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Privacy policy for the SmartDocuments App

SmartDocuments App Privacy Policy

Last updated 04-07-2018

SmartDocuments Netherlands B.V. (“SmartDocuments”/ “We”) offers the SmartDocuments app (“App”) to create documents easy, based on SmartDocuments templates. By answering questions in the App, a document will be created for you. The App can only be used in combination with an installation of the SmartDocuments software on a server. The App is a helpful tool to create documents for the companies, enterprises, private and public organizations and authorities (“Organizations”). The App can be downloaded and used by the employees and representatives of the Organizations (“Users”).

This Privacy Policy governs your use of the App and explains how the User’s Personal data (“Personal data”/ “Data”) is handled. By using the App, you accept the terms of this Privacy Policy. The Privacy Policy can be viewed on the SmartDocuments website. www.smartdocuments.eu 

We reserve the right to modify and update this Privacy Policy. SmartDocuments will inform the User of the amendment, modification or update of the Privacy Policy by notification on the SmartDocuments website.

We would like to emphasize that we take the protection of your Personal data very seriously and the Privacy Policy complies with the requirements of GDPR.

  1. How does the login to the App work?

To use the App, the User shall download the App free of charge from the Apple Store on its Apple telephone or iPad (“Device”).

The App can only be used in combination with an installation of the SmartDocuments software on a server, usually on-site at the Organization. To start using the App, the User needs to fill in the URL of the server as well as a User login name and password.

For demo purposes, the SmartDocuments software is installed on the SmartDocuments demo server. If the User wishes a demonstration on how the App works, the User can request a login to the SmartDocuments demo server.

Optionally, the User can secure access to the App by locking it with a 4-digit PIN.

  1. What Personal data of the Users do we process and share?

Your login, password, a pin code and the documents that are generated with the App are stored on the Device. If these documents contain sensitive information, it is recommended that the encryption function of the Device is turned on.

Your basic personal information, such as the first and the last name is optional. If you fill this personal information in it will be stored on the Device.

Images and signatures are optional. If you choose to insert images or to use a digital signature in the documents, these will remain in the document on the Device.

Any Personal data, which you enter in the App will be processed by the server in order to create documents, but it will not be stored on the server.

We do not share any Personal data with third parties.

We do not do direct marketing and profiling, and we do not use automatic decision-making.

  1. Transfers outside the EU/EEA

We do not transfer any Personal data outside of EU/EEA.

  1. What are security measures used?

We maintain reasonable security and have implemented technical and organizational measures for the protection of the App in accordance with the current, general state-of-the-art technologies, in order to protect the App from unauthorized access. A login verification and optionally a pin code are used to unlock the App.

We use SSL encryption for the communication with the Demo server. We recommend using SSL encryption for the server of the Organization as well. On top, we recommend making Personal data more secure by turning on the encryption function on your own Device.

Please be aware that, although we endeavor to provide reasonable security for the App, no security system can prevent all potential security breaches.

  1. Children

We do not offer the App to children under the age of 16. By agreeing to this Privacy Policy User confirms that he/she is authorized to use the App on behalf of either himself/herself or on behalf of the legal entity that the User represents.

  1. Intellectual property

The ownership and all other rights (including copyright) of the App, the content of the App and the SmartDocuments software, the templates and other intellectual property rights exclusively belong to SmartDocuments. The User will not obtain any ownership to any of the rights, including intellectual property rights, vested in the App. The User shall ensure that the App is not used or distributed for any unlawful, unauthorized or otherwise inappropriate purposes.

The User must not: reproduce, modify or copy the App or the content of the App, sell, license, sub license, rent, lease or distribute it.

SmartDocuments reserves the right to take legal actions against any person or entity that infringes the intellectual property rights and other rights which are owned by or otherwise belong to SmartDocuments.

  1. Links to third – party social media and websites

Our App includes links to the following social networks.


Our App has a link to the social network Facebook. The operating company of Facebook is Facebook, Inc., 1 Hacker Way, Menlo Park, CA 94025, United States. If you use FB and submit your Personal Information to Facebook, your personal information is governed by the Privacy policy of Facebook. For more information, see the Facebook Privacy Policy https://www.facebook.com/policy


Our App has a link to the social network LinkedIn. The operating company of LinkedIn is LinkedIn Corporation, 2029 Stierlin Court Mountain View, CA 94043, UNITED STATES. If you use LinkedIn and submit your Personal Information to LinkedIn, your Personal information is governed by the Privacy policy of LinkedIn. For more information, see the LinkedIn privacy page https://privacy.linkedin.com

We do not include or offer third-party products or services in our App.

  1. Do we use ‘Cookies’?

The App doesn’t use cookies.

  1. Does our app allow third-party behavioral tracking?

We do not allow third-party behavioral tracking.

  1. How can the User terminate the usage of the App?

This Privacy Policy applies for as long as the User is using the App. If the User would like to cease making use of the App, the User can delete the App from the Device. Such termination will have an immediate effect. If you delete the App all your data will be lost.

  1. Your Privacy Rights

If you think there is a problem with the way your Data is handled, you have a right to request information about it. You have also a right to file in a complaint to the relevant data protection authority.

  1. Contact Us

If there are any questions or concerns regarding this Privacy policy or your Personal Data, you may contact us using the information below.

The data controller


Keulenstraat 7B

Deventer, Overijssel 7418ET



+31 570 67 24 64