Privacy Policy
Last Updated: April 1, 2026
Welcome to Oxford Document Management’s Website. We understand the importance of your privacy and we take our responsibility to protect it seriously. This Privacy Policy (the “Policy”) describes the types of information we collect from you through your access and use of our online software application (the “Platform”, which can be found at www.oxfordportal.com ) and Website (www.oxforddoc.com ).This Policy also describes how we use and disclose such information, and certain rights and options you have regarding your information.
By providing us with personal information or using the Platform or Website, you expressly consent to the information-handling practices described in this Policy. If you do not agree with this Policy, please do not use the Platform, Website or provide us with your information.
Important Information About This Policy
While we always aim to provide complete and transparent information about how we process your personal information, we reserve the right to amend or update this Policy from time to time, or to create additional policies, in order to accurately reflect changed circumstances or new legal requirements. As a result, it is important that you read this Policy closely so that you are fully aware of how and why we are using your personal information.
To assist us in ensuring that we can provide the most accurate information possible, we ask that you check this Policy for updates. We also ask that, where we have an ongoing relationship with you and any of the data you have provided becomes no longer accurate, you keep us informed of this so we can amend our records accordingly.
Personal Information We May Collect or Receive About You
For the purposes of this Policy, “personal information” is any information that identifies, relates to, or can be used to contact a particular individual. The types of personal information we collect and receive about you are described below.
A. Information You Provide
Personal Information we collect from you includes:
- Contact information – first name, last name, email address (personal, institutional, or business), mailing address (personal, institutional, or business), billing address (personal, institutional, or business), telephone number (personal, institutional, or business).
- Account information – if there is an ability to register to use our Platform, your username, account password, and other information that we may request or that you may provide relating to your account.
- Candidate information – if you are providing details about a candidate (whether that is yourself or someone for whom you are a reference), we will collect the information that you supply in response to questionnaires, surveys, or other requests for information.
- Transactional information – details about your, or your company’s, transactions with us, including method of payment, payments received, payment details, transaction history, and other information relating to the services purchased by you or your company.
- Marketing information – details regarding informational and promotional materials you may have requested or received from us, the services or products in which you are interested, your receipt of promotional communications, and information on your marketing or communication preferences.
- Customer support information – details of any communications or inquiries you submit to us, including technical or customer support requests, through email, calls, chat, or other features available on our Platform or Website.
- Device and usage information – details regarding how and when you use our Platform or Website, including the device used to connect to our Platform or Website, your IP address and device identifier, the frequency and duration of your usage, the pages you view, what websites or search terms referred you to our Platform or Website, and information about your interaction with our Platform or Website. We do not use IP addresses to personally identify users unless there is an active investigation of misuse or fraudulent activity.
We collect this information when you access, use, or navigate our Platform or Website, fill in forms on our Platform or Website, request information from us or about our products or services, communicate with us (including by phone, email, chatbot, or otherwise), interact with features of our Platform or Website, visit or engage with our social media pages, participate in surveys or sponsored activities, or otherwise provide us with personal information.
Please note that we may aggregate or anonymize the foregoing types of data such that they are no longer capable of identifying you, in which case they are no longer considered “personal information.”
B. Automatically Collected Information
Like most online operators, we use various technologies to automatically collect information about you.
When you visit our Platform or Website, we gather usage information made available to us by your computer, mobile, or other access device that tells us how you are using the Platform or Website including, but not limited to, site or page views, key stroke data, mouse movement, scrolling, clicks, and typing. We use cookies, pixels, web beacons, GIFs, embedded scripts, and similar tools to gather usage information.
Some tracking technologies that are deployed on our Platform or Website come from us – they are operated by us (or our service providers) and at our direction for our benefit.
Other tracking technologies may be supplied by our third-party vendors and partners.
These third-party vendors or partners may collect your information instantaneously and simultaneous with our collection of such information and they may use your information for their own, or others’, purposes.
You have some choices with respect to the use of analytical or performance technologies, functionality technologies, and targeting/advertising technologies:
- Declining Cookies – Depending on your browser or device, you may have the option to set the browser to accept all cookies, reject all cookies, notify you when a cookie is set, or delete cookies. Each browser and device are different, so we recommend you evaluate the tools and settings available in your browser or device, as well as any available instructions for the same. Please note that if you disable or delete cookies, you may not be able to access or use certain features of our Platform or Website. The National Advertising Initiative also makes resources available to assist consumers in opt-out of certain tailored online ads, which you can access here: https://optout.networkadvertising.org/?c=1. You can also use the Digital Advertising Alliance’s Consumer Choice Tool located at https://optout.aboutads.info/?c=2&lang=EN.
- Google Analytics – As discussed above, we use Google products in connection with the Platform or Website. If you would like to refrain from having your data collected by Google, Google has developed an opt-out browser that you can use – see https://tools.google.com/dlpage/gaoptout.
- Do Not Track Mechanisms – Please note that our Platform or Website does not honor “Do Not Track” signals, and such signals will not impact the operation of the Platform or Website.
Note the information collected by us via tracking technologies may be combined with other information from or about you, and disclosed to our vendors or service providers who may combine the information with information they have collected.
C. Information from Other Sources
We may obtain both personal and non-personal information about you from affiliates, business partners, vendors, contractors, suppliers, and other third parties and add it to other information we have collected. We, and the third parties we engage, may combine information we collect from you over time, and across your use of our Platform or Website, with information obtained from other sources. This helps us improve the information’s overall accuracy and completeness, and also helps us better tailor our interactions with you.
How We Use Your Information
We (or the service providers acting on our behalf) use the personal information identified above for the following purposes:
- Providing and optimizing your experience using our Platform or Website and ensuring that our content is presented to you in the most effective manner. This includes by leveraging third-party service providers who may assist with or facilitate our chat features and functionalities to gather analytics and other insights into the users who visit our Platform or Website.
- Communicating with you and responding to your inquiries and communicating regarding our services, our agreements with you or your company, and other issues.
- Negotiating, entering into, and managing our relationship and agreements with you or your company.
- Sending you promotional or informational communications and solicitations, tracking your marketing preferences, and for our internal marketing purposes.
- Managing customer service issues, including issues relating to the performance of our Platform or Website, and other customer feedback.
- Developing, updating, and improving our business, software applications, customer service, and customer experience, and otherwise improving our knowledge and insights regarding customers.
- Preventing and detecting fraud, financial crime, hacking activities, security breaches, and other unlawful activities in connection with the Platform or Website or the purchase or use of our products.
- Enforcing our agreements with you or your company, complying with our legal or regulatory obligations, and defending or advancing legal claims.
- Notifying you about changes to our Platform or Website, the terms governing our Platform or Website, or material changes to this Policy.
- Providing you with surveys or otherwise soliciting feedback from you.
- Performing other functions as otherwise described to you at the time of collection or to which you otherwise consent.
Our Marketing Efforts
We may send you direct marketing communications from time to time including news, updates, offers, and other announcements relating to our business. We may also disclose your information to those of our affiliates and related entities who have products or services that we believe may be of interest to you. We will only send marketing messages where the law allows us to do so and, in the event that you no longer wish to receive marketing communications from us, then you can always unsubscribe using the option provided in the communication you have received (e.g., in the footer of the email) or by contacting us using the information below.
Disclosure of Your Information
When the information we collect is aggregated, anonymized, or otherwise does not identify you, it is no longer considered “personal information.” We may use such information for any purpose or disclose it to third parties, to the extent permitted by applicable law.
For more information about your options relating to your personal information and your communication preferences, see “Your Choices About Collection and Use of Your Information” below.
In addition, we may disclose your personal information to the following types of individuals or entities:
- Service providers and third-party vendors we use to administer our business and as are necessary for the provision of our Platform or Website and performing any contract with you or your company. For example, our IT providers, secure payment processing providers, email, chat, and phone communication providers, customer contact center providers, insurance providers, and document storage providers.
- Affiliates, related entities, and business partners who may offer products or services that are relevant to you.
- Analytics vendors in order to understand our Platform or Website traffic and usage patterns, optimize our Platform or Website, and identify potential new customers. Some of these vendors provide us with technologies that are deployed on our Platform or Website and automatically collect information from and about your use of the Platform or Website.
- Regulatory and governmental authorities, law enforcement agencies, and courts, as necessary to comply with applicable laws and regulations, respond to a subpoena, search warrant, or other lawful request for information, or to otherwise protect our rights.
- Our professional advisors, such as lawyers, accountants, and other similar advisors.
- Buyers or other successors prior to or in the event of a merger, acquisition, divestiture, restructuring, reorganization, dissolution, or other sale or transfer of some or all of our assets, whether as a going concern or as a part of bankruptcy, liquidation, or similar proceeding, where the information is among the assets being transferred.
- Other parties for any purpose we disclose at the time you provide the information.
Protection of Personal Information
We use appropriate administrative, technical, and physical measures to protect your personal information from loss, theft, and unauthorized use, disclosure, or modification. Please be aware that no data transmission over the Internet is 100% secure. While we strive to protect your personal information, we cannot ensure or warranty the security of any information you transmit to us and you do so at your own risk.
Your Choices About Collection and Use of Your Information
We respect your right to make choices about the ways we collect, use, and disclose your information, so we try to offer you meaningful choices regarding your personal information. Some choices you have regarding personal information include the following.
- Marketing Emails – As required by applicable laws, you can opt-out of receiving promotional emails from us by clicking the “opt out,” “unsubscribe,” or similar link in any such promotional emails and following the instructions provided.
- Tracking Technologies – Depending on your browser or device, you may have the option to set the browser to accept all cookies, reject all cookies, notify you when a cookie is set, or delete cookies. Each browser and device are different, so we recommend you evaluate the tools and settings available in your browser or device, as well as any available instructions for the same. Please note that if you disable or delete cookies, you may not be able to access or use certain features of our Platform or Website. The National Advertising Initiative also makes resources available to assist consumers in opt-out of certain tailored online ads, which you can access here: https://optout.networkadvertising.org/?c=1.
- Google Analytics – As discussed above, we use Google products in connection with the Platform or Website. If you would like to refrain from having your data collected by Google, Google has developed an opt-out browser that you can use – see https://tools.google.com/dlpage/gaoptout.
- Declining to Provide Information – You can choose not to provide us with information we may request, but that may result in you being unable to use certain features of our Platform or Website, request information about our services, or initiate other transactions with us.
- Jurisdiction-Specific Choices – See below for additional choices that may be afforded to you under the laws of your place of residence.
In addition to the above, you may contact us using the details provided at the end of this Policy with any questions about the choices relating to your personal information.
Rights Afforded to Certain Individuals
A. California Residents
California Civil Code § 1798.83 (California’s Shine the Light Act) further permits California residents to request certain information regarding our disclosure of personal information to third parties for their direct marketing purposes. If you are a California resident, you may ask us to refrain from providing your personal information to certain of our affiliates and other third parties for their marketing purposes. Please tell us your preference by contacting us at the contact information below.
B. Nevada Residents
Nevada residents have the right to direct us to not make any sale of certain personal information to third parties. We do not engage in any “sales” as defined by Nevada laws, but you may still contact us using the information below to make such a request.
C. Residents of Other U.S. States
The above sections of this Policy describe the categories of personal information processed by us, the purposes for the processing of such personal information, the categories of personal information that may be disclosed to third parties, and the categories of third parties to whom we may disclose personal information. We do not collect sensitive personal information or biometric information.
Under the law of your state of residence, you may have the right to request (1) that we confirm that we are processing your personal information, (2) access to the personal information we process, (3) correct inaccuracies in the personal information we process, taking into account the nature of the personal information and the purposes of the processing of such personal information, (4) delete the personal information provided by you or obtained about you, subject to certain exceptions under applicable laws, (5) a copy of the personal information that we process, subject to certain limitations and exceptions, or (6) opt out of the processing of your personal information for the purposes of targeted advertising, the sale of personal information, or profiling in furtherance of a decision that produces a legal or similarly significant effect.
In order to exercise any of the above-described rights, you or an agent acting on your behalf must send an email to the email address below with the subject, “Privacy Request.”
We may require you or your agent to provide us information that enables us to authenticate your request. If we are not able to authenticate your request using commercially reasonable efforts, we may decline to comply with your request.
If we determine that we are not subject to the laws of your jurisdiction of residence that afford you the above-described rights, we may decline to act on your request.
If we refuse to take action on your request, we will notify you of the same. If you wish to appeal our decision, please send us an email at the email address below with the subject, “Privacy Appeal.”
Links to Third-Party Websites
Our Platform or Website may contain links to third-party Platforms or Websites. Such Platforms or Websites have separate privacy policies that you should review. We cannot take responsibility for the content of linked Platforms or Websites or those companies’ data-handling practices.
Data Location
We are headquartered in the United States and our infrastructure is maintained within Microsoft Azure’s secure data centers, as a result, the information you provide to us may reside on servers or workstations located the United States. Azure’s data centers are protected by firewalls, threat detection systems and built-in redundancy. You understand and consent that information you provide may be transferred to the United States. You also understand that the data protection laws in the United States may be different from those of the country where you reside. When we transfer personal information to the United States, we will implement appropriate and suitable safeguards to protect such information as may be required by applicable data protection laws.
Children’s Privacy
Our Platform and Website is intended for a general audience and is not directed at children under the age of 16. Accordingly, we do not knowingly collect personal information from children under age 16 through the Platform or Website. Should we discover that a child under age 16 provided us with personal information, we will use that information only to inform the child that we must have parental consent before receiving such information.
Changes to this Policy
Please note that we may change this Policy from time to time. If there are changes to our Policy, we will post them here and update the “Last Updated” date at the top of this document. Continued use of the Platform or Website after any changes is deemed to be acceptance of those changes. Accordingly, we encourage you to check the Policy periodically for updates.
Legal Disclaimer
Oxford Document Management provides guidance and best practices, but does not provide legal advice.
How to Contact Us
If there are any questions regarding this Privacy Policy, or to make a complaint to use regarding our handling of your information, you may contact us using the information below.
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