Privacy Policy

Privacy Policy Contractuo – Document Lifecycle Management

Confidential and Proprietary. Copyright© by Contractuo Holding BV. All Rights Reserved. This document may not be reproduced for commercial purposes by any customer of Contractuo without explicit consent of Contractuo.

Contents

  1. Contents
  2. Introduction
  3. About this privacy policy
  4. Your rights and your preferences
  5. What personal information we collect
  6. What we use your data for
  7. With whom we share your data
  8. Storage and deletion of your data
  9. Transfer to other countries
  10. Links
  11. Security of your personal data
  12. Children
  13. Changes to this privacy policy
  14. How to contact us

Introduction

Thank you for choosing Contractuo.

Contractuo always wants to offer you the best experience to enjoy our service. In order to offer you an exceptional and personalized service, we need information about your company and your employees.

Your privacy and the security of your personal data are very important to us and will remain so. That is why we want to clearly explain how and why we collect, store, transmit and use your personal information. We also want to inform you about your possibilities to decide for yourself when and how your personal data will be shared.

In this privacy policy ("Privacy Policy") we further explain all this information.

About this privacy policy

This Privacy Policy describes the most important details regarding the processing of your personal data by Contractuo Nederland B.V.. This Privacy Policy applies to all services and all related services (which we hereinafter collectively refer to as the "Service"). You can read the terms and conditions that apply to the use of the Service in our Terms and Conditions.

From time to time, we may develop new services or offer additional services. If it would significantly change the way we collect or process your personal data, we will send you more information and any additional terms or policies. Unless we say otherwise at that time, new and additional services are subject to this Privacy Policy.

This Privacy Policy is intended to:

  1. ensure that you understand what personal information we collect about you, why we collect and use it, and with whom we share it;
  2. explain how we use the personal information you share with us to provide you with a great experience when using the Service; and
  3. explain what rights and choices you have with respect to the personal information we collect and process about you, and how we protect your privacy.

We hope that you will understand through this Privacy Policy that we take your privacy seriously. For more information about the terms in this Privacy Policy, please visit the Privacy Center at contractuo.com. If you have any questions or comments to send us, please read in Section 13 "How to Contact Us" below how to reach us. If you do not agree with the content of this Privacy Policy, we remind you that you can always choose not to use the Service.

Your rights and your preferences

The General Data Protection Regulation grants natural persons certain rights with regard to their personal data. We are transparent about our services and are happy to provide you with opportunities to determine who has access to your personal data and when. In this way, our users can effectively exercise their rights.

In principle and subject to limitation under applicable law, as a natural person you have the following rights:

  1. Right to information and access - the right to obtain information about, and access to, the personal data we process about you;
  2. Right of rectification - the right to request that we rectify or update your personal data if it is inaccurate or incomplete;
  3. Right of Forgetting - the right to request that we delete your personal data;
  4. The right to limit the processing - the right to request that we cease processing all or part of your personal data temporarily or permanently;
  5. Right of Objection -
    1. the right to object to the processing of your personal data at any time based on your personal situation;
    2. the right to object to the processing of your personal data for direct marketing purposes;
  6. the right to data portability - the right to request a copy of your personal data in electronic form, and the right to forward such personal data for use in the context of third party services; and
  7. Right not to be subjected to automated decision-making - the right not to be subjected to decision-making based solely on automated decision-making (i.e. without a human eye), such as profiling, if that decision would lead to legal consequences or other significant consequences for you.

To help you learn more about these rights, how to exercise them effectively, and to help you communicate your preferences regarding Contractuo’s use of your personal information, we have created the following tools:

  1. Privacy Center - a central location where you can easily find out more about how Contractuo uses your personal information, what rights you have in that context, and how to exercise those rights.
  2. Notification settings (accessible from your account page) - here you can choose which messages Contractuo sends you. You can decide what you want to receive email and push notifications for or not. By the way, every marketing email from Contractuo contains an opt-out option (for example: an unsubscribe button in the email message). If you use that, you opt out of receiving further messages in that particular category. You can use the Notification settings page to specify your preferences for all types of marketing emails and push notifications.
  3. Cookie Statement - This contains more information about how we use cookies, such as for internet advertisements. It also tells you how to manage your cookie preferences and disable certain types of tracking;

If you have any questions about your privacy, your rights and how to exercise them, please contact our Data Protection Officer. Please use the contact information provided in the Privacy Center.

If you have any concerns about the processing of your personal information by us, we look forward to working with you to resolve the issue. However, you also have the right to contact the Privacy Officer in the Netherlands or your local Privacy Officer to file a complaint with them.

What personal information we collect

In the tables below you can read which categories of personal information we collect and use about you, and how we collect that information:

Personal Data
Description

This is the personal information that you have provided to us or that we have collected to enable you to sign up and use the Service. Depending on your chosen Service subscription, this may include your username, email address, telephone number, date of birth, gender, address, place of residence.

User data:
Some of the personal information we request from you is required to create an account.

You may also choose to provide us with more personal information so that we can personalize your account. Exactly what personal information we collect depends on your chosen Service subscription, how you create your account. Please note that available subscriptions and sign-up options may vary from country to country.

This table covers personal information we collect through your use of the Service:

Personal Data
Description

Usage Data:

This is the personal data collected about you when you log in to or use the Service, including:

  1. Information about your chosen Service subscription.
  2. Information about your use of the Service, such as your interaction with the Service
  3. User content (as defined in the Terms of Conditions) that you use as well as feedback to our service desk.
  4. Certain technical data, such as:
    1. URL data;
    2. Online identifiers, including cookie data and IP addresses;
    3. Information about the type of browser you use, language selection;
    4. your approximate location, which we may derive from certain technical data (such as your IP address, the language settings of your device or the currency you pay in) so that we can comply with geographical restrictions in our licensing agreements;

The following table shows personal data that you can provide to us at your discretion and that we can use to provide you with additional features

Personal Data
Description

Details about orders and payments:

if you take out a trial subscription or one of our paid subscriptions (as defined in the Terms of Conditions) or purchase something through the Service, we may collect certain personal information. Exactly what personal information we collect depends on the method of payment (e.g., payment through SEPA or Credit Card). This will include the following information:

  1. Name
  2. Date of birth;
  3. Type of payment card or credit card, expiration date, and certain digits of your card number;
  4. Postal code;
  5. Mobile phone number; and
  6. Purchase and payment history

The table below shows personal data we obtain from third parties:

We receive personal information about you from various third parties. Exactly who these third parties are may vary from time to time. These include, but are not limited to:

Data of Third Parties
Description

Payment Providers:

If you choose to pay for a service or feature by invoice, we may receive information from our payment partners that we need to send you invoices, process your payment, and deliver to you what you have purchased.

What we use your data for

When you use or connect to the Service, we use different technologies to process the personal data we collect about you for different purposes. The table below sets out the purposes for which we process your personal data, the basis on which we do so, and the categories of personal data (listed in Section 4 "What Personal Data We Collect About You") used for that purpose.

Why we process (i.e. goal of processing)
Basis
Categories of Personal Data

To provide you with the Service and personalize it.

  1. Execution of an Agreement
  2. justified interest
  3. Permission
  1. User Data
  2. Usage Data
  3. Data about purchases and payments
  4. Verification of Plans

To understand, diagnose, troubleshoot and fix problems with the Service.

  1. Execution of an Agreement
  2. justified interest
  1. User Data
  2. Usage Data

To develop and evaluate new features, technologies and improvements to the Service.

  1. justified interest
  2. Permission
  1. User Data
  2. Usage Data

To comply with legal obligations and requests of investigative authorities.

  1. Meeting a legal obligation
  2. justified interest
  1. User Data
  2. Usage Data
  3. Data about purchases and payments
  4. Verification of Plans

To establish, enforce, or defend legal claims.

  1. justified interest
  1. User Data
  2. Usage Data
  3. Data about purchases and payments
  4. Verification of Plans

For business planning, reporting and forecasting.

  1. Justified Interest
  1. User Data
  2. Usage Data
  3. Data about purchases and payments

To process your payment.

  1. Execution of an Agreement
  2. Meeting a legal Agreement
  1. User Data
  2. Data about purchases and payments

To detect fraud, such as fraudulent payments and fraudulent use of the Service.

  1. Execution of an Agreement
  2. Meeting a legal Agreement
  3. justified interest
  1. User Data
  2. Usage Data
  3. Data about purchases and payments
  4. Verification of Plans

If you would like to know more about the considerations Contractuo has made when invoking legitimate interests as a basis for the GDPR, please contact us. You can read how to do so in Section 14 "Contact us".

With whom we share your data

Below you will find the categories of recipients that will have access to the personal information collected or generated in connection with your use of the Service.

Public Information:

The following personal information is always visible to everyone in the Service: nothing

Personal Data that you may share yourself:

The following personal data will be shared with the categories of recipients listed in the table below, but only:

  1. if you choose to use a specific feature of the Service that requires you to share certain personal data; or
  2. if you give us permission to share the personal data, for example, by choosing certain settings within the Service or by giving Contractuo permission through another offered mechanism.
Category Receivers
Reason for Sharing

Support Community

When you create an account, we ask you to choose a specific username. This username and all questions and comments you post will be visible to our support staff and potential community.

Connected Users:

You may choose to have us share information about you with other users, who we call Connected Users. This includes, for example, the public or private creation of company documents.

Information we may share

Category Receivers
Reason for Sharing

Service Providers

We use service providers who work on our behalf and who may need access to certain personal information. These include companies that we use for customer service, to manage the technical infrastructure we need to provide the Service, to help us protect and secure our systems and services, and to help market our own products and services, and to market products, services, events and co-branded promotions from partners in which Contractuo is involved.

Payment Providers:

We will forward your personal data to our payment processors to the extent necessary to enable them to process payments, and to prevent fraud.

Partners:

Depending on how you sign up for the Service, we will share your username and other User Data necessary to enable your account. We may also send personal information about your use of the Service to such third parties, for example, whether and to what extent you have taken advantage of an offer, whether you have activated your account, and whether you have actively used the Service. We may also share your personal information pseudonymously with our industry partners to provide them with information about the use of content they license to us.

Researchers:

We will forward your personal data completely anonymized within the framework of activities such as statistical analyses and scientific studies.

Investigative:

We will share your personal data when we, in good faith,

authorities and privacy regulators:

believe it is necessary to comply with a legal obligation under applicable law, or to comply with a valid and authorized request or order to that effect, such as a search warrant, court order or subpoena. We also share your personal data when we, in good faith, believe it is necessary to do so because of our own or a third party's legitimate interests for national security, investigative, litigation, criminal investigation, the security of individuals, or to prevent imminent bodily harm or death, where we determine that those interests outweigh your interests or the fundamental rights and freedoms that require protection of your personal information.

Buyers of our company:

We share your personal data with buyers or potential buyers when we negotiate or proceed with the sale of our business. In that case, Contractuo will continue to ensure that your personal data remains confidential and will notify you before your personal data is forwarded to the buyer, or before any other Privacy Policy applies to your personal information.

Storage and deletion of your data

We will retain your personal data for no longer than necessary to provide you with the Service and for legitimate and essential business purposes (e.g., to ensure that the Service continues to operate properly, to make business decisions about new features and offerings based on data, to comply with our legal obligations, and to resolve disputes). We retain some personal data as long as you remain a user of the Service. For example, we store your details, library and account information.

If you request it, we will delete or anonymize your personal data so that it no longer identifies you, except where we are legally obligated to retain certain personal information for a longer period of time, such as in the following situations:

  1. If there is an unresolved issue regarding your account, such as an outstanding invoice or request on your account that has not yet been satisfied or a dispute that has not yet been resolved, we will retain the necessary personal information until the issue is resolved;
  2. if we are required to retain personal information to comply with our legal, tax, accounting and auditing obligations, we will retain the necessary personal information for as long as required by applicable law; and/or
  3. if the retention of personal data is necessary for our legitimate business interests, such as the prevention of fraud or the safety of our users.

Transfer to other countries

Contractuo transfers your personal data to companies in other countries that are part of the Contractuo group in order to carry out the activities listed in this Privacy Policy. Contractuo may also transfer or outsource your personal data to third parties in a country other than your own. Therefore, the privacy laws that apply to your personal information may differ from those of your home country.

However, personal data collected within the European Union will never be transferred to and processed by third parties in a country outside the European Union or Switzerland.

For more details on the security measures we have put in place to protect your personal data, please refer to Section 11 "Security of Your Personal Data" of this Privacy Policy.

Links

If you have the free account, we may show you advertisements from third parties, or other content that contains links to third party websites. We have no control over, and bear no responsibility for, the privacy policies and content of third parties. If you click on a third-party ad or link, please be aware that you are leaving the Service and that this Privacy Policy does not apply to the personal information you provide from that time. To find out how these third parties collect and process your personal information, we encourage you to review their Privacy Policy.

Security of your personal data

The security of our user's personal data is a priority for us. We have taken appropriate technical and organizational measures to protect your personal information. However, please be aware that no system is completely secure. We have implemented various policies on pseudonymization, encryption, access and retention of data to protect against unauthorized access and unnecessary retention of personal information in our systems.

Your password is an essential part of the security of your account, so we recommend that you choose a strong password that you only use for your account, that you do not reveal it to anyone, that you restrict access to your computer and browser, and that you always log out after using the Contractuo Service.

If you need tips & tricks or consulting on good password managers and/or other company and/or personal privacy tools, feel free to contact us with questions.

Children

The Contractuo Service is not aimed at children under the age of 16. The Service is also not offered to children whose age prevents us from processing personal data, or where we require permission from a parent under the GTC or local law to process their personal data.

We do not knowingly collect personal information from children who have not reached the age of 16 or the applicable minimum age (the "Minimum Age"). If you have not reached the minimum age, you may not use the Service or provide us with personal information.

If we learn that we have collected personal information from a child who has not reached the age of 16, we will take reasonable steps to delete the personal information.

Changes to this privacy policy

We may change this Privacy Policy from time to time.

In the event of material changes to this Privacy Policy, we will notify you by means of a clear and appropriate notification within the Service, or by sending you an email or push notification. We may also notify you in advance.

Please make sure you read such notifications carefully.

For more information about this Privacy Policy and how Contractuo uses your personal information, please visit our Privacy Center at contractuo.com.

How to contact us

Thank you for reading this Privacy Policy. Do you have any questions about this Privacy Policy? Please direct them to our Data Protection Officer. You can reach them using the contact details in the Privacy Center, by sending an email to [email protected]

We hope you enjoy the Contractuo Service!