MyCountyDocs Privacy Policy and Usage Agreement

Welcome to the MyCountyDocs Public Self Service Portal. This portal is provided as a tool allowing your county to send you documents and request information and documents related to an ongoing case or incident. MyCountyDocs values your privacy and we are committed to protecting your personal information. This Privacy Policy and Usage Agreement outlines our practices regarding the collection, use, and disclosure of your information when you access or use the Public Self Service Portal. By accessing or using this service, you agree to the terms and conditions of this Privacy Policy and Usage Agreement.

1. Information We Collect

We do not collect or share personally identifiable information (PII), however your CaseWorker will identify a first name, last name and email address when provisioning your account. This information will help the CaseWorker search for your Public Self Serve Portal account when sending your documents or requests. Personally identifiable data and non-personally identifiable information (Non-PII) potentially collected could include but is not limited to:

a. Personally Identifiable Information (PII):

• Name
• Email address
• Phone number
• Any other information you provide voluntarily such as a title or nickname.

b. Non-Personally Identifiable Information (Non-PII):

• Log data (e.g., IP address, browser type, date and time of access)
• Cookies and similar tracking technologies
• Demographic information
• Device information

2. How We Use Your Information

We use the information we collect for the following purposes:

• To provide and maintain the Service and ensure Security.
• To personalize your experience on the portal.
• To process transactions or requests and send transaction or request related notifications.
• To respond to your inquiries, comments, or questions.
• To monitor and analyze usage patterns on the Portal for improving our services.

3. User Responsibility for Credentials

You are responsible for maintaining the confidentiality of any login credentials, passwords, or account information associated with your use of the Portal service. You agree not to share your credentials with anyone else. If you suspect any unauthorized access to your account or a breach of security, please notify us immediately at Portal.Support@mycountydocs.com.

4. Data Security

While we take reasonable measures to protect your data, including encryption and regular security audits, we cannot guarantee the security of your information for situations beyond our control. You understand and accept that any transmission of data over the internet carries inherent risks and that we are not responsible for any data breaches or unauthorized access.

5. Data Retention

We will retain your information for as long as necessary to fulfill the purposes outlined in this Privacy Policy and Usage Agreement unless a longer retention period is required or permitted by law. The documents sent and received via this service are stored and made available to you for 30 days unless your county has established other, more specific guidelines.

6. Third-Party Websites

Our Website may contain links to third-party websites or services. We are not responsible for the privacy practices or content of these third-party sites. Please review the privacy policies of those websites or services before providing them with any personal information.

7. Changes to This Privacy Policy and Usage Agreement

We reserve the right to update or revise this Privacy Policy and Usage Agreement at any time. Changes will be effective immediately upon posting the updated Privacy Policy and Usage Agreement on the Website. Your continued use of the Website after any changes will constitute your acceptance of the revised Privacy Policy and Usage Agreement.

8. Usage Related to E-Signature and Electronic Document Signing

By utilizing this solution for electronic signatures and signing of documents and forms, you agree to the following terms and conditions:

• Legal Validity: The digital signature created, selected and used through this software shall be recognized as your legally binding signature and may be used to sign documents with the same force and effect as a handwritten signature.
• Authorization: You affirm that you are authorized to sign and execute documents using this electronic signature. Your electronic signature indicates your acceptance and consent to the contents of the signed document.
• Permission and Acceptance: By using this software, you grant permission for your electronic signature to be considered valid, binding, and enforceable as a legal signature under applicable laws and regulations.
• Security and Confidentiality: You agree to take reasonable steps to keep your login credentials secure and prevent unauthorized use of your electronic signature.
• Limitations: This software should not be used for any illegal, fraudulent, or unauthorized purposes. You are responsible for verifying the accuracy and appropriateness of signed documents.

By proceeding to use this software, you acknowledge that you have read, understood, and agree to abide by this usage policy.

9. Contact Us

If you have any questions or concerns about this Privacy Policy and Usage Agreement, please contact us at Portal.Support@mycountydocs.com.

By using our Portal Service/Website, you acknowledge that you have read, understood, and agree to the terms of this Privacy Policy and Usage Agreement, including your responsibility for keeping your credentials secure and our limitations of liability regarding data loss or misuse.

MyCountyDocs is committed to protecting your privacy, and we appreciate your trust in us. Thank you for using our services.

Date of Last Revision: 05/30/2025