Among the types of Personal Data that NuDocs collects, by itself or through third parties, there are: Usage Data; Cookies; universally unique identiﬁer (UUID); unique device identiﬁers for advertising (Google Advertiser ID or IDFA, for example); company name; address; country; city; email address; ﬁrst name; last name; Data communicated while using the service; phone number.

Complete details on each type of Personal Data collected are provided in the dedicated sections of this privacy policy or by speciﬁc explanation texts displayed prior to the Data collection.

Personal Data may be freely provided by the User, or, in case of Usage Data, collected automatically when using NuDocs.

Unless speciﬁed otherwise, all Data requested by NuDocs is mandatory and failure to provide this Data may make it impossible for NuDocs to provide its services. In cases where NuDocs speciﬁcally states that some Data is not mandatory, Users are free not to communicate this Data without consequences to the availability or the functioning of the Service.

Users who are uncertain about which Personal Data is mandatory are welcome to contact the Owner.

Any use of Cookies – or of other tracking tools — by NuDocs or by the owners of third-party services used by NuDocs serves the purpose of providing the Service required by the User, in addition to any other purposes described in the present document.

Users are responsible for any third-party Personal Data obtained, published or shared through NuDocs.

Mode and place of processing the Data

Methods of processing

The Owner takes appropriate security measures to prevent unauthorized access, disclosure, modiﬁcation, or unauthorized destruction of the Data.

The Data processing is carried out using computers and/or IT enabled tools, following organizational procedures and modes strictly related to the purposes indicated. In addition to the Owner, in some cases, the Data may be accessible to certain types of persons in charge, involved with the operation of NuDocs (administration, sales, marketing, legal, system administration) or external parties (such as third-party technical service providers, hosting providers, IT companies, communications agencies) appointed, if necessary, as Data Processors by the Owner. A list of current third-party subprocessors of NuDocs User Data is available at https://nudocs.ai/subprocessors.

Place

Depending on the User's location, data transfers may involve transferring the User's Data to a country other than their own. To ﬁnd out more about the place of processing of such transferred Data, the User should refer to the section Detailed information on the processing of Personal Data.

Data transfer outside the EU

The Owner is allowed to transfer Personal Data collected within the EU to third countries (i.e. any country not part of the EU) only pursuant to a specific legal basis. Any such Data transfer is based on one of the legal bases described below.

Data transfer abroad based on consent (NuDocs)

If this is the legal basis, Personal Data of Users shall be transferred from the EU to third countries only if the User has explicitly consented to such transfer, after having been informed of the possible risks due to the absence of an adequacy decision and appropriate safeguards.

In such cases, the Owner shall inform Users appropriately and collect their explicit consent via NuDocs.

Data transfer abroad based on standard contractual clauses (NuDocs)

If this is the legal basis, the transfer of Personal Data from the EU to third countries is carried out by the Owner according to “standard contractual clauses” provided by the European Commission.

This means that Data recipients have committed to process Personal Data in compliance with the data protection standards set forth by EU data protection legislation. For further information, Users are requested to contact the Owner through the contact details provided in the present document.

Data transfer from the EU, UK, and/or Switzerland to the U.S based on Data Privacy Framework (DPF) Program (NuDocs)

If this is the legal basis, the transfer of Personal Data from the EU, UK, or Switzerland to the US is carried out according to the EU–U.S. DPF, the UK extension to the EU–U.S. DPF, and the Swiss–U.S. DPF.

Data transfer to countries that guarantee European standards (NuDocs)

If this is the legal basis, the transfer of Personal Data from the EU to third countries is carried out according to an adequacy decision of the European Commission.

The European Commission adopts adequacy decisions for specific countries whenever it considers that country to possess and provide Personal Data protection standards comparable to those set forth by EU data protection legislation. Users can find an updated list of all adequacy decisions issued on the European Commission's website.

Other legal basis for Data transfer abroad (NuDocs)

If no other legal basis applies, Personal Data shall be transferred from the EU to third countries only if at least one of the following conditions is met:

the transfer is necessary for the performance of a contract between the User and the Owner or of pre-contractual measures taken at the User’s request;

the transfer is necessary for the conclusion or performance of a contract concluded in the interest of the User between the Owner and another natural or legal person;
the transfer is necessary for important reasons of public interest;
the transfer is necessary for establishment, exercise or defence of legal claims;
the transfer is necessary in order to protect the vital interests of the data subject or of other persons, where the data subject is physically or legally incapable of giving consent. In such cases, the Owner shall inform the User about the legal bases the transfer is based on via NuDocs.

Retention time

Unless speciﬁed otherwise in this document, Personal Data shall be processed and stored for as long as required by the purpose they have been collected for and may be retained for longer due to applicable legal obligation or based on the Users’ consent.

The purposes of processing

The Data concerning the User is collected to allow the Owner to provide its Service, comply with its legal obligations, respond to enforcement requests, protect its rights and interests (or those of its Users or third parties), detect any malicious or fraudulent activity, as well as the following: To provide, analyze, and improve the AI-powered document editing features, displaying content from external platforms, analytics, tag management, advertising, hosting and backend infrastructure, registration and authentication, contacting the user, interaction with external social networks and platforms, access to third-party accounts, handling payments, managing contacts and sending messages, managing support and contact requests, interaction with live chat platforms, interaction with support and feedback platforms, remarketing and behavioral targeting, social features and SPAM protection.

For speciﬁc information about the Personal Data used for each purpose, the User should refer to the section “Detailed information on the processing of Personal Data”.

Detailed information on the processing of Personal Data

Personal Data is collected for the following purposes and using the following services:

Analytics

The services contained in this section enable the Owner to monitor and analyze web traffic and can be used to keep track of User behavior.

Google Analytics (Universal Analytics) (Google Ireland Limited)

Google Analytics (Universal Analytics) is a web analysis service provided by Google Ireland Limited (“Google”). Google utilizes the Data collected to track and examine the use of NuDocs, to prepare reports on its activities and share them with other Google services.

Google may use the Data collected to contextualize and personalize the ads of its own advertising network.

In order to understand Google's use of Data, consult Google's partner policy.

Personal Data processed: Cookies; Usage Data.

Place of processing: Ireland – Privacy Policy – Opt Out.

Contacting The User

Contact form (NuDocs)

By filling out the contact form with their Data, the User authorizes NuDocs to use these details to reply to requests for information, quotes, or any other kind of request as indicated by the form’s header.

Personal Data processed: address; city; company name; country.

Mailing list or newsletter (NuDocs)

By registering on the mailing list or for the newsletter, the User’s email address will be added to the contact list of those who may receive email messages containing information of commercial or promotional nature concerning NuDocs. Your email address might also be added to this list as a result of signing up to NuDocs or after making a purchase, in which case the User will be asked to opt in as part of the sign-up or purchase process.

Personal Data processed: company name; country; email address; first name; last name.

Gravatar (Automattic Inc.)

Gravatar is a digital passport service allowing users to share their profiles across different services.

Personal Data processed: various types of Data as specified in the privacy policy of the service.

Place of processing: United States – Privacy Policy.

Handling payments

NuDocs plans are purchased on a subscription basis, where a monthly quota for using NuDocs is provided to your account on the prices, terms, and expiration limits set forth on the NuDocs pricing page. As used here, "Quota" means (but is not necessarily limited to) usage limits, number of operations, sizes of assets, duration of transactions, and/or number of credits.

If your subscription plan includes credits, they will be activated on your NuDocs account as soon as we receive your payment, and the selected amount of credits will subsequently be added to your account on the monthly anniversary of your initial payment. You may cancel your subscription at any time in your NuDocs account or billing portal, with such cancellation becoming effective at the end of the then-current billing cycle. You may change your subscription plan at any time, but the total number of credits defined in your subscription that are already in your account in the current billing cycle will expire.

Use of NuDocs beyond any free tier thresholds requires payment of applicable subscription fees. Nutrient reserves the right to audit usage and enforce compliance, including requiring plan upgrades or suspending access for violations.

Nutrient reserves the right to monitor usage for the purpose of ensuring compliance with this agreement, including but not limited to subscription plan limits, eligibility criteria, and restrictions on commercial use. Such monitoring may include automated audits of request volume, frequency, metadata, and other usage patterns. Nutrient may, at its discretion, request reasonable information and documentation to verify compliance with the terms of this agreement, including confirmation of organizational size, revenue, or use case. You agree to promptly provide such information upon request. Failure to cooperate with a compliance review or provision of materially false or incomplete information shall be considered a breach of this agreement and may result in suspension or termination of access to NuDocs.

Paddle (Paddle.com)

Our order process is conducted by our online reseller Paddle.com. Paddle.com is the Merchant of Record for all of our orders. Paddle provides customer service enquiries and handles returns. Your relationship with Paddle is governed by its Terms and Conditions and Privacy Policy.

Personal Data processed: various types of Data as specified in the privacy policy of the service.

Place of processing: United Kingdom – Terms and Conditions – Privacy Policy.

Hosting and backend infrastructure

This type of service has the purpose of hosting Data and files that enable NuDocs to run and be distributed as well as to provide a ready-made infrastructure to run specific features or parts of NuDocs.

Fly.io (Fly.io, Inc)

Fly.io is a hosting service provided by Fly.io, Inc.

Personal Data processed: various types of Data as specified in the privacy policy of the service.

Place of processing: United States – Privacy Policy.

Files uploaded to or created on NuDocs

Files uploaded or created on NuDocs, as well as their metadata, are stored on our servers for User's convenience until User explicitly deletes them using the built-in deletion mechanism, or until their NuDocs account is deleted.

Interaction with support and feedback platforms

This type of service allows Users to interact with third-party support and feedback platforms directly from the pages of NuDocs.

If one of these services is installed, it may collect browsing and Usage Data in the pages where it is installed, even if the Users do not actively use the service.

Zendesk Widget (Zendesk, Inc.)

The Zendesk Widget is a service that allows Users to interact with NuDocs by using the Zendesk support and feedback platform provided by Zendesk Inc.

Personal Data processed: company name; country; email address; first name; last name; phone number.

Place of processing: United States – Privacy Policy

Interaction with live chat platforms

This type of service allows Users to interact with NuDocs by using third-party live chat platforms directly from the pages of NuDocs, for contacting and being contacted by NuDocs support service.

If one of these services is installed, it may collect browsing and Usage Data in the pages where it is installed, even if the Users do not actively use the service. Moreover, live chat conversations may be logged.

Zendesk Chat (Zendesk, Inc.)

Zendesk Chat is a service for interacting with the Zendesk live chat platform provided by Zendesk, Inc.

Personal Data processed: Data communicated while using the service.

Place of processing: United States – Privacy Policy.

Managing support and contact requests

This type of service allows NuDocs to manage support and contact requests received via email or by other means, such as the contact form.

The Personal Data processed depends on the information provided by the User in the messages and the means used for communication (e.g. email address).

Zendesk (Zendesk, Inc.)

Zendesk is a support and contact request management service provided by Zendesk Inc.

Personal Data processed: various types of Data as specified in the privacy policy of the service.

Place of processing: United States – Privacy Policy.

Managing contacts and sending messages

This type of service makes it possible to manage a database of email contacts, phone contacts or any other contact information to communicate with the User.

These services may also collect data concerning the date and time when the message was viewed by the User, as well as when the User interacted with it, such as by clicking on links included in the message.

Sendgrid (Sendgrid Inc.)

Sendgrid is an email address management and message sending service provided by Sendgrid Inc.

Personal Data processed: email address; first name; last name.

Place of processing: United States – Privacy Policy.

Pardot (Salesforce Pardot, Inc.)

Pardot is a marketing automation platform and a part of Salesforce Tools provided by Salesforce Pardot, Inc.

Personal Data processed: email address; first name; last name.

Place of processing: United States – Privacy Policy.

HubSpot (HubSpot, Inc.)

HubSpot is a marketing, sales, and customer service platform provided by HubSpot, Inc.

Personal Data processed: email address; first name; last name.

Place of processing: United States – Privacy Policy.

Remarketing and behavioral targeting

This type of service allows NuDocs and its partners to inform, optimize and serve advertising based on past use of NuDocs by the User.

This activity is facilitated by tracking Usage Data and by using Trackers to collect information which is then transferred to the partners that manage the remarketing and behavioral targeting activity.

Some services offer a remarketing option based on email address lists.

In addition to any opt-out feature provided by any of the services below, Users can opt out by visiting the Network Advertising Initiative opt-out page.

Users can also opt-out of certain advertising features through applicable device settings, such as the device advertising settings for mobile phones or ads settings in general.

Google Ads Remarketing (Google Ireland Limited)

Google Ads Remarketing is a remarketing and behavioral targeting service provided by Google Ireland Limited that connects the activity of NuDocs with the Google Ads advertising network and the DoubleClick Cookie. Users can opt out of Google's use of cookies for ads personalization by visiting Google's Ads Settings.

Personal Data processed: Cookies; Usage Data.

Place of processing: Ireland – Privacy Policy – Opt Out.

Tag Management

This type of service helps the Owner to manage the tags or scripts needed on NuDocs in a centralized fashion.

This results in the Users' Data flowing through these services, potentially resulting in the retention of this Data.

Google Tag Manager (Google Ireland Limited)

Google Tag Manager is a tag management service provided by Google Ireland Limited.

Personal Data processed: Usage Data.

Place of processing: Ireland – Privacy Policy.

AI Interaction & Processing

These types of services enable the User to interact with NuDocs by means of engaging an AI assistant.

OpenAI (OpenAI, L.L.C.)

OpenAI’s AI-based services and tools assist in processing, analyzing and generating data and are provided by OpenAI, L.L.C..

Personal Data processed: various types of Data as specified in the privacy policy of the service..

Place of processing: United States – Privacy Policy.

Tavily (Tavily, Inc.)

Tavily’s AI-based services and tools assist in processing, analyzing and generating data and are provided by Tavily, Inc..

Personal Data processed: various types of Data as specified in the privacy policy of the service..

Place of processing: United States – Privacy Policy.

Nutrient (PSPDFKit GmbH)

Nutrient Processor API assists in document conversion between PDF and DOCX.

Personal Data processed: various types of Data as specified in the privacy policy of the service..

Place of processing: United States – Privacy Policy.

Information on opting out of interest-based advertising

In addition to any opt-out feature provided by any of the services listed in this document, Users can follow the instructions provided by YourOnlineChoices (EU), the Network Advertising Initiative (US) and the Digital Advertising Alliance (US), DAAC (Canada), DDAI (Japan) or other similar initiatives. Such initiatives allow Users to select their tracking preferences for most of the advertising tools. The Owner thus recommends that Users make use of these resources in addition to the information provided in this document.

The Digital Advertising Alliance offers an application called AppChoices that helps Users to control interest-based advertising on mobile apps.

Users can also opt out of certain advertising features through applicable device settings, such as the device advertising settings for mobile phones or ads settings in general.

Further Information for Users

Legal basis of processing

The Owner may process Personal Data relating to Users if one of the following applies:

Users have given their consent for one or more specific purposes.
provision of Data is necessary for the performance of an agreement with the User and/or for any pre-contractual obligations thereof;
processing is necessary for compliance with a legal obligation to which the Owner is subject;
processing is related to a task that is carried out in the public interest or in the exercise of official authority vested in the Owner;
processing is necessary for the purposes of the legitimate interests pursued by the Owner or by a third party.

Further information about retention time

Unless specified otherwise in this document, Personal Data shall be processed and stored for as long as required by the purpose the Personal Data has been collected for.

Therefore:

Personal Data collected for purposes related to the performance of a contract between the Owner and the User shall be retained until such contract has been fully performed.
Personal Data collected for the purposes of the Owner’s legitimate interests shall be retained as long as needed to fulfill such purposes. Users can find specific information regarding the legitimate interests pursued by the Owner within the relevant sections of this document or by contacting the Owner.

The Owner may be allowed to retain Personal Data for a longer period whenever the User has given consent to such processing, as long as such consent is not withdrawn. Furthermore, the Owner may be obliged to retain Personal Data for a longer period whenever required to fulfill a legal obligation or upon order of an authority.

Once the retention period expires, Personal Data shall be deleted. Therefore, the right of access, the right to erasure, the right to rectification and the right to data portability cannot be enforced after expiration of the retention period.

The rights of Users based on the General Data Protection Regulation (GDPR)

Users can exercise certain rights regarding their Data processed by the Owner.

In particular, Users have the right to do the following, to the extent permitted by law:

Withdraw their consent at any time. Users have the right to withdraw consent where they have previously given their consent to the processing of their Personal Data.
Object to processing of their Data. Users have the right to object to the processing of their Data if the processing is carried out on a legal basis other than consent.
Access their Data. Users have the right to learn if Data is being processed by the Owner, obtain disclosure regarding certain aspects of the processing and obtain a copy of the Data undergoing processing.
Verify and seek rectification. Users have the right to verify the accuracy of their Data and ask for it to be updated or corrected.
Restrict the processing of their Data. Users have the right to restrict the processing of their Data. In this case, the Owner will not process their Data for any purpose other than storing it.
Have their Personal Data deleted or otherwise removed. Users have the right to obtain the erasure of their Data from the Owner.
Receive their Data and have it transferred to another controller. Users have the right to receive their Data in a structured, commonly used and machine readable format and, if technically feasible, to have it transmitted to another controller without any hindrance.
Lodge a complaint. Users have the right to bring a claim before their competent data protection authority.

How to exercise these rights

Any requests to exercise User rights can be directed to the Owner through the contact details provided in this document. Such requests are free of charge and will be answered by the Owner as early as possible and always within one month, providing Users with the information required by law. Any rectification or erasure of Personal Data or restriction of processing will be communicated by the Owner to each recipient, if any, to whom the Personal Data has been disclosed unless this proves impossible or involves disproportionate effort. At the Users’ request, the Owner will inform them about those recipients.

Additional information about Data collection and processing

Legal action

The User's Personal Data may be used for legal purposes by the Owner in Court or in the stages leading to possible legal action arising from improper use of NuDocs or the related Services.

The User acknowledges that the Owner may be required to reveal personal data upon request of public authorities.

Additional information about User's Personal Data

In addition to the information contained in this privacy policy, NuDocs may provide the User with additional and contextual information concerning particular Services or the collection and processing of Personal Data.

System logs and maintenance

For operation and maintenance purposes, NuDocs and any third-party services may collect files that record interaction with NuDocs (System logs) or use other Personal Data (such as the IP Address) for this purpose.

Information not contained in this policy

More details concerning the collection or processing of Personal Data may be requested from the Owner at any time. Please see the contact information at the beginning of this document.

Changes to this privacy policy

The Owner reserves the right to make changes to this privacy policy at any time by notifying its Users on this page and possibly within NuDocs. It is strongly recommended to check this page often, referring to the date of the last modification listed at the top.

Should the changes affect processing activities performed on the basis of the User’s consent, the Owner shall collect new consent from the User, where required.

Definitions and legal references

Personal Data (or Data)

Any information that directly, indirectly, or in connection with other information—including a personal identification number—allows for the identification or identifiability of a natural person.

Usage Data

Information collected automatically through NuDocs (or third-party services employed in NuDocs), which can include: the IP addresses or domain names of the computers utilized by the Users who use NuDocs, the URI addresses (Uniform Resource Identifier), the time of the request, the method utilized to submit the request to the server, the size of the file received in response, the numerical code indicating the status of the server's answer (successful outcome, error, etc.), the country of origin, the features of the browser and the operating system utilized by the User, the various time details per visit (e.g., the time spent on each page within the Application) and the details about the path followed within the Application with special reference to the sequence of pages visited, and other parameters about the device operating system and/or the User's IT environment.

User

The individual using NuDocs who, unless otherwise specified, coincides with the Data Subject.

Data Subject

The natural person to whom the Personal Data refers.

Data Processor (or Processor)

The natural or legal person, public authority, agency or other body which processes Personal Data on behalf of the Controller, as described in this privacy policy.

Data Controller (or Owner)

The natural or legal person, public authority, agency or other body which, alone or jointly with others, determines the purposes and means of the processing of Personal Data, including the security measures concerning the operation and use of NuDocs. The Data Controller, unless otherwise specified, is the Owner of NuDocs.

Service

The service provided by NuDocs as described in the corresponding terms (if available) and on this site/application.

European Union (or EU)

Unless otherwise specified, all references made within this document to the European Union include all current member states to the European Union and the European Economic Area.

Cookies

Cookies are Trackers consisting of small sets of data stored in the User's browser.

Tracker

Tracker indicates any technology - e.g Cookies, unique identifiers, web beacons, embedded scripts, e-tags and fingerprinting - that enables the tracking of Users, for example by accessing or storing information on the User’s device.