Last update: 27 January 2025

1 General Conditions

1.1 ALL DATA SUBJECTS ARE REQUIRED TO READ THIS DOCUMENT TO UNDERSTAND HOW E-DOCS COLLECTS AND PROCESSES PERSONAL DATA AND WHAT SECURITY MEASURES ARE BEING APPLIED.

1.2 e-Docs (“e-Docs “, “we”, “us”, “our” or the “Company”) is committed to protecting your privacy. This document describes why and how we collect, use and disclose personal information collected from individuals themselves or from other third parties, and provides information about individuals’ rights with respect to their personal information. We may use personal information provided to us for any of the purposes described in this document or as otherwise stated at the point of collection.

1.3 Using any of our products or service visiting our website https://e-docs.ua you hereby consent to this document and agree to its terms and your personal information processing.

1.4 e-Docs reserves the right to change this terms at any time, and any change is effective upon posting, thus, you are advised to review this page periodically for any changes.

1.5 While conducting its activities, E-Docs adheres to all conditions and requirements stipulated by the current legislation of Ukraine, European legislation including but not limited to the General Data Protection Regulation (GDPR) as well as by other international legislative acts concerning data protection.

1.6. e-Docs automatically collects information about the use of the computer program “Electronic Document Management System e-Docs.Platform”. You have the right to receive a list of such information by sending us a request. The purpose of collecting information is to monitor the dynamics of loads, version updates, support, etc.

2 Organizational and Personal Information Collected

2.1 Within our business activities, you may be asked to give us personal or organizational information to purchase or receive information about our products and services.

2.2 We may collect some or all of the following personal and non-personal data:

Name / Surname;

Business/company name;

Job title;

contact information such as email addresses and telephone numbers;

demographic information such as post code, country of operations, IP address.

2.3 We ask that you not send or otherwise share with us any sensitive Personal Information, which includes but is not limited to your government-issued ID numbers, racial or ethnic information, political or religious opinions, or your health information.

2.4 We will not handle any Sensitive Personal Information that we are not permitted by you to handle, or that you have not provided us with.

3 How we use your Data

3.1 We will not process Personal Information, other than as outlined in this privacy policy, without having a lawful basis to do so.

3.2 All personal data is processed and stored securely, for no longer than is necessary considering the reason(s) for which it was first collected. We will comply with Our obligations and always safeguard your rights under the GDPR compliance.

3.3 We may use your data for the following purposes:

3.3.1 Providing and managing your access to our products and services

3.3.2 Personalising and tailoring your experience

3.3.3 Supplying Our products and/or services to you (please note that We require your personal data in order to enter into a contract with you);

3.3.4 Creating and maintaining proper communications with you

3.3.5 With your permission and/or where permitted by law, We may also use your data for marketing purposes which may include contacting you by email and/or telephone and/or post with information, news and offers on Our products and/or services. We will not, however, send you any unsolicited marketing or spam and will take all reasonable steps to ensure that We fully protect your rights and comply with Our obligations under the GDPR and the Privacy and Electronic Communications (EC Directive) Regulations 2003.

3.3.6 To verify your identity

3.3.7 To send administrative messages, reminders, notices, updates, security alerts, and other information relevant to your use of our products and services

3.3.8 To protect and/or enforce our legal rights and interests, including defending any claim

3.3.9 To comply with our legal obligations, including any notification and reporting obligations and any access directions imposed on us by an applicable Government agency, law enforcement agency or regulatory authority

3.3.10 Market research

3.3.11 Customer support

4 Personal Data storage and retention

4.1 E-Docs processes and stores the personal data during the period that is needed for realization of the processing purposes, specified in this Policy.

4.2 All personal information is stored in Eastern Europe including countries like Ukraine and Poland.

4.3 We keep your personal data for as long as We need to use it as described above in section 3, and/or for as long as We have your permission to keep it.

4.4 We will keep personal data as long as required by laws and regulations if some of them apply.

4.5 You should be aware that we do keep backups and logs for up to 12 months before they are automatically deleted.

5 Data Protection Rights

5.1 Under GDPR compliance E-Docs adheres to all conditions and requirements of the standard including the following user rights:

5.1.1 The right to access – You have the right to request copies of your personal data. We may charge you a small fee for this service.

5.1.2 The right to rectification – You have the right to request that we correct any information you believe is inaccurate. You also have the right to request that we complete the information you believe is incomplete.

5.1.3 The right to erasure – You have the right to request that we erase your personal data, under certain conditions.

5.1.4 The right to restrict processing – You have the right to request that we restrict the processing of your personal data, under certain conditions.

5.1.5 The right to object to processing – You have the right to object to our processing of your personal data, under certain conditions.

5.1.6 The right to data portability – You have the right to request that we transfer the data that we have collected to another organization, or directly to you, under certain conditions.

5.2 If you make a request, we have one month to respond to you. If you would like to exercise any of these rights, please contact us.

6 Disclosure and transfer of personal information to 3rd parties

6.1 We do not pass on your personal information to others unless you have consented to this or there is a legal obligation to disclose the information.

6.2 We may share your data with other companies in Our group for administrative and internal management. This includes Our subsidiaries and/or Our holding company and its subsidiaries.

6.3 We may disclose personal information to a third party as necessary in connection with a corporate reorganization, merger, sale, joint venture, assignment, transfer or other disposition of all or any portion of our business, assets or capital.

6.4 Occasionally, we may receive requests from third parties with authority (government and regulatory agencies) to obtain disclosure of personal information, such as to check that we are complying with applicable law and regulation, to investigate an alleged crime, to establish, exercise or defend legal rights. We will only fulfill requests for personal information where we are permitted to do so in accordance with applicable law or regulation.

6.5 We do not sell or trade any personal information to any 3rd parties.

7 Commitment to Children’s Online Privacy

7.1 E-Docs products and services are not directed at children. We do not knowingly accept online Personal Information from children under the age of 18. If we become aware that we have collected personal information from a child, we will promptly delete the information from our records. If you believe that a child under the age of 18 may have provided us with personal information, please contact us as it is indicated below.

8 Security

8.1 E-Docs has implemented generally accepted standards of technology and operational security designed to protect personal information from loss, misuse, alteration or destruction. E-Docs applies the “need to know ”principle. Its objective is to ensure that only authorized E-Docs personnel and the third parties described in this privacy statement are provided access to personal information and these employees and third parties have agreed to maintain the confidentiality of this information. Please note that in the unlikely event that we might need to contact you about a matter involving your personal information, we may email you about the matter.

8.2 E-Docs uses encrypted Hypertext Transfer Protocol Secure (HTTPS) is a protocol that secures safe communication and data transfer between a user’s web browser and a website protecting the data from eavesdroppers and man-in-the-middle attacks.

8.3 While we take reasonable steps to maintain security for stored data and data in transit, we can not guarantee the absolute security assuming that there are no 100% secure methods for transmission and electronic storage.

8.4 Except to the extent provided by law, we are not responsible or liable to you for any lack of privacy or security you may experience. You are fully responsible for taking precautions and providing security measures best suited for your situation and intended use of our products and services.

9 Cookie usage

9.1 Cookies are small text files placed on a user’s terminal (computer, tablet, mobile) through a navigation browser when visiting online services. Cookies are widely used by websites. They improve the browsing experience, and supply audience information to the owners of these websites. Cookies also gather information concerning the online preferences of users and allow the adaptations of the website to users’ centers of interest.

9.2 In the settings of your device, the user can allow the use of all cookies, set notifications about the use of cookies or disable the use of cookies at any time. The last of these settings means that the user will not be provided with certain personalized services, and the user, accordingly, will not be able to enjoy all the benefits of the website.

9.3 You can also disable any cookies or only certain cookies in your browser settings. However, all browsers are different, so for more information on cookie settings, see your browser’s Help section.

9.4 We may use visit-session cookies to identify user’s browser and apply additional services like speeding up the operation of our websites. Such cookies expire after the end of the visiting session (for example, when the user closes the browser window). We may also use cookies that last longer and are created in order to remember your preferences and choices when visiting our websites. The life cycle of such cookies usually does not exceed two years.

9.5 We use cookies to implement additional security measures

10 Company contacts information

For any questions or issues on this document please contact us:
Ukraine, 04119, Kyiv, str. Degtyarivska, building 21 “A”
LLC “E-DOCS” e-mail: [email protected]
https://e-docs.ua
+380442236553