Privacy Policy (add-on)

Introduction

Docmatic add-on is a program (extension) that can be used with your google drive to take advantage of additional functionality ("Docmatic add-on") that enables automated contextual verification of the content and revisions of the text documents being compared. You can find a detailed description of the functionality and terms of use of the Docmatic add-on on our website: https://www.docmatic.ai/.

The security of Your data is fundamental to Us. We want to process your data to the highest standards, which is why we have prepared this Privacy Policy ("Privacy Policy" or "Policy") describing how and for what purposes We process personal data when using the Docmatic add-on and what rights you have in connection with our use of Your data.

This Privacy Policy applies to individuals interested in using Docmatic add-on functionality with a User Account ("Users"). This Policy applies only to the processing of personal data by Us. This Privacy Policy does not apply to any sites or services owned or operated by third parties to or from which Docmatic add-on may link. This Privacy Policy does not apply to services and functionality provided by Google LCC. Docmatic is not responsible for the content or privacy standards and policies of any sites or services owned or operated by third parties to which Docmatic add-on may link.

Personal data means any information relating to an identified or identifiable natural person ("You"). Any capitalised terms used herein should be understood as defined in the GDPR (Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons about the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC ("GDPR") unless otherwise defined herein.

The Operator of the Docmatic add-on, and the data controller, is:

Docmatic sp. z o.o. (limited liability company) based in Kraków at Rakowicka street 1, postal code: 31-511, entered in the Register of Entrepreneurs of the National Court Register held by the District Court for Krakow-Śródmieście XI Commercial Division of the National Court Register no. 0000722738 (KRS), TAX ID (NIP): 9452218274 ("Docmatic").

Correspondence address:

DOCMATIC sp. z o.o., ul.

Rakowicka 1,

31-511 Kraków, Poland.

e-mail: office@docmatic.ai

COLLECTING YOUR DATA

Visitors of the Docmatic website.

Our website may use cookies and other similar technologies ("cookies"). Cookies are small text files sent by our website or third parties, stored on your device, and then read by your browser. Cookies are a technology commonly used to store and transfer information, including remembering user settings and preferences, collecting statistics and optimising websites, personalising displayed content and matching ads.

For details regarding the purpose and functioning of the cookies, please read our Cookies Policy at https://www.docmatic.ai/cookies-and-privacy-policy, which also describes, i.e., what personal data, how and for what purpose we process on the Docmatic Website and what rights you have in connection with our use of cookies and other similar technologies.

Users of the Docmatic add-on

Access to the Docmatic add-on Functionality for Users requires registration of a google User Account (allowing you to access the google drive service provided by Google LCC and to use the services offered within the Docmatic add-on) ("User Account"). Your User Account will enable you to authenticate with the Docmatic add-on and use its Features. When you launch the Docmatic add-on, your User Account registration information is transmitted to us. We may require specific personal data for authentication to identify you as a person who can access the Docmatic add-on and its functionality and information necessary to communicate with you.

PERSONAL DATA PROCESSED AND THE PURPOSES & LEGAL BASIS FOR PROCESSING

During the initial launch of the Docmatic add-on, you will need to permit Docmatic within your User account to see, edit, create and delete only the specific Google Drive files that you use with this app, view primary data about the Google Drive folders or files you select, see and download all your Google Drive files. These permissions allow you to open documents saved in your Google Drive, correctly conduct the analysis and deliver the results, connect to an external service, and display and run third-party web content in prompts and sidebars inside Google Applications. This permission displays sidebars and helpful information when you run the add-on.

This implies that Docmatic will be given access to your data stored on Google Drive and the data you put there in the future.

In using the Docmatic add-on, you shall make available within google drive only those documents that you want to upload to our servers. Uploading these documents is necessary to enable us to provide our services and perform contextual analysis. We could process the uploaded texts and documents over a period to train and improve our neural networks and analytical algorithms.

Please note that by the Terms and Conditions, you may not use the Docmatic add-on to analyse documents containing confidential, personal, sensitive, and other data you are not authorised to share.

When you use the Docmatic add-on, the texts or documents you upload are not permanently stored on our servers. We only store them temporarily, to the extent necessary, to perform and send the analysis. Once the contractual services have been completed, Docmatic will delete all uploaded texts or documents and their analyses.

Please note that using the Docmatic add-on to analyse texts containing personal data is allowed if justified by data protection regulations. In exceptional cases where you would like to entrust us with personal data, you can contact our office to enter a Data Processing addendum.

We process your data for the following purposes:

To conclude an agreement with the User and perform the contract to which the User is a party, including providing the User with services of the Docmatic add-on and ensuring access to the functionality.
In connection with running profiles and fan pages in social media, newsletters, informing about our offers and promotions offered, as well as surveys, sending invitations and other direct marketing communication using social media, email, notifications, instant messaging, telephone calls, text messages and traditional correspondence.

To comply with the legal obligations imposed on the Docmatic, resulting in tax and accounting legislation and anti-money laundering and anti-terrorist financing legislation.
For the purposes resulting from legitimate interests pursued by Docmatic, i.e., maintaining relations with the User, monitoring and analysing your way of using the Docmatic add-on, improving User experience, improving efficiency and quality and developing the Docmatic add-on, ensuring data and information security, combating fraud and abuse or if it is necessary to establish, pursue or defend legal claims.

The data within the framework of individual services are collected and processed in a detailed manner described in terms of the use of the Docmatic add-on, which you can find on our website: www.docmatic.ai

Furthermore, Docmatic may process your further personal data voluntarily disclosed by you using the Docmatic add-on.

WHAT PERSONAL DATA DO WE PROCESS?

We process the following categories of personal data in particular:

first and last name(s),
a mailing address,
date of birth,
a tax identification number and other numbers identifying the legal entity,
email,

phone number,
other contact details,
name and address of a sole proprietorship or company,
bank account number,
financial clearance information,

other data contained in User Content provided to Docmatic via Google Drive.

We may also request personal information other than those indicated above when it is necessary to enter or perform an agreement with us, exercise a right, or comply with a legal obligation.

The provision of personal data is voluntary, but failure to provide it - depending on the circumstances - may prevent registering the User's Account or using the Docmatic add-on Features.

TEMPORARY STORAGE OF METADATA DURING DOCUMENT ANALYSIS

When analysing documents, the following data is recorded:

Status/progress of the analysis process.

The type of document file.
Estimated time needed to complete the analysis.
The calculated number of characters.
Errors that occurred during the analysis.

This information is processed following Article 6(1), sentence 1(f) of the GDPR based on our legitimate interest in improving the functionality of our products, as this facilitates the identification of any sources of errors related to the analysing process. This data is stored in a database to which only selected employees have access.

In addition, we may collect the following data in connection with the use of the Docmatic add-on:

Date and time of access.
Browser type and version.

Operating system.
URL of the previously visited website.
The amount of data transferred.
The requested domain.
Notification of successful download.

Password searched for when using a web browser; abbreviated/anonymised IP address.
Full IP address.
Diagnostic information in case of errors.

The data processing is carried out under Article 6(1), sentence 1(f) of the GDPR based on our legitimate interest in improving the stability and functionality of the Docmatic add-on. The data is stored for strictly technical reasons. Docmatic add-on access data is used for error analysis, ensuring system security, logging Docmatic add-on access, and improving our analytics services. We also use geolocation to determine the region from which you visit our website based on your IP address. We use this information to see if we can offer you a service in your area which corresponds to our legitimate interests under Article 6(1), sentence 1(f) of the GDPR.

PERSONAL DATA PROCESSED AND THE PURPOSES AND LEGAL BASIS FOR PROCESSING

The texts you send to Docmatic are processed only temporarily insofar as it is necessary to perform and deliver the analysis. In connection with the Docmatic add-on functionality, we process personal data based on Article 6 (1) sentence 1 (b) GDPR.

Based on the Terms and Conditions, your texts are not permanently saved and are deleted after the contractual service is performed.

We may also process personal data when this is necessary for the fulfilment of the legal obligations incumbent on the Docmatic (Article 6(1)(c) of the GDPR) and based on our legitimate interest, in particular, to establish and protect our rights or to assert claims (Article 6(1)(f) of the GDPR).

In connection with the information on our activities, we process personal data based on our legitimate interests following Article 6(1)(f) of the GDPR. Where the applicable law requires consent to send commercial information to a designated recipient who is a natural person by electronic means of communication, in particular by electronic mail, we process personal data in connection with informing about our activities based on (voluntary, specific, informed and unambiguous) consent under Article 6(1)(a) of the GDPR.

From time to time, we may ask for your consent (Article 6(1)(a) of the GDPR) to process your data for purposes that may not be directly related to your use of the Docmatic add-on.

In addition, we process personal data based on and within the framework of legal obligations (e.g., accounting or tax law or on request to make personal data available to the competent authorities following the law) (i.e., based on Article 6(1)(c) of the GDPR).

HOW LONG DO WE STORE YOUR DATA?

We will process personal data during the period of validity of the agreement concluded by Docmatic with the User concerning the use of the Docmatic add-on functionality by the User and for the period of limitation of claims resulting from the concluded agreement (as a rule, for six years from the end of the year in which the contract was terminated or expired). After the expiry of the above periods, the data will be deleted unless their further storage is an obligation under the law, remains necessary for the fulfilment of contractual obligations, the establishment and protection of our rights or the assertion of claims, or if further processing is possible or necessary under the law on a basis other than consent.

Notwithstanding the above, if the processing of personal data is based on your consent, you have the right to withdraw your consent at any time (whereby withdrawal of consent will not affect the lawfulness of the processing carried out based on your consent before its withdrawal). We will stop processing your data immediately if you withdraw your consent unless further processing is possible or legally necessary on grounds other than consent. Consent withdrawal may occur through direct contact with Docmatic or in the User Account.

The data contained in the provided User content is processed only temporarily insofar as it is necessary to perform and provide contextual analysis of documents and generate a report with the result of the analysis.

DO WE PROCESS YOUR DATA AUTOMATICALLY (INCLUDING THROUGH PROFILING)?

Your personal data will be stored in the countries of the European Economic Area ("EEA"). However, some of our services may require data transfer and processing outside the EEA. Any such transfer of personal data will comply with applicable regulations and will be based on appropriate legal safeguards, i.e. (i) the recipient is in a country which provides an adequate level of protection for personal data (including in the U.S. if the recipient is certified under the Privacy Shield programme), or (ii) under an instrument which covers the GDPR requirements for the transfer of personal data to recipients outside the EEA.

SHARING YOUR DATA

Data processors

We use service providers to make it possible to use and provide some or all parts of the Docmatic add-on. We remain responsible for your data and take all necessary measures to protect your data as provided in this Policy.

Service providers and partners.

We use the following categories of data processors: clouding service providers, analytics software providers (Google Analytics from Google Inc, Facebook Inc; they handle only anonymised data), email service providers, as well as other service providers necessary or supportive of business to ensure high-quality customer service, satisfaction and security.

In addition, your data, in connection with our service, is processed by Google LCC per Google LCC's privacy policy.

We may also share personal data with entities providing us: accounting, HR and payroll services, marketing services, IT services, financial services, legal services, consulting services and other services related to running our business. Entities processing personal data as part of our services must protect and respect your rights under applicable law.

The complete list of such service providers and their contact details is available upon request.

Related entities, acquisitions and restructurings

In the case of a merger or acquisition, as well as the reorganisation of our business, the commencement of joint ventures with other entities and the assignment or cession of all or part of our business, we may transfer some or all of the personal data to other entities (in particular to the acquiring entity and the legal successor). Personal data may also be disclosed during restructuring, bankruptcy or the establishment of forced administration.

Legal obligations and security

We only disclose your data to third parties without your prior consent if provided in this Policy or the law. We may disclose your data to the following third parties:

An acquirer, or successor or assignee as part of any merger, acquisition, debt financing, sale of assets, or similar transaction, as well as in the event of an insolvency, bankruptcy, or receivership in which information is transferred to one or more third parties as one of our business assets. The legal basis for such disclosure and transfer is our legitimate interests, provided your interests or fundamental rights and freedoms do not override them.
Competent administrative, supervisory and law enforcement authorities, institutions and other authorised entities in the country and abroad if required by applicable law and at their request under procedures provided for by law. We may also transfer personal data to authorities, institutions and third parties to ensure the safety of users, combat fraud and abuse or if it is necessary to establish, exercise or defend legal claims.

Our lawyers, auditors, and other professional service providers. The legal basis for such disclosure is our legitimate interests to protect our rights or comply with our legal obligation, as applicable.

HOW DO WE PROTECT YOUR PERSONAL DATA?

We implement appropriate organisational, technical and physical safeguards to protect your personal data, taking into account (i) state of the art, (ii) cost of implementation, (iii) nature, scope, context and purposes of the processing, and (iv) risks posed to you.

YOUR RIGHTS

To the extent required by applicable data protection regulations, you have all the rights of a data subject as regards your data. Such rights include the following:

access personal data (and receive a copy),
data portability,
rectify (amend) personal data,
the erasure of personal data,
limit processing,
withdraw consent to the processing,
object to the processing of personal data,
not to consent to direct marketing (to object to processing for direct marketing purposes),
complain with a supervisory authority.

The law does not require a specific form or manner of communication to exercise your rights. However, we attach great importance to ensuring that they can be exercised effectively, which is why we have provided a dedicated email contact channel for queries, applications and requests relating to exercising these rights: office@docmatic.ai.

Remember also that you can exercise certain rights (e.g., review and update your data) by logging into your User Account on the Docmatic add-on.

Should you believe your rights have been violated, we kindly ask you to contact us at the contact details above. You also have the right to complain to your local data protection authority (if you are in an EU member state); for the Republic of Poland, it is the President of the Office for Personal Data Protection or the court.

AMENDING THIS PRIVACY POLICY

Should our personal data processing practices change, or should there be a need to amend the Privacy Policy under the applicable law, case law, or guidelines issued by competent authorities, we are entitled to unilaterally amend this Privacy Policy at any time. Should the amendments be material, we will notify you by email before the amendments enter into force. Otherwise, the modifications will be made available on the Docmatic add-on.

GOVERNING LAW

As We are a company registered in the Republic of Poland, the processing of your data shall be governed by the laws of the Republic of Poland.