Privacy Policy

Personal data that we process

We are Docfield, located at Singel 542, 1017 AZ Amsterdam, the Netherlands:

• Our Chamber of Commerce number is 742 930 87;
• Our VAT number is NL 859 841 406 B01;
• Our telephone number is 020 244 38 11;
• Our general email address is hello@docfield.com.

Docfield processes your personal data because you use our services and/or because you provide it to us yourself. Below you will find an overview of the personal data that we process:

• First and last name;
• E-mail address;
• Information about your activities on our website;
• Data about your surfing behaviour across different websites (for example because this company is part of an advertising network);
• Internet browser and device type.

Special and/or sensitive personal data that we process

Our website and/or service does not intend to collect data about website visitors who are younger than 16 years of age. Unless they have parental or guardian permission. However, we cannot check whether a visitor is older than 16. We therefore advise parents to be involved in the online activities of their children, in order to prevent data about children being collected without parental consent. If you are convinced that we have collected personal information about a minor without that permission, please contact us at hello@docfield.com and we will delete this information.

For what purpose and on what basis we process personal data

Docfield processes your personal data for the following purposes:

• Sending our newsletter and/or advertising brochure
• To be able to call or e-mail you if this is necessary to be able to carry out our services
• To inform you about changes to our services and products

Docfield analyses your behaviour on the website in order to improve the website and to tailor the range of products and services to your preferences.

Automated decision making

Docfield does not make decisions based on automated processing on matters that can have (significant) consequences for people. These are decisions taken by computer programs or systems, without involving a person (for example an employee of Docfield).

How long we keep personal data

Docfield does not store your personal data longer than is strictly necessary to realise the purposes for which your data is collected. We use the following retention periods for all personal data: a maximum of 12 months.

Sharing personal data with third parties

Docfield does not sell your data to third parties and only provides it if this is necessary for the execution of our agreement with you or to comply with a legal obligation. We conclude a processor agreement with companies that process your data on our behalf to ensure the same level of security and confidentiality of your data. Docfield remains responsible for these processing operations.

Cookies, or similar techniques, that we use

Docfield uses functional, analytical and tracking cookies.

A cookie is a small text file that is stored in the browser of your computer, tablet or smartphone when you first visit this website.

Docfield uses cookies with a purely technical functionality. These ensure that the website works properly and that, for example, your preferred settings are remembered. These cookies are also used to make the website work properly and to be able to optimise it.

In addition, we place cookies that track your surfing behaviour so that we can offer customised content and advertisements. On your first visit to our website, we already informed you about these cookies and asked for permission to place them.

You can opt out of cookies by setting your internet browser so that it no longer stores cookies. In addition, you can also delete all information that has previously been stored via the settings of your browser.

Online services data we process on behalf of our clients

When our clients utilise our digital services, we receive information from and on their behalf. This information may include personal identifiable information, such as demographic data, contact information, financial data, and legal data (e.g. social security numbers, company information, contractual agreements, trade secrets, inventions, and other sensitive information necessary to generate legal documents). We only process this data as per our clients’ instructions. For such data, our customers are the “data controller” (as per GDPR) or the “business” (as per CCPA), and they are responsible for most aspects of processing personal information. If you have any questions or concerns regarding how your personal information is processed within our digital services, including how to exercise your rights as the subject of said data, please contact our client directly. Any rights requests that we receive while acting as data processor, we will forward them to the relevant client.

We may also collect information regarding third-party individuals on behalf of our clients. For example, our clients could utilise our services to collect information from a counterparty to populate its contract. We primarily use this data to improve and administer our services for our clients. If a third-party individual creates a Docfield account with us, we will process their personal data as per this Privacy Policy.

View, modify or delete data

You have the right to view, correct or delete your personal data. You also have the right to withdraw your consent to the data processing or to object to the processing of your personal data by Docfield and you have the right to data portability. This means that you can submit a request to us to send the personal data we have about you in a computer file to you or another organisation mentioned by you. You can send a request for access, correction, deletion, data transfer of your personal data or request for withdrawal of your consent or objection to the processing of your personal data to hello@docfield.com.

To ensure that the request for access has been made by you, we ask you to send a copy of your proof of identity with the request. Make your passport photo, MRZ (machine readable zone, the strip with numbers at the bottom of the passport), passport number and Citizen Service Number (BSN) black in this copy. This is to protect your privacy. We will respond to your request as soon as possible, but within four weeks. Docfield would also like to point out that you have the option to file a complaint with the national supervisory authority, the Dutch Data Protection Authority.

How we protect personal data

Docfield takes the protection of your data seriously and takes appropriate measures to prevent misuse, loss, unauthorised access, unwanted disclosure and unauthorised modification. If you have the impression that your data is not properly secured or there are indications of abuse, please contact our customer service or via hello@docfield.com.

Docfield, located at Singel 542, 1017 AZ, Amsterdam, The Netherlands, is responsible for the processing of personal data as shown in this privacy statement.