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Privacy Policy

While using Contractbook you agree that you are familiar with Privacy Policy of our service and accept it.

Last modified: May 25, 2018

Generally

Your safety and right to privacy is important to us. Contractbook ApS (“Contractbook”) respect the rights of our customers, visitors and the users of Contractbook's “Platform” and the website www.contractbook.co, including all electronic services, applications and internal links on the Platform.

Any information you provide via the Platform is respected, kept secret and will not be used in any manner or for any purpose that you have not instructed or permitted. You will find a description of Contractbook's data processing practice in this Privacy Policy.

This Privacy Policy applies only to the Platform and does not apply to third party websites or the like, you might be able to access from the Platform.

We have tried to keep this Privacy Policy as simple as possible. Therefore, information of a technical nature is omitted. If you have questions about this Privacy Policy or technical questions, please contact us for clarification.

By using our Platform, you agree to our Privacy Policy.

Overall, Contractbook collects data:

  • To offer our users an efficient contract management platform;
  • To meet the legal, accounting and tax requirements;
  • To provide information about the Platform - for example about new features;
  • To find and fix any bugs or errors at the Platform;
  • To provide offers and marketing;
  • To authenticate your access to certain parts of the Platform and confirm your consent to our General Terms or other agreements;
  • To personalize your experience on the Platform and the websites;
  • To improve the Platform and the services Contractbook provides;
  • To address specific inquiries you make at Contractbook;
  • To address and confirm the execution of documents and templates;
  • To enable you to use our services, including check your payment information, and billing for the services you use;
  • To send newsletters and messages to you.

You can choose to share personal information with other Parties in documents and drafts you send. We will not sell, rent, loan, trade, or the other way disclose your information with third parties unless such disclosure is necessary to: comply with a court order or other legal process, protect our rights or property, enforce our General Terms or develop our product.

Collecting information

We only collect the data which is necessary for us to provide you with a secure, fast and efficient Platform. In order to do so, we may collect personal information that makes users identifiable to each other. To use the Platform you need to provide certain personally identifiable information (defined below), and non-personally identifiable information (as defined below), and we collect this information and use it in accordance with the practices described in this Privacy Policy.

Personal Information (Identifiable)

We collect personal information such as name, email and telephone number when you register at the Platform. This information is necessary to make sure that your contracts are valid with our digital two-step verification signature.

We may also utilize your email and telephone number to inform you about the Platform and new features that might be relevant to you.

We may also use your email to send you messages for customer support and marketing purposes. You can always unsubscribe marketing emails in the bottom of the emails you might receive.

In “Profile Settings” you can choose to list your job title and address if you wish this information to be automatically filled in when you create a new document.

If you are using one of our paid plans, we might use a third party to process your payment information. We do not store any payment information but use Stripe to process payments.

If you invite a third party to the Platform to negotiate a contract, share a draft or sign an agreement, we will store personal information on them as well so you can monitor the invitation.

Non-personal information

We can track and collect the following categories of Information when you visit and use the Platform: Internet Protocol (IP) addresses; the domain servers; types of computers (including mobile devices such as tablets and smartphones); navigation paths used while visiting the website or platform; used templates, browser settings; installed plug-ins; local preferences storage; screen resolutions; local time zones; font lists; the user-agent information, and the types of web browsers that are used to access the Platform.

Your content

Your use of Contractbook's Platform might involve you sharing, uploading or inputting various content containing personal information into the Platform, including but not limited to: contracts, attachments, and conversations. This content is encrypted and stored by us. You control who you invite to view or sign the content and how your content is shared with others. In general, Contractbook does not monitor that content. We strongly recommend that you do NOT store any sensitive information (cf. Article 9 in the General Data Protection Regulation).

Contractbook may see your contracts to support requests on your instructions - for example, if it is necessary to maintain and optimize the Platform, solving support-tasks or if we have a justified belief that you are violating any laws or this Privacy Policy. We may also analyze the content in aggregate and on an anonymized basis, in order to better understand the manner in which our Platform is being used and in the end develop optimizations. We will immediately contact you if we are informed that an instruction violates the General Data Protection Regulation, other EU-laws or Danish Law.

Automatically Collected Data

Cookies: A "cookie" is a small text file stored on a user's computer for record-keeping purposes. We use cookies on the Platform to simplify user login and management of the Platform. Via your internet browser, you can control and restrict cookies. If you reject cookies, you may still use the Platform, but in some areas or features on the Platform, your options will be limited. Cookies will not be sold, rented or lent, but they can be used for analysis and advertising purposes in accordance with this Privacy Policy. The Information is stored in the time allowed by law. We delete the data when they are no longer deemed necessary. The period of which depends on the nature of the Information and the background for storage. It is therefore not possible to give a specific time on when the Information is deleted.

Behavior: We are using session-recordings to analyze user behavior on the Platform in order to understand how the Platform is being used and in the end optimize user experience on the Platform.

Data Processor Agreement

Paying customers of the Platform will receive a Data Processor Agreement to be read and signed. The agreement contains rights and obligations of both parties for when Contractbook process personal information on behalf of the Data Controller. This Agreement is based on the standard published by Danish Authorities (Datatilsynet) which has been designed to ensure the Parties’ compliance with Article 28, sub-section 3 of Regulation 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data and repealing Directive 95/46/EC (General Data Protection Regulation), which sets out specific requirements for the content of data processing agreements. Find it here: https://www.hi.contractbook.co/en/request-data-processing-agreement

  • that Contractbook shall solely be permitted to process personal data on documented instructions from the Data Controller unless processing is required under EU or Member State law to which Contractbook is subject.
  • that Contractbook shall ensure that persons authorized to process personal data on behalf of the Data Controller have undertaken to observe confidentiality, or is subject to a suitable statutory obligation of confidentiality.
  • that Contractbook shall take all the measures required pursuant to Article 32 of the General Data Protection Regulation
  • that Contractbook shall meet the requirements of the General Data Protection Regulation in order to engage another processor (subprocessor).
  • that Contractbook shall assist the Data Controller with appropriate technical and organisational measures, in the fulfilment of the Data Controller’s obligation
  • that Contractbook shall be under obligation, at the Data Controller’s discretion, to erase or return all the personal data to the Data Controller
  • that Contractbook is able to show documentation to the data controller.

Subprocessors

Contractbook collaborates with various subprocessors in order to provide the Platform. We utilize third parties to store the Platform, collect feedback, analyze user behavior, fix errors, process payments, send emails and communicate with the users in order to provide customer support and information about the product and to meet the requirements stated by Danish Law. The subprocessors may get access to your information, bot solely with the purpose of facilitating the best possible contract management Platform as stated above. They are solely allowed to process data under the instruction you are giving us. Our subprocessors are required to have a privacy policy and security standards in place that is at least as protective of your information as is this Privacy Policy.

Contracbook has the Data Controller’s general consent for the engagement of sub-processors. Contracbook shall, however, inform the Data Controller of any planned changes with regard to additions to or replacement of other data processors and thereby give the Data Controller the opportunity to object to such changes. Such notification shall be submitted to the Data Controller a minimum of 14 days prior to the engagement of sub-processors or amendments coming into force. If the Data Controller should object to the changes, the Data Controller shall notify the Data Processor of this within 7 of receipt of the notification. The Data Controller shall only object if the Data Controller has reasonable and specific grounds for such refusal.

You can access our list of subprocessors here.

Relation to the Law

We may share your personal information with public and legal authorities if Danish or EU-law obliges us to. For example, if we have a justified belief that it is necessary to comply with EU's General Data Protection Regulation or if we suspect that you use of the Platform violates EU- or Member State laws.

Security measures - this is how we protect your personal information

We are entitled and under obligation to make decisions about the technical and organizational security measures that are to be applied to create the necessary level of data security and to protect your personal information against loss, misuse, publicity or unauthorized access. We use firewalls, encryption techniques, and authentication procedures to main the security during your sessions on the Platform. Read more about the security here.

Unauthorized access to personal information

You can control who you are sharing content and user information with. To prevent unauthorized access, maintain data and ensure the appropriate use of Information, we have implemented commercially reasonable physical, technical and administrative control mechanisms to protect your information. However, we cannot control the actions of other users with whom you share your content and we are not responsible for third party circumvention of any privacy settings or security measures on the Platform.

Your choice

You may decline to submit personally identifiable information through the Platform, in which case Contractbook may not be able to provide certain features and functionalities of the Platform to you - for example, storage of your documents or digital signature. If you decide to terminate your use of the Platform, you can request access to your personal information, and request us to comply with the right to Data Portability. You can also request that your personal information is deleted. Some information will be stored in at least 5 years after you terminate your use of the Platform in order for us to comply with any legal obligations - for example regarding tax and accounting obligations. If you make agreements containing personal information on Contractbook, other parties are still allowed to store these on the Platform is they wish to.

Children's Privacy

Our Platform is not directed to persons under the age of 13. We do not knowingly collect or solicit personal information from anyone under the age of 13 or knowingly allow such persons to register for an account on the Platform. If we become aware that we have collected personal information from a child under age 13 without verification of parental consent, we take steps to remove that information. We can not control if our users collect and store data of persons under the age of 18. In general, we advise our users to collect parental consent before they collect and store data of anyone under the age of 18.

Responsibility

Contractbook’s Platform is an online tool to facilitate the process of creating, signing and storing contracts. Contractbook is not a law firm or a legal service and our users are urged to always seek legal advice if the user has doubts about contractual or legal relationships or matters. It is always your responsibility to ensure that information that you enter on Platform is your property (or has obtained permission to do so), is correct and is not against the law or the rights of others. It is also your responsibility to provide the correct receiver in the transmission of an agreement or contract.

Updates and Changes to this Privacy Policy

If we change our Privacy Policy, we will post those changes on this page to keep you aware of what information we collect, how we use it and under what circumstances we may disclose it. You will furthermore receive an email concerning changes to our Privacy Policy at least 14 days before they enforce. You will then get 7 days to object to the changes in our Privacy Policy.

Contacting Us

The website is owned by Contractbook ApS (CVR: 36890649). If you have questions about our Privacy Policy or to Contractbook otherwise, please send an e-mail on hello@contractbook.dk or call us on phone no. +45 25943033. You can also find us on our physical address Sundkaj 7, 3. th.2150 Nordhavn, Denmark. You hereby consent to this Privacy Policy and ourgeneral terms and conditions by using Contractbook, the Platform or the websites.

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