Processing of personal data
We value transparency and want to inform our customers how personal data is used and processed when using our services.
Below is an overview of how Personal Data is processed and stored when using the Nitro Services. Depending on the Nitro Service being used, the Personal Data being processed and retention period may differ.
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Process Data Subject Data Type Storage Retention Period Enterprise License Generator User Business - No individual Name of company AWS S3 No delete function provided Enterprise License Generator User Users email, firstname, lastname, timezone, locale, title, company, remote_ip, department, country AWS RDS Upon request via privacy rights Sign-up and Account Service Business user
End userFirst name, last name, email, avatar/image, date of birth, phone number, document name Database End of the contractual agreement
OR
Upon request via privacy rightsLicensing Service Business user
End userFirst name, last name, email Database End of the contractual agreement
OR
Upon request via privacy rightsNitro Sign Essentials / Advanced / Enterprise Business user
End userFirst name, last name, email, signature image, phone number, document name, document content, ip address Database / Document End of the contractual agreement
OR
Upon request via privacy rights
OR
Document deletion -
Process Data Subject Data Type Storage Retention Period Portal
API
WYSIWYSBusiness user
End user
First name
Last name
Email
Avatar/ image
Date of birth
Phone number
Belgian Lawyer Identification
Belgian National Registry Number
Document NameDatabase Until package deletion
OR
Configuration of the Auto Deletion
OR
End of the contractual agreementPortal
API
WYSIWYSBusiness user
End user
Document name
Document/content
Personal Signing CertificateFile System Until package deletion
OR
Configuration of the Auto Deletion
OR
End of the contractual agreementWYSIWYS
Manual signatureBusiness user
End user
First name
Last name
Document name
Handwritten image
Image input type:
Draw – Type – UploadDatabase Until package deletion
OR
Configuration of the Auto Deletion
OR
End of the contractual agreementWYSIWYS
Belgian Electronic IDBusiness user
End user
First name
Last name
Document name
Personal Signing CertificateOptional
Date of birth
Belgian National Registry numberDatabase Until package deletion
OR
Configuration of the Auto Deletion
OR
End of the contractual agreementWYSIWYS
SMS CodeBusiness user
End user
First name
Last name
Document name
Phone numberDatabase Until package deletion
OR
Configuration of the Auto Deletion
OR
End of the contractual agreementWYSIWYS
E-mail CodeBusiness user
End user
First name
Last name
Document name
E-mailDatabase Until package deletion
OR
Configuration of the Auto Deletion
OR
End of the contractual agreementWYSIWYS
iDINBusiness user
End user
First name
Last name
Document name
BIN
Name
Initials
Address
Data of birth
E-mailOptional
18 or older
Gender
Phone numberDatabase Until package deletion
OR
Configuration of the Auto Deletion
OR
End of the contractual agreementWYSIWYS
Wacom Signing PadBusiness user
End user
First name
Last name
Document name
Biometric signature imageDatabase Until package deletion
OR
Configuration of the Auto Deletion
OR
End of the contractual agreementWYSIWYS
Belgian Lawyer CardBusiness user
End user
First name
Last name
Document nameOptional
Lawyers-IDDatabase Until package deletion
OR
Configuration of the Auto Deletion
OR
End of the contractual agreementWYSIWYS
ItsmeBusiness user
End user
First name
Last name
Document name
First name from signing certificate
Last name from signing certificate
Personal signing certificateOptional
Date of birthDatabase Until package deletion
OR
Configuration of the Auto Deletion
OR
End of the contractual agreementWYSIWYS
OpenIDConnectBusiness user
End user
First name
Last name
Document name
Personal data coming from configured idPOptional
Date of birthDatabase Until package deletion
OR
Configuration of the Auto Deletion
OR
End of the contractual agreementWYSIWYS
Debit Card
Softkey
Hardkey
PasswordBusiness user
End user
First name
Last name
Document nameDatabase Until package deletion
OR
Configuration of the Auto Deletion
OR
End of the contractual agreementeSignatures Logging Business user
End user
E-mail
First name
Last name
Package title
Initiator first name
Initiator last nameFile Deletion of the logs
OR
End of the contractual agreementeSignatures Audit Proofs Business user
End user
Encrypted
Signature details
Signed PDFNot Encrypted
Optional
Phone number (signed with SMS OTP)
E-mail (signed with e-mail OTP)
End user IP adressFile Until package deletion +30 days
OR
Configuration of the Auto DeletioneSignatures Audit Trail Business User
End user
• Package information, including name and date of package, e-mail and IP-address of the initiator, package status, document names, etc.
• In case the document is refused: datetime, name, email, and IP address of the refuser.
• In case of approval: datetime, name and email of the approver;
• In case of reassignment approver: datetime, name, email, and IP-address of the one who reassigned and the one who is reassigned.
• Viewers: datetime, name, email, and IP address of the viewers.
• In case of reassignment signer: datetime, name, email, and IP-address of the one who reassigned and the one who is reassigned.
• In case of signing: datetime, name, email, and IP-address of the signer
• In case of receivers: datetime, name and email of the receiver.Database (however a separate file can be requested including the audit trail) Anonymization upon package deletion
OR
Anonymization upon Auto Deletion -
Process Data Subject Data Type Storage Retention Period Manual Signature Business user
End userFirst name
Last name
Handwritten imageDatabase Until session time-out, standard setting 30 minutes Belgian Electronic ID Business user
End userFirst name from signing certificate
Last name from signing certificate
Personal Signing CertificateDatabase Until session time-out, standard setting 30 minutes SMS Code Business user
End userFirst name
Last name
Telephone numberDatabase Until session time-out, standard setting 30 minutes Mail Code Business user
End userFirst name
Last name
E-mailDatabase Until session time-out, standard setting 30 minutes iDIN Business user
End userFirst name
Last nameDatabase Until session time-out, standard setting 30 minutes Wacom Signing Pad Business user
End userFirst name
Last name
Biometric signature imageDatabase Until session time-out, standard setting 30 minutes Belgian Lawyer Card Business user
End userFirst name from signing certificate
Last name from signing certificate
Personal Signing CertificateDatabase Until session time-out, standard setting 30 minutes Itsme Business user
End userFirst name from signing certificate
Last name from signing certificate
Personal Signing CertificateDatabase Until session time-out, standard setting 30 minutes OpenIDConnect Business user
End userFirst name
Last name
Personal data coming from configured idPDatabase Until session time-out, standard setting 30 minutes Debit Card
Softkey
Hardkey
PasswordBusiness user
End userFirst name
Last nameDatabase Until session time-out, standard setting 30 minutes -
Process Data Subject Data Type Storage Retention Period Manual Signature Business user
End userFirst name
Last name
Handwritten imageMemory End of the session Belgian Electronic ID Business user
End userFirst name
Last name
Document name
Signed document with Personal Signing CertificateOptional
Date of birth
Social security numberMemory End of the session SMS Code Business user
End userFirst name
Last name
Telephone number
Signed documentMemory End of the session Mail Code Business user
End userFirst name
Last name
Document name
E-mail
Signed documentMemory End of the session iDIN Business user
End userFirst name
Last name
Document name
E-mail
Signed documentMemory End of the session Wacom Signing Pad Business user
End userFirst name
Last name
Document
Biometric signature image
Signed documentMemory End of the session Belgian Lawyer Card Business user
End userFirst name
Last name
Document name
Signed document with Personal Signing CertificateOptional
Laywers-IDMemory End of the session Itsme Business user
End userFirst name
Last name
Document name
Signed document with Personal Signing CertificateOptional
Date of birthMemory End of the session OpenIDConnect Business user
End userFirst name
Last name
Document
Signed document
Personal data coming from configured idPMemory End of the session Debit Card
Softkey
Hardkey
PasswordBusiness user
End userFirst name
Last name
Document
Signed documentMemory End of the session -
Process Data Subject Data Type Storage Retention Period Personal Info End user eID card number
First name
Last name
Two given first names
Letter third given name
Nationality
Registered address
Birth location
Gender
Noble condition
Document type
Special status
Issuing MunicipalityIDS database Deletion of the session
OR
Time configured for auto deletion (15 min. by default)Include national number End user Belgian National Registration number IDS database Deletion of the session
OR
Time configured for auto deletion (15 min. by default)Photo End user Identity card picture IDS database Deletion of the session
OR
Time configured for auto deletion (15 min. by default) -
When using Nitro Sign Premium Smart Documents, the user may submit Personal Data.
The Client informs Connective about the Personal Data it will process via the Data Processing Agreement signed between Nitro and the Client.
The retention period for documents that are generated with Nitro Sign Premium's ConnectR Service is set by default at 7 days. The input XML is deleted immediately after its generation.
Process Data Subject Data Type Storage Retention Period Smart Document Account Business user First name
Last name
E-mailDatabase End of contractual agreement
OR
Deletion of the account -
Client Control
Process Data Subject Data Type Storage Retention Period Support Business user First name
Last name
E-mailClient Control database End of contractual agreement Salesforce Service Cloud
Process Data Subject Data Type Storage Retention Period Support Business end user First name
Last name
EmailSalesforce database End of contractual agreement Support End user Any personal information Salesforce database Delete when closing support ticket (asap) JIRA
Process Data Subject Data Type Storage Retention Period Support Business user First name
Last name
EmailJira database End of contractual agreement Support End user Any personal information Jira database Deleted when closing the support ticket (asap)