Terms & Conditions

Doccan is committed to protecting and respecting your Personal Data. This Privacy Policy describes how Doccan processes information relating to individuals and describes Data Subjects’ rights and choices regarding your Personal Data (the “Privacy Policy”). Please note that this Privacy Policy may be updated from time to time. Please revisit this Privacy Policy on occasion to learn of new privacy practices or changes to this Privacy Policy. operates.

This Privacy Policy outlines the actions taken by Doccan in order to protect Personal Data and to provide information regarding the Processing of Personal Data conducted by Doccan as a Controller. The Privacy Policy does not provide information about Data Processing by Doccan in the role of a Processor or service provider on behalf of our customers, including various cloud products and services.

This Privacy Policy is used for all applicable business processes within Doccan and all subsidiaries and affiliated companies over which it exercises control (“Doccan Group”).

It is necessary for Doccan to Process Personal Data in order to be able to provide services to customers and in order to conduct its business. Doccan mainly Processes Personal Data related to applicants for employment, contact persons of customers and individuals that represent potential customers. When you use and interact with Doccan’s websites or services, communicate with or otherwise contact Doccan or visit our offices or attend our events, Doccan may therefore collect, use, share and Process information relating to you.

When processing personal data, Doccan ensures the presence of a legitimate legal ground for the Processing as well as legitimate purpose. Further, Doccan assures that all processing of personal data is necessary. Additionally, Doccan will not process personal data for a longer period than what is necessary. The following sections provide information regarding the Processing of Personal Data conducted by Doccan.

• Basic contact information such as name, phone number, address and e-mail address.
• Information about age, personal identity number or gender if needed.
• Data concerning employment, title and position.
• Questions and comments that relate to our products.
• Pictures taken of you in our offices.
• E-mails and other information regarding e-mail that have been sent to and from.

To manage customer relations and fulfil commitments according to customer agreements, it is necessary for Doccan to Process Personal Data related to customers’ contact persons or users of our services. Doccan Processes these categories of Personal Data in order to:

• Manage the sale process and contract process with customers.
• Quote products and services at the request of customers.
• Fulfil contractual obligations.
• Provide support services to users of Doccan’s services.
• Improve functionality and to make Doccan’s products and services more usable.
• To maintain Doccan’s products.
• To ensure that Doccan’s products are used in accordance with instructions.
• To manage customer contracts such as invoicing, orders and administration.

Doccan Processes Personal Data relating to Applicants’ for employment in order to decide whether or not employment is given. The Personal Data is Processed based on consent (if consent is necessary) or because Doccan has a legitimate interest in Processing the applicant’s Personal Data and this interest does not violate the applicant’s right to privacy.

Personal Data about visitors is Processed by Doccan In order to identify visitors. The Processing of Personal Data is based on the legitimate interest in protecting confidential trade secrets and security measures in regards to employees, the premises and all visitors.

Doccan Processes Personal Data regarding potential clients for marketing purposes. This can be made either through the collection of Personal Data at events or at customer meetings. Based on the activity, Doccan might send out marketing offers.

If a potential customer visits Doccan’s website, an automation tool may be used to be able to track the potential customer’s activity on the website. Based on the activity, Doccan might send out marketing offers. Doccan will not Process these categories of Personal data within the automation tool unless consent has been given. Please note that the Data Subject can withdraw the consent at any time. Read more about how Doccan uses cookies on Doccan’s website.

Sensitive Personal Data includes any information that reveals your race or ethnicity, political views, religious or philosophical beliefs, membership in a trade union, as well as personal data regarding your health or private life. Doccan generally does not Process any Sensitive Data about you. In case you provide us with Sensitive Personal Data we will only process such data if we receive your consent for this or if such Processing is legally required. Doccan limits the use of personal identification numbers and only Processes personal identification numbers when needed to ensure your identification.

Normally Doccan collects Personal Data directly from the Data Subject or from other persons connected to its customers, for example from a manager or a colleague. Sometimes Doccan collects Personal Data from other sources, for example, partners to Doccan dealing with marketing questions, recruitments, public records or from other types of social networks.

• Authorities: The Dutch Tax Agency and other authorities may require that personal data is disclosed by Doccan. In such cases, Doccan will only disclose personal information if there is an authority resolution.
• Mergers & Acquisitions – In connection with mergers, acquisitions or divisions, the acquiring business and consultants assigned in the acquiring business may need to access the Personal Data that Doccan Processes. Doccan ensures that confidentiality agreements regarding the Processed Personal Data are entered into and that consent is collected when necessary in these situations.

• prevention of unauthorised access;
• prevention in regards to spreading of the Personal Data
• that Personal Data is treated with confidentiality
• availability of Personal Data in accordance with applicable data protection legislation.

• appointed an internal working group to continuously develop and assess the company’s work regarding processing of personal data.
• appointed a Data Protection Officer.
• appointed people within each part of the organisation who are responsible for personal data-related questions and issues.
• established incident management procedures for the organisation to act quickly and effectively in the event of a Personal Data incident or Breach.
• implemented training regarding Personal Data management for employees
• entered into personal data processing agreements with all customers and suppliers if necessary.

• classification of Personal Data in order to introduce security measures that correspond to risk assessment.
• assessment of the use of encryption and pseudonymisation to mitigate the risk of Processing Personal Data.
• restriction of access to Personal Data to only those who need access in order to fulfil statutory obligations or obligations arising from contracts.
• the effective use of systems that detect, recreate, prevent and report privacy incidents.
• the effective use of tools to assess whether the technical and organisational measures taken are sufficient to protect Personal Data.

In order to gain access to Doccan’s premises, access cards are required and parts of the premises are video-monitored.

Doccan will only Process Personal Data for as long as it is needed for the purpose for which the data was collected.