cloudflare R2 for file storage, Resend for email delivery, and Stripe for payments. These providers operate under standard data processing agreements.

We retain account data while your account is active. Recipient viewing data is retained for 12 months by default. You can request earlier deletion of data associated with your account at any time.

If you're in the European Union, you have the right to access your data, request rectification of inaccurate data, request deletion, request data portability, object to certain processing, and lodge a complaint with your local data protection authority.

To exercise any of these rights, email us at hello@warmdoc.io.

If you're a California resident, you have the right to know what personal information we collect, to request its deletion, to request correction, and to opt out of the sale of personal information. WarmDoc does not sell personal information.

WarmDoc customers who send tracked links to recipients are responsible for having an appropriate legal basis for that communication in their jurisdiction. That basis may be contractual, legitimate interest, or consent, depending on where you and your recipients are located.

WarmDoc may extract anonymized statistical patterns across all users for product improvement and analytics. No individual user or document content is identifiable in these aggregate patterns.

Our website uses only essential cookies needed to keep you logged in and to run the service. We do not use third-party advertising trackers.

We encrypt data at rest and in transit, apply access controls to limit who can reach your data, and conduct regular security reviews. No system is perfectly secure, but we work to protect your information with reasonable industry practices.

WarmDoc is not intended for anyone under 18. We do not knowingly collect data from children. If you believe a child has provided us data, contact us and we'll remove it.

If we make material changes to this policy, we'll notify account holders by email at least 30 days before the changes take effect.

Questions about privacy? Email us at hello@warmdoc.io.