Privacy Policy
1. Why do we have this Personal Data Protection Policy and what principles govern it?
FILEDOC SOFTWARE is committed to protecting the personal data of its customers, website users, users of its Apps or Newsletters, employees, job applicants, trainees and trainers in all situations involving the processing of such data. In this context, it has drawn up this Policy, which reflects its commitment to complying with the rules on Personal Data protection and to complying, and ensuring that its Processors comply, with the General Data Protection Regulation — GDPR — (Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016), Law No. 58/2019 of 8 August (which ensures the implementation of the aforementioned Regulation within the Portuguese legal system), and all other applicable legislation.
2. What is personal data?
Personal data means information of any nature and in any format, including sound and images, relating to an identified or identifiable natural person.
An identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to a name, identification number, location data, electronic identifiers, or one or more factors specific to that person’s physical, physiological, genetic, mental, economic, cultural or social identity.
3. What does the processing of personal data involve?
The processing of personal data consists of an operation or set of operations performed on personal data or sets of personal data, whether or not by automated means, including collection, recording, organisation, structuring, storage, adaptation, retrieval, consultation, use, disclosure, dissemination, comparison, interconnection, restriction, erasure or destruction of the data.
4. Who is the Data Controller?
The entity responsible for processing personal data is FILEDOC SOFTWARE, which determines the purposes for which the data is intended and the means used to process it. FILEDOC SOFTWARE may be contacted by email at info@filedoc.com, using “Personal Data Privacy” as the subject line.
5. When and how do we collect your personal data?
FILEDOC SOFTWARE collects your Personal Data through direct contact, by telephone, email or post, and through browsing and/or completing forms on the website, always ensuring, whenever necessary, that the Data Subject’s prior consent to the processing has been obtained.
FILEDOC SOFTWARE may also process Personal Data collected and transmitted by THIRD PARTIES, which are responsible for these processing operations.
6. How long do we retain your personal data?
The data will be stored and retained only for the periods set out in Annex I. In the case of a Newsletter subscription, the data will be stored and retained for the duration of the subscription or registration.
7. What are your rights as a Data Subject?
Rights of access, rectification, updating, restriction, erasure, objection and withdrawal of consent:
As Data Subjects, Customers and/or Website Users are guaranteed the right, at any time, to request access to, rectification, updating, restriction or erasure of their personal data, as well as the right to object to its use for commercial purposes and to withdraw their consent, without affecting the lawfulness of any processing carried out on the basis of that consent.
How can you access, rectify, update, restrict or erase your personal data, object to its processing or withdraw your consent?
The Data Subject may exercise these rights by contacting FILEDOC SOFTWARE directly at info@filedoc.com.
8. What measures has FILEDOC SOFTWARE adopted to ensure the security of your personal data?
Unauthorised access: FILEDOC SOFTWARE ensures the security of the personal data provided by adopting various advanced technical and organisational security measures designed to protect personal data against disclosure, loss, misuse, alteration, unauthorised processing or access, as well as against any other form of unlawful processing.
9. What are cookies, what are they used for and how do we use them?
FILEDOC SOFTWARE uses cookies on its websites. The use of cookies makes it possible to optimise browsing by adapting the information and services offered to users’ interests, in order to personalise, adapt and improve users’ browsing experience whenever they visit FILEDOC SOFTWARE’s web pages.
| Area/Department | Document Type | Retention Period |
|---|---|---|
| Human Resources | Human Resources Information | 10 years from the date the employee left the company |
| Information relating to any reported work-related accident, death or injury |
If no claim is filed: – 40 years
If a claim is filed: – While the information is being processed and until a final decision has been issued
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| Candidates and Recruitment – CVs and unsolicited applications |
Unsolicited applications: The data and CV are not retained after the application has been reviewed and a response has been provided to the candidate.
Applications for recruitment processes: 1 year after the recruitment process has been closed.
Employees: 5 years after termination of the employment relationship.
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Finance / Management Control |
Financial and accounting records.
Financing records:
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Paper: 10 years for tax compliance purposes;
Digital: For the lifetime of the company
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| Information collected and retained in connection with the management of litigation proceedings | 20 years after the conclusion of the judicial proceedings | |
| Administration | Corporate documents and documents relating to the incorporation of the Company. | For the lifetime of the company |
| Supplier Management | Invoicing, management of contacts with Suppliers and Service Providers |
Paper: 10 years for tax compliance purposes;
Digital: For the lifetime of the company
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| Customer Management | Proposals, Contracts, exchange of information with Customers, |
Paper: 10 years after termination of the contractual relationship
Digital: For the lifetime of the company
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