Privacy Policy

DMCA Official is a trading name of [Legal entity name], a company registered in [Country of registration] under company number [Company registration number], with its registered address at [Registered address] (referred to in this policy as DMCA Official, we, us or our).

For personal information we collect about visitors to our website and about our own customers, we act as the controller, meaning we decide why and how that information is processed. Where we process personal information contained in case materials on behalf of a customer, the customer may be the controller and we may act as its processor or service provider, as described in our agreement with that customer.

If you have any questions about this policy or how we handle personal information, contact us at connect@dmcaofficial.com. [If applicable, insert Data Protection Officer or EU/UK representative details.]

The information we collect depends on how you interact with us. We collect information you give us directly, information generated when we provide our services, and information collected automatically when you use our website and platform.

Account and contact information

When you request a demo, create an account, contact us or become a customer, we collect details such as your name, email address, phone number, job title, company name, billing address, login credentials and communication preferences. If you act as an authorized agent for a rights holder, we also collect information about the rights holder you represent and your authority to act for them.

Content and asset information

To protect your work, you submit information about the content and assets you want us to monitor. This may include copies of or links to images, videos, audio, text, software and other works, titles and descriptions, registration or ownership details, licensing information, lists of authorized users or licensees, and any personal information that appears within those works.

Case data

When we detect or investigate a possible infringement, we create and store case records. Case data may include:

• URLs, domain names and listings where content appears to be used without permission
• Screenshots, page captures, archived copies and other evidence
• Timestamps, detection logs and match information
• Takedown notices, counter-notices and related submissions
• Correspondence with you, with platforms, hosting providers and search engines, and with alleged infringers
• Case status, outcomes and reporting history

Information about third parties in cases

Case data often contains personal information about people who are not our customers, such as the operators of websites where content appears, account holders on online platforms, sellers, uploaders, registrants and contacts at hosting providers, registrars and platforms. This may include names, usernames, email addresses, postal addresses, profile information and publicly available WHOIS or business details. We collect this information from publicly available sources, from our customers and from the parties we correspond with, and we use it only to document and enforce our customers' rights.

Usage, device and cookie data

When you visit our website or use our platform, we and our service providers automatically collect information such as your IP address, browser type, device type, operating system, referring pages, pages viewed, features used, dates and times of access, and approximate location derived from your IP address. We collect some of this information using cookies and similar technologies, as described in the Cookies section below.

Payment information

Payments are handled by our third-party payment processor, [Payment processor name]. When you pay, the payment processor collects your card or bank details directly. We do not store full payment card numbers. We receive limited information from the processor, such as the payment amount, the last four digits of the card, the card type, its expiry date and the billing address, so we can manage your subscription and keep accurate records.

We use personal information to:

• Provide, operate and maintain our website, platform and services
• Set up and manage your account, verify your identity and authority, and provide customer support
• Monitor the internet for possible unauthorized use of your content and assess potential matches
• Collect and preserve evidence, prepare and submit takedown notices and other enforcement requests, and track cases to resolution
• Communicate with platforms, hosting providers, search engines, registrars and alleged infringers on your behalf where you have asked us to
• Produce reports, dashboards and analytics about your cases and your protection program
• Process payments, send invoices and manage subscriptions
• Send service messages, such as security alerts, case updates and changes to our terms
• Send marketing communications where permitted by law, which you can opt out of at any time
• Improve, test and develop our services, including our detection and matching tools
• Detect, prevent and respond to fraud, abuse, false or bad-faith notices, security incidents and other harmful activity
• Comply with legal obligations, enforce our terms and protect our rights and the rights of others

If you are in the European Economic Area, the United Kingdom or another jurisdiction with similar laws, we rely on the following legal bases to process your personal information:

• Contract: where processing is necessary to provide the services you have requested or to take steps at your request before entering into a contract, such as managing your account, running monitoring and handling your cases.
• Legitimate interests: where processing is necessary for our legitimate interests or those of our customers, and those interests are not overridden by your rights. These include protecting and enforcing intellectual property rights, documenting evidence of infringement, communicating with relevant parties about a case, securing our services, preventing abuse, improving our products and direct marketing to business contacts.
• Legal obligation: where we must process information to comply with the law, such as tax and accounting requirements, responding to lawful requests from authorities, or legal requirements relating to takedown and counter-notice procedures.
• Consent: where we have asked for your consent, such as for certain cookies or marketing communications. You can withdraw your consent at any time, which will not affect processing that took place before you withdrew it.

Where we process information about third parties who appear in case data, we generally rely on legitimate interests, including the establishment, exercise or defense of legal claims.

We share personal information only as described below, or as otherwise disclosed to you at the time it is collected.

Service providers and subprocessors

We use trusted service providers to help us run our business, such as cloud hosting, data storage, web capture, email delivery, customer support, analytics and payment processing providers. They may access personal information only to perform services for us and are required to protect it. [Insert link to or description of the current subprocessor list.]

Recipients of takedown notices and enforcement requests

Sending a takedown notice or similar request necessarily involves sharing information with the party that receives it, such as a website host, online platform, marketplace, social network, domain registrar or search engine. A notice typically includes the identity and contact details of the rights holder or its authorized agent, a description of the work, the location of the allegedly infringing material and the required statements and signature.

Legal and compliance

We may disclose information where we believe in good faith that it is necessary to comply with applicable law, regulation, legal process or a lawful request from a public authority; to respond to counter-notices or legal claims; to enforce our agreements; or to protect the rights, property or safety of DMCA Official, our customers or others.

Business transfers

If we are involved in a merger, acquisition, financing, reorganization, sale of assets or similar transaction, personal information may be transferred to the other party as part of that transaction, subject to appropriate confidentiality protections.

With your direction or consent

We may share information with other parties when you ask us to or give us permission, such as when you instruct us to share case files with your lawyer or another adviser.

We serve customers worldwide, and our service providers and the recipients of takedown notices may be located in countries other than the one where you live. These countries may have data protection laws that differ from those in your country.

When we transfer personal information from the European Economic Area, the United Kingdom or Switzerland to a country that has not been recognized as providing an adequate level of protection, we use appropriate safeguards, such as the Standard Contractual Clauses approved by the European Commission and the corresponding UK and Swiss mechanisms, or we rely on another lawful transfer mechanism. You can ask us for more information about these safeguards by contacting us.

We keep personal information only for as long as we need it for the purposes described in this policy, unless a longer period is required or permitted by law. When deciding how long to keep information, we consider the nature and sensitivity of the information, the purposes for which we hold it, the potential risk of harm from unauthorized use, and our legal, accounting and reporting obligations.

• Account information is kept while your account is active and for [Data retention period] after it is closed.
• Case data and evidence are kept for [Data retention period], because they may be needed to respond to counter-notices, repeat infringements or legal claims.
• Billing and transaction records are kept for [Data retention period] to meet tax and accounting requirements.
• Website usage and cookie data are kept for [Data retention period].

When information is no longer needed, we delete or anonymize it. If that is not possible, for example because it is stored in backups, we securely store it and isolate it from further use until deletion is possible.

We use technical and organizational measures designed to protect personal information against unauthorized access, loss, misuse and alteration. These measures include encryption in transit, access controls based on role and need, logging and monitoring, and confidentiality obligations for our staff and service providers. [Confirm and describe actual security measures and any certifications.]

No method of transmission or storage is completely secure, so we cannot guarantee absolute security. You are responsible for keeping your login credentials confidential and for telling us promptly if you believe your account has been compromised.

Depending on where you live, you may have some or all of the following rights in relation to your personal information:

• Access: ask for a copy of the personal information we hold about you
• Correction: ask us to correct information that is inaccurate or incomplete
• Deletion: ask us to delete your personal information
• Restriction: ask us to limit how we use your information
• Objection: object to processing based on our legitimate interests, including direct marketing
• Portability: ask us to provide your information in a structured, machine-readable format or to transfer it to another organization
• Withdraw consent: where we rely on consent, withdraw it at any time
• Complaint: lodge a complaint with your local data protection supervisory authority

To exercise these rights, email connect@dmcaofficial.com. We may need to verify your identity before we respond. These rights are not absolute. For example, we may decline to delete case data that we need to establish, exercise or defend legal claims, or that we hold on behalf of a customer. If we process your information on behalf of a customer, we may refer your request to that customer.

California residents

If you are a California resident, the California Consumer Privacy Act, as amended by the California Privacy Rights Act, gives you rights to know what personal information we collect, use and disclose; to request deletion or correction of your personal information; to opt out of the sale or sharing of personal information; to limit the use of sensitive personal information in certain circumstances; and not to be discriminated against for exercising these rights. You may use an authorized agent to make a request on your behalf.

We do not sell personal information, and we do not share personal information for cross-context behavioral advertising. The categories of personal information we collect, their sources, the purposes for which we use them and the categories of recipients are described in the sections above.

Residents of other U.S. states with comprehensive privacy laws may have similar rights. You can make a request by contacting us as described below.

Cookies are small text files stored on your device when you visit a website. We and our service providers use cookies and similar technologies, such as pixels and local storage, for the following purposes:

• Strictly necessary: to keep you signed in, secure the platform and remember your preferences
• Analytics: to understand how visitors use our website so we can improve it
• Marketing: to measure the effectiveness of our campaigns, where permitted by law

Where required by law, we ask for your consent before placing non-essential cookies. You can change your cookie choices at any time using the Cookie settings link in our website footer, and you can control or delete cookies through your browser settings. Blocking some cookies may affect how our website and platform work. [Insert list of cookies and analytics tools used, or link to a cookie notice.]

Our services are intended for businesses and adults. They are not directed to children under 16, and we do not knowingly collect personal information from children for our own purposes. If you believe a child has provided us with personal information, please contact us and we will take appropriate steps to delete it. Case data may occasionally contain information about minors, for example where content depicting a minor has been copied without permission. We handle that information with particular care and only to protect the rights of the person concerned.

We may update this Privacy Policy from time to time. When we do, we will change the date at the top of this page. If we make material changes, we will take reasonable steps to notify you, for example by email or through a notice in the platform, before the changes take effect.

If you have questions, requests or complaints about this Privacy Policy or our handling of personal information, please contact us:

• Email: connect@dmcaofficial.com
• Post: [Legal entity name], [Registered address]

We aim to respond to all requests within the time required by applicable law.