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PRIVACY POLICY

In accordance with the provisions of Regulation (EU) 2016/679 of the European Parliament and Council, dated April 27, General Data Protection Regulation (GDPR), and Organic Law 3/2018 on the Protection of Personal Data and the Guarantee of Digital Rights (LOPDGDD), we inform you about the processing of your personal data in relation to DOCUTEN TECH, S.L. (hereinafter, DOCUTEN).

DOCUTEN processes data within the context of its service provision. On this website, you will find various forms where we request essential minimum data to respond to your inquiry, conduct a demo, or offer you a solution tailored to your needs, among other purposes.

Whether you visit this website, use our services, or receive communication or a document through our platform (e.g., to collect your signature in any of the available formats), we provide information below regarding the processing of your personal data:

Data Controller

Docuten Tech, S.L.
Tax ID (NIF): B85630978
Address: Av. Porto da Coruña, 3, Planta Baja. Local 6, 15003 A Coruña.
info@docuten.com

Data protection officer

We have appointed a Data Protection Officer who can be contacted at privacy@docuten.com

Categories of Data

In our interactions with users, customers, and suppliers, we may process the following data. In many cases, these will be data pertaining to companies and entities that are not covered by data protection regulations, but such regulations do apply to professionals and contact persons. We will also process user data provided by our customers in the context of our service delivery. Therefore, we treat all such data in compliance with the GDPR, under strict adherence to the principle of data minimization; we will only request essential data to fulfill the purpose. In signing processes, additional data may be required to verify your identity:

  • Identification data: first name, last name, and in some cases tax ID (NIF).
  • Contact details: email address, telephone number.
  • Identification codes or passwords.
  • Postal or email addresses.
  • Commercial information.
  • Financial data.
  • Voice data for recordings of incoming calls.
  • Biometric data in signing processes.

For What Purposes Do We Process Your Data?

WEBSITE AND SERVICE PROVISION TO OUR CLIENTS

We process the indicated data for the following purposes:

  • Request for information: When you contact us to request information or a quote, we use your data to respond to your request and provide the requested information.
  • Demo request: So that the demo and proposal can be as closely tailored to your needs as possible, we request data about your organization in order to adapt the information and products to your company’s requirements.
  • Contact: Any inquiry, question, suggestion, or request requires a minimum amount of data to properly serve you.
  • Clients: If you contract our services (including those we provide as trust service providers), we will use your data to manage our commercial/professional relationship, provide the contracted service, and keep you informed about our activities, services, and updates.
  • Document downloads: In certain sections of the website, you can download our whitepapers. We request your data to track downloads and contact you to offer the possibility of expanding the information provided.
  • Sending CVs: If you send us a CV, we will use your data if we have any open selection processes at that time or if one opens within the following year.
  • Suppliers: If you are a supplier or collaborator, we will use the data to manage our commercial and professional relationship.
  • Call recording: If you call us by phone, we may record the call to carry out quality control in order to improve our customer/user service and to train our team, always ensuring confidentiality and security.

IF YOU ARE AN UNREGISTERED USER RECEIVING EMAILS FROM DOCUTEN

If you receive an email or SMS from Docuten generated by a user of our platform, we will process your data solely within the context of providing services to our clients (e.g., for digital signature or electronic invoicing services). In these cases, we collect only the necessary data to fulfill our obligations.

In many situations, we act as Data Processors for our clients, meaning we provide tools and services that allow companies to sign documents, issue invoices, etc. If a client uses the service to request your signature on a document, you will receive a notification. In such cases, we only process your data to send the document for signature, authenticate your identity, or verify certain details.

DOCUTEN will not use your personal data for other purposes and will retain it to meet legal obligations under data protection, information security (ISO 27001 certification), and electronic trust services regulations.

r personal data for other purposes and will retain it to meet legal obligations under data protection, information security (ISO 27001 certification), and electronic trust services regulations.

On What Basis Do We Process Your Data? Legal Grounds

  • Request for information, demo, contact, document download, etc.: We rely on your consent.
  • Contracting or collaborating with us: We rely on the necessity of performance of the contractual relationship between us.
  • Sending CVs: We process your data based on your consent.
  • Users who have received a document/email from Docuten because a Docuten user sent it: We process your data to perform the contractual relationship with our client and, in some cases, act as Data Processor on behalf of our clients.
  • Commercial information, newsletters, etc.: We will request your consent unless you are already a customer, in which case we rely on our legitimate interest.
  • Call recording: We rely on our legitimate interest.
  • Biometric data processing (fingerprint, signature, or other identity verification systems): We rely on your consent, and it is strictly regulated by electronic signature legislation.

Who Are the Recipients of Your Data?

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PRIVACY POLICY
In accordance with the provisions set forth in Regulation (EU) 2016/679 of the European Parliament and of the Council, dated April 27, General Data Protection Regulation (GDPR), and Organic Law 3/2018 on Personal Data Protection and Guarantee of Digital Rights (LOPDGDD), we hereby inform you about the processing of your personal data in relation to DOCUTEN TECH, S.L. (hereinafter, DOCUTEN).

DOCUTEN carries out data processing within the context of its service provision. On this website, you will find different forms where we request a minimum amount of essential data to respond to your inquiry, conduct a demo, or offer you a tailored solution, among other purposes.

Whether you visit this website, use our services, or receive a communication or document via our platform (for example, to collect your signature in any of the available modalities), please find below information regarding the processing of your personal data:

Data Controller

Docuten Tech, S.L.
Tax ID (NIF): B85630978
Registered address: Av. Porto da Coruña, 3, Ground Floor, Unit 6, 15003 A Coruña, Spain
info@docuten.com

Data Protection Officer

We have appointed a Data Protection Officer who can be contacted at:
privacy@docuten.com

Categories of Data

In our interactions with users, customers, and suppliers, we may process the following data. In many cases, these will be data pertaining to companies and entities that are not covered by data protection regulations, but such regulations do apply to professionals and contact persons. We will also process user data provided by our customers in the context of our service delivery. Therefore, we treat all such data in compliance with the GDPR, under strict adherence to the principle of data minimization; we will only request essential data to fulfill the purpose. In signing processes, additional data may be required to verify your identity:

  • Identification data: first name, last name, and in some cases tax ID (NIF).
  • Contact details: email address, telephone number.
  • Identification codes or passwords.
  • Postal or email addresses.
  • Commercial information.
  • Financial data.
  • Voice data for recordings of incoming calls.
  • Biometric data in signing processes.

For What Purposes Do We Process Your Data?

WEBSITE AND SERVICE PROVISION TO OUR CLIENTS

We process the above-mentioned data for the following purposes:

  • Request for information: When you contact us to request information or a quote, we use your data to respond to your request and provide the requested information.
  • Demo request: So that the demo and proposal can be as closely tailored to your needs as possible, we request data about your organization in order to adapt the information and products to your company’s requirements.
  • Contact: Any inquiry, question, suggestion, or request requires a minimum amount of data to properly serve you.
  • Clients: If you contract our services (including those we provide as trust service providers), we will use your data to manage our commercial/professional relationship, provide the contracted service, and keep you informed about our activities, services, and updates.
  • Document downloads: In certain sections of the website, you can download our whitepapers. We request your data to track downloads and contact you to offer the possibility of expanding the information provided.
  • Sending CVs: If you send us a CV, we will use your data if we have any open selection processes at that time or if one opens within the following year.
  • Suppliers: If you are a supplier or collaborator, we will use the data to manage our commercial and professional relationship.
  • Call recording: If you call us by phone, we may record the call to carry out quality control in order to improve our customer/user service and to train our team, always ensuring confidentiality and security.

IF YOU ARE NOT A REGISTERED USER AND RECEIVE AN EMAIL FROM DOCUTEN

If you receive an email or SMS from Docuten generated by a user of our platform, we will only process your data in the context of providing services to our clients (e.g., to provide digital signature or e-invoicing services). In these scenarios, we limit ourselves to collecting the data that are strictly necessary to fulfill our obligations.

In many cases, we act as a Data Processor on behalf of our clients, meaning we provide tools and services to businesses so they can sign their documents, issue invoices, etc. If one of our clients uses our service to have a document signed by you, you will receive a notification. Therefore, we will only process your data to send you documentation for your signature, authenticate your identity, or verify certain information.

DOCUTEN will not use your personal data for any other purpose and will store it only for the time needed to comply with our legal obligations, within the legal framework of data protection regulations, information security (ISO 27001 certification), and the provision of trusted electronic services (eIDAS Regulation, among others).

On What Basis Do We Process Your Data? Legal Grounds

  • Request for information, demo, contact, document download, etc.: We rely on your consent.
  • Contracting or collaborating with us: We rely on the necessity of performance of the contractual relationship between us.
  • Sending CVs: We process your data based on your consent.
  • Users who have received a document/email from Docuten because a Docuten user sent it: We process your data to perform the contractual relationship with our client and, in some cases, act as Data Processor on behalf of our clients.
  • Commercial information, newsletters, etc.: We will request your consent unless you are already a customer, in which case we rely on our legitimate interest.
  • Call recording: We rely on our legitimate interest.
  • Biometric data processing (fingerprint, signature, or other identity verification systems): We rely on your consent, and it is strictly regulated by electronic signature legislation.

Who Are the Recipients of Your Data?

We do not intend to disclose data to third parties. The only disclosures we might make would be related to performing the contractual relationship (to financial entities, tax authorities, etc.) and to complying with our legal, administrative, and tax obligations, which include periodic audits to which we are subject both as a trust service provider and signature provider, as well as for any of our services, or to verify compliance with our quality and information security standards (ISO 27001), among others.

We may work with external providers who might have access to personal data. We have signed data processing agreements with them to ensure data security and confidentiality. Some of these providers may be located in the USA (especially certain work tools), and we have ensured that we sign agreements that comply with the current legislation (standard contractual clauses) and verify that they offer GDPR-compliant safeguards (e.g., encryption mechanisms).

Our servers are located within the European Union.

We offer the option to use Docuten from Google Docs, which means that when you provide identification data to sign documents, Google also gains access to that data. This information is limited to the name of the signing process, the name and surname of the signers, their email addresses, and in certain cases, their phone number and ID document.

Additionally, we use the following tools:

Your rights

You have the right to withdraw your consent where processing is based on it. Withdrawal of consent will not affect the lawfulness of any prior processing.

You may exercise your rights of access, rectification, deletion or erasure, objection, restriction of processing, data portability, and not to be subject to automated individual decision-making by writing to Docuten Tech S.L. at Av. Porto da Coruña, 3, Ground Floor, Unit 6, 15003 A Coruña (Spain), or by email to info@docuten.com. In both cases, please include the reference: “Data Protection,” and provide a signed document along with a photocopy of your ID.

Likewise, you have the right to file a claim with the Spanish Data Protection Agency. However, before submitting any claim, we invite you to contact our Data Protection Officer at privacy@docuten.com.

Security

We care about information and data security. At Docuten, we hold Information Security certification, based on the requirements of the international standard ISO 27001. This represents the highest level of security assurance and validates the implementation of a Management System that safeguards the information within our organization.

Last updated: January 9, 2025.