Privacy Policy

Your privacy matters. Learn how we collect, use, and protect your data in compliance with GDPR and European data protection standards.

Last updated: January 2025

1. Introduction

aiDoks ("we", "our", or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our PEPPOL e-invoicing platform and services.

We comply with the EU General Data Protection Regulation (GDPR) and other applicable data protection laws in Estonia, Latvia, and Lithuania.

2. Information We Collect

2.1 Account Information

When you create an account, we collect:

  • Name and contact information (email, phone number)
  • Company details (business name, registration number, VAT number)
  • Billing and payment information
  • Authentication credentials

2.2 Invoice Data

We process invoice data you create, including:

  • Customer and supplier information
  • Product and service descriptions
  • Pricing and tax information
  • Invoice metadata (dates, numbers, statuses)

2.3 Technical Information

We automatically collect:

  • IP addresses and device information
  • Browser type and version
  • Log files and error reports

3. How We Use Your Information

We use your information to:

  • Provide and maintain our e-invoicing services
  • Process and transmit invoices through the PEPPOL network
  • Manage your account and billing
  • Provide customer support
  • Improve our services and develop new features
  • Ensure security and prevent fraud
  • Comply with legal obligations
  • Send service-related communications

4. Legal Basis for Processing

Under GDPR, we process your data based on:

  • Contract Performance: To provide our services as agreed
  • Legal Obligation: To comply with tax, accounting, and invoicing regulations
  • Legitimate Interest: To improve services, prevent fraud, and ensure security
  • Consent: For marketing communications (where applicable)

5. Information Sharing

5.1 PEPPOL Network

Invoice data is transmitted through the PEPPOL network to designated recipients according to your instructions.

5.2 Service Providers

We share data with trusted service providers who assist us with:

  • Cloud hosting and storage
  • Payment processing
  • Email delivery

5.3 Legal Requirements

We may disclose information when required by law, regulation, or legal process, or to protect our rights and safety.

6. Data Storage and Security

All data is stored on secure servers located within the European Union. We implement industry-standard security measures including:

  • Encryption in transit (TLS 1.3) and at rest (AES-256)
  • Regular security audits and penetration testing
  • Access controls and authentication
  • Regular backups and disaster recovery procedures
  • Employee security training

7. Data Retention

We retain your data for as long as necessary to provide services and comply with legal obligations:

  • Account data: Duration of account plus 30 days
  • Invoice data: 7 years (as required by accounting regulations)
  • Technical logs: 12 months
  • Billing records: 10 years

8. Your Rights

Under GDPR, you have the right to:

  • Access: Request copies of your personal data
  • Rectification: Correct inaccurate or incomplete data
  • Erasure: Request deletion of your data (subject to legal retention requirements)
  • Restriction: Limit how we process your data
  • Portability: Receive your data in a structured format
  • Objection: Object to certain types of processing
  • Withdraw consent: Where processing is based on consent

To exercise these rights, contact us at privacy@aidoks.eu

9. Cookies and Tracking

What Cookies We Use

We use the following types of cookies:

  • Essential Cookies: Required for the website to function properly. These include language preferences and authentication tokens. These cookies do not require consent as they are necessary for the service.

Managing Your Cookie Preferences

You can change your cookie preferences at any time by clicking the button below:

You can also control cookies through your browser settings, though disabling essential cookies may affect service functionality.

10. International Transfers

Your data is stored and processed within the EU. If we transfer data outside the EU, we ensure appropriate safeguards are in place through:

  • EU Standard Contractual Clauses
  • Adequacy decisions by the European Commission
  • Other legally recognized transfer mechanisms

11. Children's Privacy

Our services are not directed to individuals under 18 years of age. We do not knowingly collect personal information from children.

12. Changes to This Policy

We may update this Privacy Policy periodically. We will notify you of significant changes via email or through our platform. Continued use of our services after changes constitutes acceptance of the updated policy.

13. Contact Us

For privacy-related questions or to exercise your rights, contact:

Data Protection Officer
Email: privacy@aidoks.eu
Address: Tartu mnt 67/1-13b, 10115 Tallinn, Estonia

You also have the right to lodge a complaint with your local data protection authority:

  • Estonia: Estonian Data Protection Inspectorate (www.aki.ee)
  • Latvia: Data State Inspectorate (www.dvi.gov.lv)
  • Lithuania: State Data Protection Inspectorate (www.ada.lt)