Privacy Notice

This Privacy Notice describes how Writkit collects and uses personal data when you use any of our services and become a customer of ours – e.g. when you use our document hosting platform or subscribe to any of our free or paid plans. It also describes your rights in relation to our use of your personal data, and how to exercise them.

This Privacy Notice describes the processing of personal data in all of our Services, and it is important that you read this Privacy Notice before you start using any of them.

For the purposes of EU data protection law, we are a data controller in respect of the personal data we receive from you, or otherwise collect about you, and we are responsible for ensuring that we use your personal data in compliance with applicable data protection laws.

Summary

These are the key take-aways from our Privacy Notice as regards how we use and not use your data:

• We collect data from and about you when you: (a) navigate on our site (analytics data); (b) subscribe to our free or paid plans (subscription data); (c) sign up for our newsletter; and (d) contact us.
• We use your data to (a) provide our services to you; and (b) to analyze our business.
• We do not sell your data to any third party.

Please also consult our Terms of Service.

Information we use

Information you give us

You may give us information about yourself when you use one of our services, e.g. when you choose to subscribe to our free or paid plans or contact us. Depending on what service you choose to use, this information will be:

• Contact and identification information: name, email address, billing address and tax registration ID.
• Payment information: credit and debit card data (card number, validity date and CVV code), and bank account data.
• Special categories of data: you may, at your sole discretion, choose to provide us information about you which constitutes “special categories” of personal data according to GDPR, e.g. data revealing religious, political or philosophical beliefs, trade union membership, or data concerning health, sex life or sexual orientation. We will never require this type of data from you in order to provide our services. Providing us with this information will be strictly voluntary and based on your explicit consent.

You may at any time change your profile information, such as your contact and billing information. This can be done either on our Subscription Portal or by contacting us.

We do not collect or use any data from documents hosted on our platform.

Information we collect about you

Depending on which service you choose to use, we may collect the following information about you, either ourselves or via our partners (for example credit and fraud prevention bureaus and public databases):

• Contact and identification information: name, email address, billing address and tax registration ID.
• Information about the interaction between you and us: how you use our services, including information on outstanding and historical payments; technical data such as page response times, download errors, personal preferences; your interactions with the our support team, etc.
• Device information: e.g. the IP address, language settings, browser settings, time zone settings, operating system and platform, and screen resolution.

We do not collect or use any data from documents hosted on our platform.

What personal data we process

We may process your personal data for the purposes listed below, and based on the legal basis stated for each respective purpose.

Customer relationship administration

We process data about you to administer the customer relationship with you, for example to make sure that you are provided with the service you have subscribed to, or to fulfil the contract for the particular service.

For this purpose, we process the following data:

• Contact and identification information
• Payment information
• Information about the interaction between you and us

The legal basis for this processing is our obligation to fulfil our contractual obligations towards you.

Non-marketing email information

As a subscriber to our services, we may send non-marketing information to you by email or mail if we need to reach out to you regarding e.g. payment errors or service interuptions.

For this purpose, we process the following data:

• Contact and identification information
• Payment information
• Information about the interaction between you and us

The legal basis for this processing is our obligation to fulfil our contractual obligations towards you.

Credit and fraud assessments

As a paid subscriber to our services, we may carry out credit and fraud assessments, and risk management activities for the purpose of preventing fraud, mitigating risks and assessing which payment options to offer you.

For this purpose, we process the following data:

• Contact and identification information
• Payment information
• Information about the interaction between you and us

The legal basis for this processing is to pursue our legitimate interest to conduct our business in a sound manner.

IT attack prevention

We may use your data to analyze the risk and prevent IT attacks towards our systems and servers.

For this purpose, we process the following data:

• Contact and identification information
• Information about the interaction between you and us
• Device information

The legal basis for this processing is to pursue our legitimate interest to keep our services safe and secure.

Product development

We may process your anonymized and non-anonymized data for the purpose of analyzing customer behaviour, product improvement and product testing.

For this purpose, we process the following data:

• Contact and identification information
• Information about the interaction between you and us
• Device information

The legal basis for this processing is to pursue our legitimate interest to improve and conduct our business.

Marketing email Information

If you sign up for our newsletter, we will send you marketing information by email. For this purpose, we process your email address. The legal basis for this processing is your consent, which you may withdraw at any time.

Revoking consent

Where we process your personal data based on your consent or explicit consent (e.g. if you subscribe to our newsletter or upload special categories of personal data into our services), you may revoke this consent either by unsubscribing from our newsletter, deleting your data on our platform or by contacting us at any time. Revoking consent will not lead to any detriment for you, as we do not require this type of information to provide our services.

Profiling and automated decision making

“Profiling” means automated processing of personal data to evaluate certain personal aspects relating to you, for example in order to analyse or predict aspects of your economic situation or your preferences.

We use profiling in relation to the personal data we have about you in order to take individual or automated decisions about you, for the purpose of managing payment and billing, e.g. fraud prevention. We do not use profiling or automated decision making for any other purpose.

Who might we share personal data with?

We may share your personal data with the categories of recipients listed below, for the below purposes. In doing so, we take all reasonable contractual, legal, technical, and organisational measures to ensure that your personal data is treated with an adequate level of protection.

Suppliers and subcontractors

We share personal data with suppliers and subcontractors that we use in order to provide the services to you. Suppliers and subcontractors are companies who are only entitled to process the personal data they receive from us on our behalf. Examples of such suppliers and subcontractors are software and data storage providers and payment processing services.

We currently use the following suppliers and subcontractors:

• Google (Google Cloud Platform)
• Stripe
• Postmark

Social media companies

If you contact us through social media such as Google, Facebook or Twitter, your data will be recorded and processed by those companies in parallel with us, in accordance with their applicable privacy notices.

Authorities

We may disclose necessary information to authorities such as the police, tax agencies or other authorities if we are required to do so by law, or under some circumstances if you have requested us to do it.

Divestment

In the event that we sell or buy any business or assets, we may disclose your personal data to the prospective seller or buyer of such business or assets. If Writkit or substantially all of its assets are acquired by a third party, personal data about our customers may be disclosed and transferred.

Before any disclosure due to a divestment takes place, we will make sure adequate confidentiality obligations are in place.

Geographic location of processing

We always strive to process your personal data within the EU/EEA. In certain situations, such as when we share your personal data with a supplier or subcontractor located outside the EU/EEA, your personal data may however be transferred to, and processed in, a destination outside of the EU/EEA.

As we are committed to always protect your personal data, we take all reasonable contractual, legal, technical, and organisational measures to ensure that your data is treated securely and with an adequate level of protection, compared to and in line with at least the level of protection offered within the EU/EEA.

We ensure that adequate safeguards are adopted in line with applicable data protection legislation, such as the GDPR, whenever we transfer your data outside the EU/EEA. These safeguards consist of ensuring the the third country or state at hand is subject to an adequacy decision by the European Commission, implementing the European Commission’s standard contractual clauses or ensuring that the recipient is registered with the US Privacy Shield.

Data retention

We will process your personal data for the time period needed to fulfil the respective purposes of our processing, as described in this Privacy Notice. This means that even though we stop processing your personal data for one purpose, we will keep your personal data if it needs to be processed for another purpose, using it only for that other purpose.

If you are a subscriber to our services, we will process your data for as long as you have an active subscription, until you terminate such subscription (by contacting us or by instructing us to delete data through for example by way of a right to erasure request), we will process the personal data we need to be able to deliver the services to you.

If you are a subscriber to our newsletter, we will process your email address for as long as you are an active subscriber. We may however process your email address for some additional time thereafter for the purpose of making sure that no additional marketing email information is being sent to you.

Your rights

Right to be informed

You have the right to be informed about how we process your information. We do this through this Privacy Notice, other information on our website, and by answering questions sent to us.

Right to access your data

You may request a copy of your data if you would like to know what personal data we process about you. This copy of your personal data can also be supplied in a machine readable format.

Right to rectification

You have the right to correct inaccurate or incomplete information about yourself.

Right to erasure

You have the right to request the deletion of your personal data, for example when it is no longer necessary for the purpose it was collected, or you have withdrawn your consent.

Right to restrict processing of your data

If you believe your information is incorrect or you believe we use your data unlawfully, you have the right to ask us to stop the processing.

Right to lodge a complaint

You have the right to lodge a complaint with your national supervisory data protection authority, or the Swedish Data Protection Authority (DPA). Complaints to the Swedish DPA can be made using this link: https://www.datainspektionen.se/other-lang/in-english/. Complaints to the UK supervisory authority (the Information Commissioner) can be made using this link: https://ico.org.uk/.

Controlling service settings

For some specific features we have provided you with a possibility to customize your preferences on the settings pages, for example when it comes to whether you want to receive notifications or personalized marketing. We will always respect your individual choice.

Cookies and other tracking technologies

To deliver a tailored and smoooth experience, we use cookies and similar tracking technologies in our online services.

Updates to this Privacy Notice

We constantly work to improve our service offerings, in order for you to get an even smooother user experience. This includes both changes in existing services and new services over time. Therefore, it is important that you read this Privacy Notice each time you use one of our services, since the processing of your personal data can differ since you last used one of our services.

Contact details

You can always reach us at [email protected].