Privacy policy

If you are a reportsvault customer or subscriber, or just visiting our website, this policy is relevant to you. Our responsibilities and your interactions with reportsvault vary, whether you are a registered user or are involved in contract processes through our platform.

As a registered customer of reportsvault, we act as the ‘data controller’ of personal data about you and your use of reportsvault, but as the ‘data processor’ of personal data in the information you put into reportsvault (like information about your users, counterparties, signatories, and information contained in your documents).

Our Data Protection Officer can be reached via [email protected].

• Read this Privacy Policy.
• If you are our customer, please also check the contracts between us as they may contain further details on how we collect and process your data.
• If you provide us with personal data about other people, or if others give us your information, we will only use that information for the specific reason for which it was provided to us. By submitting the information, you confirm that you have the right to authorize us to process it on your behalf in accordance with this Privacy Policy.

From the first moment you interact with reportsvault, we are collecting data. Sometimes you provide us with data, sometimes data about you is collected automatically, or sometimes from other sources, like publicly available websites or from a trusted data supplier.

• Contact details: Your name, address, telephone number, email address...
• Contract data: Your contract templates, smart fields, data integrated into contracts from third-party providers, counterparty names and email addresses, comments, activity on contracts, signatures.
• Identification data: Your IP address, login information, browser type and version, time zone setting, browser plug-in types, geolocation information about where you might be, operating system and version.

Data protection law means that we can only use your data for certain reasons and where we have a legal basis to do so. Here are the reasons for which we process your data:

• Keeping reportsvault running: Login and authentication, processing payments.
• Improving reportsvault: Testing features, interacting with feedback platforms and questionnaires, managing landing pages, heat mapping our site, traffic optimization and data analysis, and research.
• Customer Support: Notifying you of any changes to our service, solving issues via live chat support, phone, or email, including any bug fixing.

• Your choices: If you choose not to provide personal data, we will not be able to process transactions without personal data.
• Your rights: You have the right to access information we hold about you and to ask us to correct, delete, or transfer it to other services. You can also object to us using your data for profiling or making automated decisions about you.

We use physical, electronic, and managerial procedures to safeguard and secure the information we collect.

The personal data we collect is processed at our offices and in any data processing facilities operated by the third parties identified below.

• If you’re a reportsvault customer, we keep your personal data for six years after you stop being a customer.
• If we contacted you about becoming a reportsvault customer, or if you requested a demo, we keep your personal data for two years after the last contact.

We partner with third parties who we believe are the best at what they do when it comes to hosting and functional support. We ensure all third-party partners adhere to strict data protection and privacy terms aligned with ours.

I apologize for the oversight. Let's ensure all aspects are covered, including information about hosting and third-party data processing:

If you are a reportsvault customer or subscriber, or just visiting our website, this policy applies to you. Our responsibilities vary depending on your interaction with reportsvault, such as being a registered user or just signing a contract through our platform.

As a registered customer of reportsvault, we act as the ‘data controller’ of personal data about you and your use of reportsvault, but as the ‘data processor’ of personal data in the information you put into reportsvault (like information about your users, counterparties, signatories, and information contained in your documents).

Our Data Protection Officer can be reached via [email protected].

• Read this Privacy Policy.
• If you are our customer, review the contracts between us for additional data processing details.
• If you provide us with personal data about other people, or if others give us your information, we will only use that information for the specific reason for which it was provided to us.

We collect data when:

• You browse any page of our website.
• You identify as a potential customer.
• You interact with our customer support.
• You use our services, including viewing and signing contracts.
• You opt-in to marketing messages.

• Contact details: Your name, address, telephone number, email address.
• Contract data: Details within your contracts, activity logs, comments, and signatures.
• Identification data: Your IP address, browser type, geolocation, and operating system.

We use your data to:

• Operate reportsvault efficiently.
• Improve and personalize your experience.
• Address customer support issues.
• Market new products or updates to you with your consent.

• Consent: You have given your consent for specific uses of your data.
• Contract: Processing your data is necessary for a contract with reportsvault.
• Legitimate Interests: We process data for legitimate business interests while ensuring they don’t override your rights.

• You can choose not to provide personal data, though this may affect certain service functionalities.
• You can opt-out of marketing communications or adjust cookie settings through your browser.
• You have rights to access, correct, transfer, or request the deletion of your data.

• We implement robust security measures to protect your data.
• Data is processed mainly in the USA, and we take legal steps to ensure it remains protected and encrypted wherever necessary.

• Customer data is retained for six years post-customer relationship to manage any related legal issues.
• Prospective customer data is retained for two years from the last contact.

• We partner with third-party service providers to assist with hosting and other data processing needs. Our main hosting partners include:
• Amazon Web Services (AWS) - Hosting and data storage
• These providers are carefully chosen to ensure they meet high security and data protection standards, aligning with our commitments to your privacy.

We regularly review and may update this policy. Significant changes will be communicated directly to you.