Protecting your privacy is very important to New England Document Systems (NEdocs) and its employees. You have chosen to do business with us, and we recognize our obligation to keep the information you provide to us secure and confidential. We value your trust and handle your information with care. Our employees access information provided by you when needed to maintain your accounts or otherwise meet your needs. We may also access provided information when considering a request from you for additional services or when exercising our rights under the law or any agreement with you.
Information We Collect about You
We collect non-public personal information from documents that are provided by your company to NEdocs for the purpose of imaging, microfilming, or storage. The types of documents provided may include, but may not be limited to:
- Medical Records
- Financial Records
- Legal Documents
No Disclosures Outside of Expectations
We do not disclose any non-public personal information obtained from our clients or past clients to anyone, except as permitted or required by law. NEdocs may disclose Personal Data as required by law, regulation or the rules of practice of a governmental or quasi-governmental body. NEdocs may also disclose Personal Data to law enforcement officials in response to a lawful request made pursuant to national security interests or law enforcement requirements.
Confidentiality and Security
We restrict access to non-public personal information obtained from our clients to those employees who need to know that information to provide products or services to you. Our employees are trained to understand and comply with these information principles.
If you decide to terminate our services, or become an inactive client, we will adhere to the privacy policies and practices as described in this notice.
We maintain physical, electronic, and procedural safeguards that comply with federal standards to guard your non-public personal information. To assist us in offering you services, we may occasionally share information with companies that work for us, such as affiliated third party vendors. For example, these companies may assist us in offering you certain products and services or help us provide effective and efficient electronic data storage delivery and/or destruction alternatives. These companies act on our behalf and are obligated to keep non-public personal information that we provide them confidential.
Physical documents are stored in our facilities for the duration of processing. Once processing has been completed and electronic data delivered to our customers, physical documents are returned to the customer or stored for no less than 90 days prior to destruction in accordance with each customer’s contract stipulations. The destruction process is documented in our Document Destruction Policy. Storage only customers’ physical documents are stored in our Hooksett facility for the duration of their contract or until such time as the customer requests the return or destruction of their documents.
After electronic data is delivered to our customers, their data is stored on our servers for no less than 90 days depending on business needs, before being permanently removed.
General Data Protection Regulation (GDPR)
The GDPR is a comprehensive EU data privacy law that went into effect on May 25, 2018. This regulation states that everyone has a right to protection of their personal data, and applies to all companies who process data for EU residents.
The personal data of the person concerned is deleted per the NEdocs Document Retention Policy, however as all customer data belongs to our customers (data controller), any GDPR requests for destruction or removal of an individual’s data from NEdocs’ servers or storage must be requested directly by the customer. If the data resides in ImageSilo, Vision360, or any other storage device controlled by the customer, it is the responsibility of the customer to remove said data.
Keeping your account information accurate and up to date is very important. If you ever find that your account information is incomplete, inaccurate or not current, please contact us at 750 East Industrial Park Drive, Manchester, NH 03109, or by calling (603) 625-1171. Please direct all inquiries to the President or VP/Treasurer in the absence of the President.
We will not collect identifying information about visitors to our site. We gather and analyze data regarding usage of our web site, including domain name, number of hits, pages visited, and other non-identifying information to evaluate the efficiency of our site.