1. Introduction
DohAssist LLC (“DohAssist,” “we,” “us,” or “our”) is a United States-based company headquartered in Austin, Texas, operating under U.S.-based oversight. We deliver services across our family of brands: DohAssist (back-office operations including reconciliation, payroll, bookkeeping, and vendor management), DohShield (loss prevention through POS and video auditing, fraud detection, and compliance monitoring), and DohOps (workforce SaaS platform for scheduling, time clock, task management, and analytics).
This Privacy Policy (“Policy”) describes how we collect, use, disclose, store, and protect personal information in connection with our services, websites, and platforms. This Policy applies to all clients, prospective clients, website visitors, employees of client businesses whose data we may process, and any other individuals whose information we handle in the course of delivering our services.
By engaging with DohAssist LLC or any of our brands, you acknowledge that you have read, understood, and agree to the practices described in this Policy. Our data handling practices comply with applicable U.S. privacy laws and relevant international regulations.
2. Personal Data We Collect
We collect and process various categories of personal and business information depending on the services you subscribe to and how you interact with us:
2.1 Contact & Business Information
- Full name, email address, phone number, and mailing address
- Business name, business type, franchise affiliation, and number of locations
- Job title and role within the organization
- Account credentials and login information
2.2 Financial Data
- Payment details (credit card numbers, ACH/bank account information for billing)
- Invoices, transaction history, and billing records
- POS transaction data (sales records, register totals, tender breakdowns, void/refund logs)
- Bank statements and bank account data used for reconciliation purposes
- Vendor invoices, payment records, and accounts payable/receivable data
- Lottery and fuel reconciliation data
2.3 Employee & Workforce Data
When processing data on behalf of our clients, we may handle:
- For DohShield: POS transactions tied to employee IDs, employee activity logs, video surveillance footage, audit reports, investigation evidence packages, and compliance records
- For DohOps: Time clock data (clock-in/clock-out records, GPS location at punch), employee schedules, task completion records, employee contact information, employment records, performance metrics, training completion data, and payroll-related information
- For DohAssist: Payroll records, employee tax documents, onboarding documentation, and HR-related records
2.4 Usage Data & Cookies
- IP address, browser type, operating system, and device information
- Pages visited, time spent on pages, referring URLs, and click patterns
- Cookies, web beacons, and similar tracking technologies (see Section 10)
2.5 User-Generated Content
- Support tickets, help desk communications, and chat transcripts
- Onboarding questionnaires and intake forms
- Feedback, reviews, and survey responses
- Files, documents, and attachments uploaded through our platforms
3. How We Use Your Personal Data
We use the personal information we collect for the following purposes:
3.1 Service Delivery
- Performing daily sales reconciliation, bank reconciliation, and vendor invoice management
- Conducting POS transaction audits, video surveillance reviews, and fraud detection analysis
- Operating workforce management features including scheduling, time tracking, and task management
- Generating reports, dashboards, and analytics for client review
- Processing payroll, managing HR functions, and supporting onboarding activities
3.2 Business Operations
- Client communications, including onboarding, account updates, and service notifications
- Billing, invoicing, payment processing, and collections
- Account management, relationship management, and client success activities
3.3 Security & Compliance
- Employee and contractor training on data protection and security protocols
- Internal audits and compliance checks
- Maintaining access logs, audit trails, and security event records
- Investigating and responding to security incidents or suspected fraud
3.4 Website Improvements
- Analyzing website usage patterns to improve functionality, performance, and user experience
- Conducting A/B testing and evaluating the effectiveness of content and features
3.5 AI Training & Product Development
- Using anonymized and aggregated data for machine learning model training, product development, feature improvement, and industry benchmarking
- Developing new tools, algorithms, and service capabilities
- See Section 13 for complete details on AI data usage and commercialization
3.6 Marketing
- Sending promotional emails, newsletters, and service announcements — only if you have opted in to receive marketing communications
- You may opt out at any time by clicking the unsubscribe link in any marketing email or by contacting us at support@dohassist.com
4. Legal & Regulatory Bases for Using Your Data
We process personal data on the following legal bases:
- Contract Performance: Processing necessary to fulfill our service agreements with you, including delivering reconciliation, auditing, workforce management, and related services
- Legal Obligations: Processing required to comply with applicable laws, regulations, court orders, or governmental requests, including tax reporting, employment law compliance, and law enforcement cooperation
- Legitimate Business Interests: Processing necessary for our legitimate business interests, including improving our services, preventing fraud, ensuring security, conducting internal analytics, and developing new products — provided such interests are not overridden by your privacy rights
- Consent: Where required by law, we obtain your explicit consent before processing personal data for specific purposes such as marketing communications or optional data sharing
5. Sharing & Disclosure
We may share your personal information with the following categories of recipients:
5.1 Vendor Partners
We work with trusted third-party service providers who assist in delivering our services, including cloud hosting providers, payment processors, email delivery services, customer support platforms, and analytics tools. All vendors are contractually obligated to protect your data and use it only for the purposes we specify.
5.2 Business Associates
- IT and system vendors: Companies that provide software, infrastructure, and technical support for our platforms
- Offshore operations team: Our India-based operations team that performs day-to-day service delivery under supervision from our U.S. office (see Section 6 for complete details)
5.3 Legal & Government Authorities
We may disclose personal information when required by law, subpoena, court order, or governmental regulation, or when we believe in good faith that disclosure is necessary to protect our rights, protect your safety or the safety of others, investigate fraud, or respond to a government request.
5.4 Business Transfers
In the event of a merger, acquisition, reorganization, bankruptcy, or sale of all or a portion of our assets, your personal information may be transferred as part of that transaction. We will notify you of any such change in ownership or control of your personal information.
6. International & Offshore Data Processing
Some or all of your data may be transmitted to, processed, and stored in India by our operations team. This is done under supervision from our U.S. office. We implement industry-standard safeguards and internal controls to protect data during international transfer and processing, including:
- Encryption of data in transit and at rest
- Confidentiality agreements with all offshore personnel
- Role-based access controls limiting data access to authorized team members
- Regular security training and compliance audits
- Oversight and management by U.S.-based account managers and leadership
By engaging with DohAssist LLC or any of our brands, you acknowledge and consent to your data being handled internationally, including processing and storage in India.
You may request U.S.-only data processing in writing by contacting support@dohassist.com. U.S.-only data processing accommodations are available under a custom pricing plan with a separate scope agreement. DohAssist will work with you to define the terms and pricing for such accommodations.
7. Data Retention
We retain personal data for as long as necessary to fulfill the purposes for which it was collected, including:
- Ongoing service delivery and account management
- Compliance with legal, regulatory, and contractual obligations
- Dispute resolution and enforcement of our agreements
- Internal auditing, reporting, and record-keeping requirements
When personal data is no longer needed for any of the above purposes, we will securely delete or anonymize it in accordance with our data retention schedule. Anonymized data that cannot be used to identify any individual may be retained indefinitely for analytical, benchmarking, and product development purposes.
8. Data Rights
Depending on your jurisdiction, you may have the following rights regarding your personal information:
- Right of Access: Request a copy of the personal data we hold about you
- Right to Correction: Request correction of inaccurate or incomplete personal data
- Right to Deletion: Request deletion of your personal data, subject to legal and contractual retention requirements
- Right to Object: Object to certain types of processing, including processing based on legitimate interests or processing for direct marketing
- Right to Data Portability: Request your data in a structured, commonly used, machine-readable format
- Right to Restrict Processing: Request that we limit how we use your data in certain circumstances
To exercise any of these rights, email support@dohassist.com with the subject line “Privacy Rights Request.” We will respond to verified requests within 30 days. We may ask you to verify your identity before processing your request. In some cases, we may be unable to fulfill your request due to legal obligations or other legitimate reasons, which we will communicate to you in our response.
9. Security Measures
We take the security of your personal information seriously and implement a range of technical, administrative, and physical safeguards, including:
- Encryption: All data is encrypted in transit (TLS/SSL) and at rest using industry-standard encryption protocols
- Employee Training: All team members, including our offshore operations staff, receive regular training on data protection, privacy practices, and security protocols
- Role-Based Access Control: Access to personal data is restricted to authorized personnel on a need-to-know basis, with granular permissions enforced across all systems
- Routine Audits: We conduct regular internal and external security audits, vulnerability assessments, and compliance reviews
- Incident Response: We maintain an incident response plan to promptly address and mitigate any security breaches or data incidents
- Secure Infrastructure: Our systems are hosted on enterprise-grade cloud infrastructure with physical security controls, redundancy, and disaster recovery capabilities
However, we cannot guarantee perfect security. No method of transmission over the Internet or method of electronic storage is 100% secure. While we strive to protect your personal information, we cannot ensure or warrant the absolute security of any information you transmit to us or that we store. You acknowledge and accept this inherent risk when providing personal information to us.
10. Cookies & Tracking Technologies
Our website uses cookies, web beacons, pixels, and similar tracking technologies to enhance your experience, analyze usage, and support our marketing efforts. These technologies may collect information about your browsing behavior, device, and preferences.
For detailed information about the types of cookies we use, how they work, and how you can manage your cookie preferences, please refer to our Cookie Policy.
11. Children’s Data
Our services are designed for business use and are not directed to individuals under the age of 13. We do not knowingly collect personal information from children under 13. If we become aware that we have inadvertently collected personal data from a child under 13, we will take prompt steps to delete such information. If you believe we have collected information from a child under 13, please contact us immediately at support@dohassist.com.
12. Third-Party Links & Services
Our website and platforms may contain links to third-party websites, services, or applications that are not operated or controlled by DohAssist LLC. This Privacy Policy does not apply to such third-party services. We are not responsible for the privacy practices, content, or security of any third-party websites or services. We encourage you to review the privacy policies of any third-party service before providing personal information.
13. AI Data Usage & Commercialization
DohAssist LLC reserves the right to use anonymized and aggregated data derived from client information for product development, AI and machine learning model training, industry benchmarking, analytical research, and commercial purposes. This includes, but is not limited to:
- Training and improving AI algorithms used in fraud detection, reconciliation accuracy, and operational analytics
- Developing predictive models for industry benchmarking and performance insights
- Creating anonymized datasets for internal research and product improvement
- Licensing aggregated, non-identifiable insights to third parties for industry research
No royalties, compensation, or fees shall be owed to clients for such usage of anonymized and aggregated data. By engaging with our services, you acknowledge and consent to this usage. This provision is consistent with and governed by the Master Legal Framework applicable to all DohAssist LLC services and brands.
We will never sell, share, or commercialize individually identifiable personal data without your explicit, written consent.
14. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, services, legal requirements, or for other operational, legal, or regulatory reasons. When we make material changes, we will notify you by:
- Sending an email notification to the primary email address associated with your account
- Posting a prominent notice on our website
- Updating the “Last updated” date at the top of this page
We encourage you to review this Policy periodically. Your continued use of our services after any changes take effect constitutes your acceptance of the revised Policy.
15. Contact
If you have questions, concerns, or requests regarding this Privacy Policy or our data handling practices, please contact us:
DohAssist LLC
14620 N IH 35 Office #A
Austin, Texas 78728
Email: support@dohassist.com
Email: vikassharma@dohassist.com
Email: sales@dohassist.com
Phone: +1(602)-750-0711
Toll Free: 1-888-364-7580