This document is adapted from DocuLedger's existing Privacy Policy (last updated July 1, 2025 on the legacy site). Substantive policy language has been preserved. Changes: reframed for Coherence by DocuLedger, removed sunset product references, updated contact information. High-priority review items include: data-center language in §3 likely no longer describes actual cloud infrastructure; missing GDPR, CCPA/CPRA, and other US state privacy law coverage; no subprocessor list; no distinction between trial and paid account data handling; no explicit children's data clause.
§ 01Introduction
DocuLedger, LLC ("DocuLedger," "we," "us," or "our") is very sensitive to the confidentiality of your information and believes the protection of your confidentiality to be one of our most significant responsibilities. As a result of our obligation to your privacy and confidentiality, DocuLedger has adopted the following Privacy Policy, which is applicable to all information you provide during your visits to this website and to all information you provide in connection with your use of the Coherence platform (collectively, the "Services").
§ 02Information collection
Acquisition of information
DocuLedger does not acquire any more information about you than is required by law or is otherwise necessary to provide a high level of service efficiently and securely.
Personal information
The Services may require visitors (general visitors to our website) and customers (authenticated users of the Coherence platform) to provide:
- Contact information: name and email address
- Account information: username and authentication credentials
- Demographic information: billing address and company information
- Financial information: account or credit card numbers for purchases and subscription billing
DocuLedger uses your contact information to create access to products and services, and to send you information about DocuLedger and Coherence. Your contact information is also used to contact you when necessary. Financial information that is collected is used to verify your account and bill either you or your company for products and services, as applicable.
Corporate data
Enterprise data protection
Protecting the privacy of a customer's personal information is a top priority; however, DocuLedger takes the protection of each customer's corporate data and confidentiality to be one of our most significant responsibilities. DocuLedger uses diligent efforts to ensure each customer's data integrity is limited to the organization for which that customer works or has authorization to access, and that such organization's data is not violated or accessed by unauthorized persons.
Consider adding explicit tenant isolation language here — it's a core technical differentiator and a strong trust signal.
§ 03Security measures
This entire section is the most important one to rewrite. The existing language describes physical data center controls that likely no longer describe the actual Coherence infrastructure. Recommended replacement content should cover: cloud provider(s) and their compliance certifications, encryption at rest and in transit, access control mechanisms, audit logging, tenant isolation architecture, backup and disaster recovery posture, and incident response process.
Data center security
DocuLedger stores transaction information on secure computers located in a locked data center. Only a small number of DocuLedger employees involved in the management of the data center have physical access to these computers. Where possible, DocuLedger encrypts information stored on DocuLedger computers as a further measure of protection.
Technical safeguards
DocuLedger uses high industry standards in the acquisition and deployment of firewalls and other security technology to prevent DocuLedger computers from being accessed by unauthorized persons. DocuLedger makes access to confidentially sensitive information subject to rigorous procedural and technological controls, consistent with legal requirements and the demands of customer service.
§ 04Employee access & training
Employee privacy training
DocuLedger trains all DocuLedger employees about the importance of privacy. DocuLedger gives access to your information only to those employees who require it to perform their jobs.
Limited access protocols
DocuLedger customer service representatives have access to some transaction information in order to respond to your questions. DocuLedger limits that access to the minimum information required in order to provide prompt, high-quality service.
In general, DocuLedger employees who have access to DocuLedger databases have undergone background checks and generally only retrieve data for the purpose of supporting our customers, not for any other purpose related to individual customers.
§ 05Information sharing & disclosure
Third-party disclosure policy
It is DocuLedger's policy never to provide your information to third parties without your express permission or unless such disclosure is necessary to process transactions or provide services which you have requested. The only exception to this policy is if DocuLedger is compelled to do so by an appropriately empowered governmental authority.
Business partners
When DocuLedger makes our technology or services available to business partners, we will not share with them any more information than is necessary to perform the transaction you have requested. In addition, DocuLedger only does business with partners who agree to respect this Privacy Policy and will make every reasonable effort to assure, by contract or otherwise, that these third parties use our information, technology, and services in a manner consistent with this Privacy Policy.
Payment processing
To perform the DocuLedger Services, we must pass information about transactions to payment card processors and banks. From time to time, DocuLedger may also provide third parties with aggregate information that is not linked to you or any other particular individual. DocuLedger does not provide to any third party your name and email address, or the names and email addresses of other DocuLedger customers.
Consider adding a subprocessor list or link here.
§ 06Use of cookies
A cookie is a small amount of data that is transferred to your browser by a web server and can only be read by the server that placed it there. At DocuLedger, session-based cookies are used only as described below.
In order to enable our authorized users to authenticate to DocuLedger's application services only once per session, we use "cookies" to identify the user across multiple events. When a user logs into the application, their username, unique session identifier, and other session data are captured in the cookie, thus enabling the user to move through the screens of the application without re-authenticating at each new screen.
Cookie security
DocuLedger cookies are terminated at the end of the session, or after 90 minutes of idle time. No other information is captured in the cookie, nor is any information permanently transferred to the user's system.
If the site uses any analytics cookies (Google Analytics, Plausible, etc.) or marketing cookies (ad platforms, chat widgets, etc.), those need to be disclosed here. If operating in a jurisdiction requiring cookie consent banners, a separate Cookie Policy page may be needed.
§ 07Transaction information
The personally identifiable information DocuLedger acquires in processing payment transactions varies according to the nature of the transaction. More often, it may include the amount of the transaction, and your name, credit card number and expiration date, billing address, and company information.
§ 08Your rights & choices
This section needs to be drafted to address the applicable US state privacy laws (CCPA/CPRA, Colorado Privacy Act, Virginia CDPA, etc.) and — if Coherence serves European customers — GDPR rights (access, rectification, erasure, portability, objection, etc.). Omitted from this starting-point draft deliberately, pending counsel input.
This section will be completed with jurisdiction-specific rights and request procedures prior to publication.
§ 09Children's privacy
Suggested standard clause stating Coherence is not intended for use by individuals under 13 and that DocuLedger does not knowingly collect personal information from children under 13.
This section will be completed with a standard COPPA clause prior to publication.
§ 10Changes to this Privacy Policy
DocuLedger reserves the right to update this Privacy Policy from time to time. Material changes will be communicated to customers prior to taking effect. The "Last Updated" date at the top of this policy indicates the most recent revision.
§ 11Privacy questions or concerns?
If you have any questions about this Privacy Policy or our data practices, please contact us:
Reach the DocuLedger legal team.
1001A E Harmony Rd, #179
Fort Collins, CO 80525