Privacy notice

Last technical review: 13 September 2026.

1. Scope and parties involved This notice covers the CertivaDoc website, accounts and document portal operations. The operator's contact details are shown above. Uploaded documents may contain data about people other than the user performing the operation. The organisation determining the purposes and use of documents must be identified within the tenant context and service agreements; the portal supplier may act as a data processor. [TO BE CONFIRMED: controller for browsing and accounts, controller for each tenant, processors and sub-processors, GDPR Article 28 agreements, any DPO and contact details]. The software brand is not assumed to be the controller of every document.

2. Data processed The server receives IP address, date and time, requested URL, technical browser information and request outcome. Identity manages credentials, identifiers, roles and sign-ins. Document features process attachments, filenames, OCR text, personal and company records, tax codes, document types and dates, analysis results, evidence, reviews and operation logs. Some documents, such as medical fitness statements, may contain health data. Do not upload excessive data or documents you are not authorised to process.

3. Purposes, permissions and legal grounds Application purposes include acquisition, reading, classification, record matching, verification, consultation and possible transfer to authorised management systems. Tenant, profile, project and roles delimit the operational context; they do not replace verification of lawful processing. [TO BE CONFIRMED FOR EACH CONTEXT: legal basis for each purpose, applicable condition for special-category data under GDPR Article 9, notices to data subjects and any legal obligations]. Signing in is not treated as general consent to document processing.

4. OCR and artificial intelligence The workflow may use internal OCR and, depending on configuration and need, a second pass with Adobe PDF Services. This involves sending the document to the external service. OpenAI analysis can be enabled through configuration and may transmit relevant text, evidence and context: it is disabled in the verified review configuration, while Adobe is enabled. Browsing marketing pages does not start these services. Automated analysis is not legal certification of a document: authorised people must govern results and subsequent actions. [TO BE CONFIRMED: any significant automated decisions in the customer's actual use and applicable safeguards].

5. Recipients and transfers Authorised staff, support personnel and suppliers involved in enabled operations may access data. Writeback can transfer data to a management system linked to the selected context. [TO BE CONFIRMED: infrastructure, email, Adobe, any OpenAI and other recipients and their roles; processing locations; safeguards for any transfers outside the European Economic Area]. No external browser requests does not mean no server-to-server communications.

6. Retention Attachments, OCR text, analyses, exports, working folders and logs may have different retention cycles. [TO BE CONFIRMED: periods and criteria for each category, closed accounts, backups and deletion procedures, including at external suppliers]. Completing a batch does not demonstrate that all its copies have been deleted.

7. Rights and provision of data For access, correction, erasure, restriction, portability and objection, where applicable, contact the competent controller using the published details or the organisation that supplied the documents. Any consent may be withdrawn. You may contact the Italian data protection authority or the competent supervisory authority. Public browsing does not require an account. Restricted features require credentials; the requested processing cannot take place without the necessary attachments and data. Cookie details are available on the Cookies page.