Foreword

We are SpeakDocs B.V., a private company with limited liability under Dutch law (Besloten Vennootschap), whose registered office is located in Amsterdam, The Netherlands (Hereinafter “SpeakDocs”, “we”, “us” or “our”). In this Privacy Policy, we define the scope in which SpeakDocs is a Controller in the context of the GDPR. Then, we explain how SpeakDocs processes personal data in this scope. For information on how SpeakDocs processes data in the scope in which SpeakDocs is Processor (see GDPR), we refer to our DPA.

We process your personal information on one or more of the following legal bases:

• as necessary to enter into a contract with you or a legal entity you represent, to perform our contractual obligations, to provide our services, to respond to requests from you, or to provide customer support;
• where we have a legitimate interest, as described in this Privacy Policy (see Why does SpeakDocs collect and use your personal data);
• as necessary to comply with relevant law and legal obligations, including to respond to lawful requests and orders; or
• with your consent.

Topics

1. When does SpeakDocs process personal data?
2. What personal data does SpeakDocs process?
3. Does SpeakDocs process sensitive personal data?
4. Why does SpeakDocs collect and use your personal data?
5. How does SpeakDocs store personal data?
6. Does SpeakDocs share your personal data with third parties?
7. How does SpeakDocs use cookies?
8. What rights do you have?
9. Changes to SpeakDocs’ Privacy Policy
10. How to contact SpeakDocs?

1. When does SpeakDocs process personal data?

SpeakDocs processes your personal data when you provide it to us directly, which may be one of these cases:

• When you order a service from SpeakDocs;
• When you submit a form one of our websites;
• When you contact us with a question, comment or complaint;
• When you log into your SpeakDocs account;
• When you visit our website;
• When you are using our Application;
• When you make use of our service using an API;

In addition, SpeakDocs may process your Personal Data as received from referral partners, business directories, online media accounts, and company websites.

2. What personal data does SpeakDocs process?

• Personal identification information (name, telephone number, email address, etc)
• Your provided company details (Such as VAT number, registered address, chamber of commerce number, or bank account number);
• Your account log-in credentials;
• Your IP address;
• Your internet browser and device type;
• Your location data;
• Your details about your activities on our website;
• Your details about your activities on our application;
• Other personal data you provide to us in communications.

3. Does SpeakDocs process sensitive personal data?

SpeakDocs’ websites and services are not aimed to process sensitive personal data in the scope of this Privacy Policy, which is the scope in which SpeakDocs has the role of Data Controller. Here, SpeakDocs requests not to be provided with sensitive personal data. Speakdocs neither intends to process personal data about minors.

4. Why does SpeakDocs collect and use your personal data?

• To process your orders and contracts;
• To arrange, process and verify your payments;
• To record evidence;
• To provide secure log in;
• To monitor the services for misuse and operational needs;
• To send information about the services and changes to it;
• To comply with GDPR requirements, specifically the maintenance of a data processing register;
• To perform analytics on the use of our services to improve our current offering and develop new products and services;
• To perform market analysis;
• To assess and verify your registration;
• To provide support.

5. How does SpeakDocs store personal data?

Storing personal data in a secure way is our top priority. For the collection and processing of data that is within the scope of this Privacy Policy, we implement robust access management, ensure that transfer of information is encrypted, and use antivirus software. Our approach to information security management is based on the NEN 7510 standards. It is our policy to retain personal data only for the duration strictly necessary to fulfil the purposes for which it was collected, and use pseudonymisation when deemed appropriate.

6. Does SpeakDocs share your personal data with third parties?

SpeakDocs only shares your personal information if it is necessary to provide our services or where there is a legal requirement. When we share your personal information with third parties to provide our services, these third parties operate under our strict instructions and are not allowed to process your personal information for their own purposes. These parties are called data processors under the GDPR. Currently, our only data processor is Amazon Web Services (AWS), but as this might change in the future, we recommend reviewing this page regularly.

7. How does SpeakDocs use cookies?

SpeakDocs utilises functional cookies by supporting the login process to our application. These cookies are small text files stored on your device—be it a computer, tablet, or smartphone—upon your first visit to SpeakDocs. Our use of cookies is strictly limited to those necessary for technical functionality, ensuring our application operates smoothly and remembers your preferences for an optimised experience.

As of now, SpeakDocs exclusively employs these essential cookies for functional purposes. However, it's important to note that our cookie policy may evolve over time to further enhance user experience or meet operational needs.

8. What rights do you have?

• The right to access - You have the right to request SpeakDocs for copies of your personal data.
• The right to rectification - You have the right to request that SpeakDocs corrects any information you believe is inaccurate. You also have the right to request SpeakDocs to complete the information you believe is incomplete.
• The right to erasure - You have the right to request that SpeakDocs erases your personal data, under certain conditions.
• The right to restrict processing - You have the right to request that SpeakDocs restrict the processing of your personal data, under certain conditions. Restricting processing does not have a retroactive effect.
• The right to object to processing - You have the right to object to SpeakDocs’ processing of your personal data, under certain conditions. Objection to processing does not have a retroactive effect.
• The right to data portability - You have the right to request that SpeakDocs transfer the data that we have collected to another organisation, or directly to you, under certain conditions.
• The right to withdraw consent - You have the right to withdraw your consent at any given time. Withdrawal of consent does not have retroactive effect.

Please note, SpeakDocs commits to addressing your requests within a one-month timeframe, striving to comply fully, though there may be instances where legal obligations or operational considerations prevent us from fulfilling your request. In such cases, we will inform you via email. For any inquiries or to exercise your rights, reach us at privacy@speakdocs.com.

9. Changes to SpeakDocs’ Privacy Policy

SpeakDocs reserves the right to update or revise this Privacy Policy in response to changing business practices or legal obligations. All data ever provided by you to SpeakDocs is within the scope of potential updates or revisions to the Privacy Policy. Whenever there are modifications to the Privacy Policy, SpeakDocs will alert you by publishing the revised Privacy Policy on our website SpeakDocs.com. It is recommended that you visit this site frequently to stay informed about any changes that have been made.

10. How to contact SpeakDocs?

If you have any requests, questions or suggestions about SpeakDocs’ privacy practices, please send an email to privacy@speakdocs.com.