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: October 2026

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 process personal data in line with the EU General Data Protection Regulation (GDPR) and the national data protection laws that apply to us.

2. Information We Collect

2.1 Account Information

When you create and use an account, we store:

  • Your email address and, if you give it, your name
  • Company details you save (business name, registration number, VAT number)
  • Your plan and billing status (card details are handled by our payment provider, not by us)
  • Sign-in data: a password stored only in hashed form by our authentication provider, or the account you sign in with

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
  • Create, validate, convert and display e-invoices (aiDoks does not send invoices for you)
  • 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 Sending Invoices

aiDoks creates, checks and converts e-invoice files; it does not transmit them. You send an invoice yourself, through your Peppol access point, a government portal or e-mail, and only then does its data reach the recipient.

5.2 Service Providers

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

  • Cloud hosting and storage
  • Payment processing
  • Email delivery
  • AI document recognition, when you convert a PDF, scan or photo of an invoice
  • Error monitoring, to find and fix faults

When you search for a company, the search terms are sent to public registers (such as the EU VIES service and national business registers) and to the Peppol Directory.

The current list of providers, by name, is on our Security page.

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

The application servers and the database are located in the European Union. Where a provider processes personal data outside the EU (payment processing can involve this), the transfer is covered by the safeguards the GDPR requires, such as an EU adequacy decision or the EU Commission's standard contractual clauses. Our security measures include:

  • Encrypted connections (HTTPS) for all traffic, and a database encrypted at rest by its hosting provider
  • Access controls and authentication
  • Uploaded files are processed and then discarded, not stored

7. Data Retention

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

  • Account data: until you delete your account; deleting it removes this data immediately
  • Invoice history: if you are signed in, the invoices you generate are kept in My documents until you delete them, switch saving off, or delete your account. The free plan keeps your last 10. aiDoks is not an archive: keep your own copies for the period your accounting rules require.
  • Usage records, server logs and error reports: up to 13 months; usage records carry a hashed IP address, not the address itself
  • Billing records: as long as accounting and tax law requires us to keep them

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 info@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

The application servers and the database are in the European Union. If a provider processes personal data outside the EU, the transfer relies on one of these safeguards:

  • 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 controller
privacy@aidoks.eu

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)