Privacy Policy

Contact Information:

• Email: hello@snapparchive.eu
• Data Protection Officer (DPO): To be appointed (contact via hello@snapparchive.eu until formally designated)

3.1 Account Information

• Full name
• Email address
• Company name, size, and industry
• Login credentials (passwords are hashed using industry-standard one-way hashing algorithms such as bcrypt, scrypt, or Argon2. Passwords are never stored in plain text)

3.2 Billing and Payment Information

• Billing address and company VAT number
• Payment information (processed securely through third-party payment processors; we do not store credit card numbers directly)

3.3 Document Data

• Document files (PDFs, images, scanned documents)
• Extracted text from OCR processing
• Document metadata (file name, upload date, file size, format)
• AI-generated classification tags and categories
• Search queries performed within your document archive

3.4 Usage and Technical Data

• IP address, browser type, operating system, and device information
• Audit logs and access records (who accessed what document and when)
• Usage analytics (features used, time spent, error logs)
• Cookies and similar tracking technologies

Contract Performance (Art. 6(1)(b)): Processing necessary to provide the Services you requested and perform our contractual obligations.

Legitimate Interests (Art. 6(1)(f)): Processing necessary for our legitimate business interests, such as improving our Services, fraud prevention, and system security, provided these interests do not override your fundamental rights.

Legal Obligation (Art. 6(1)(c)): Processing necessary to comply with legal obligations, including tax, accounting, and Belgian company law requirements.

Consent (Art. 6(1)(a)): Where you have provided explicit consent for specific processing activities (e.g., marketing communications), which you may withdraw at any time.

7.1 Encryption

• Data in Transit: Data transmitted between your device and our servers is encrypted using TLS 1.3.
• Data at Rest: Stored data, including documents and databases, is encrypted using AES-256 encryption.

7.2 Access Controls

• Role-based access control (RBAC) ensuring users only access data they are authorized to view
• Multi-factor authentication (MFA) may be enabled for accounts where supported.
• Zero-knowledge principles are applied where technically feasible.

7.3 Infrastructure Security

• EU-based hosting exclusively — all data is stored in secure, geo-redundant data centers located within the European Union
• Regular security reviews and testing.
• Intrusion detection and prevention systems
• Automated backup systems with 30-day retention (also stored exclusively in the EU)

7.4 Employee Access

• SnappArchive employees cannot access your documents or personal data under normal circumstances.
• Access is granted only when absolutely necessary for technical support or security purposes.
• Access is only provided with your explicit permission or when required by law.

8.1 Service Providers (Data Processors)

• We engage trusted third-party service providers to assist in operating the Services, including:
• Cloud infrastructure providers (EU-based only)
• Payment processors (Stripe, Mollie, or similar GDPR-compliant providers)
• Email service providers for transactional emails
• Analytics and monitoring tools (anonymized data only)
• All service providers are bound by data processing agreements and are required to process data only on our instructions and in compliance with GDPR.

8.2 Legal Requirements

• We may disclose your personal data if required to do so by law, court order, or government authority, or if necessary to protect our legal rights, prevent fraud, or ensure the safety of our users.

8.3 Business Transfers

• In the event of a merger, acquisition, or sale of assets, your personal data may be transferred to the successor entity. We will notify you of any such change and ensure the successor entity continues to comply with this Privacy Policy and GDPR.

Account Data

• Retained for the duration of your active account.
• Upon account deletion, personal data is permanently deleted within 30 days, except where retention is legally required.

Documents

• Retained only as long as you choose to store them.
• You may delete documents at any time.
• Documents are permanently removed from our systems within 30 days (including from backups).

Billing Data

• Retained for 7 years in accordance with Belgian accounting and tax law requirements.

Backup Data

• Backups are retained for a maximum of 30 days and are automatically purged thereafter.

Audit Logs

• Retained for 12 months for security and compliance purposes, then anonymized or deleted.

Types of Cookies We Use

• Essential Cookies: Necessary for the Services to function (e.g., session management, authentication). These cannot be disabled.
• Security Cookies: Used to detect and prevent fraudulent activity and enhance security.
• Analytics Cookies: Used to understand how users interact with our Services (anonymized data). We use privacy-friendly analytics tools.
• We do not use advertising or third-party tracking cookies.

Managing Cookies

• You can control and manage cookies through your browser settings.
• Disabling essential cookies may affect the functionality of the Services.

Data Transfers Outside the EU

• Only transferred to countries with an EU adequacy decision under GDPR Article 45
• If no adequacy decision exists, EU Standard Contractual Clauses (SCCs) under GDPR Article 46 are implemented to ensure adequate protection
• You will be notified of any such transfers and the safeguards applied

• Email: hello@snapparchive.eu
• DPO: To be formally appointed (contact via hello@snapparchive.eu)