Processing of Personal Data
We value transparency and want to inform our customers how personal data is used and processed when using our services.
Overview
Compliance
Data Protection
Security
Legal
AI at Nitro

Personal Data Usage

Nitro requires certain personal data, such as email addresses, for normal product operations and communication purposes. Importantly, Nitro does not use customers' personal data for AI services or modeling activities.

Data Processing and Storage
Personal data processing and retention may vary depending on the Nitro Service being used. Here’s how your data is handled:

  • Encryption: Data uploaded by users to Nitro Services is encrypted both in transit and at rest using industry-standard encryption algorithms, ensuring your information remains secure.

Anonymous Product Usage Data
In addition to the data required for product operation, Nitro collects anonymous product usage data, such as which features are used. This data helps improve our products. If account holders have this option enabled, they can view aggregated data from this telemetry on our analytics dashboards.

Knowledge Assistant: Nitro’s large language model chat tool
Nitro offers a chat tool called Knowledge Assistant, available on our website and in our key products (Nitro PDF Pro for Windows, Mac, and iOS, Nitro Workspace, Nitro Admin, Nitro Sign.

How it operates:

  • Foundation: Is based on GPT foundation models and hosted on Azure.
  • Data controls: Ensures data entered as questions is not used by third parties for their models.
  • Functionality: Uses data from Nitro’s support documentation to provide specific help on our products in multiple languages. It is designed solely to assist with Nitro products and does not offer advice on other topics.
  • Data access: Knowledge Assistant does not have access to user data and, therefore, cannot train on it.

Product Details

    • ProcessData SubjectData TypeStorageRetention Period
      Enterprise License Generator UserBusiness - No individualName of companyAWS S3No delete function provided
      Enterprise License Generator UserUsersemail, firstname, lastname, timezone, locale, title, company, remote_ip, department, countryAWS RDSUpon request via privacy rights
      Sign-up and Account ServiceBusiness user
      End user      		First name, last name, emailDatabaseEnd of the contractual agreement
      OR
      Upon request via privacy rights
      Licensing ServiceBusiness user
      End user      		First name, last name, emailDatabaseEnd of the contractual agreement
      OR
      Upon request via privacy rights
      Nitro Sign Essentials / Advanced / EnterpriseBusiness user
      End user      		First name, last name, email, signature image, phone number, document name, document content, ip addressDatabase / DocumentEnd of the contractual agreement
      OR
      Upon request via privacy rights
      OR
      Document deletion

    • ProcessData SubjectData TypeStorageRetention Period
      Nitro Workspace, Nitro Sign, and other ServicesBusiness user, End userFirst name, last name, email, signature image, phone number, document name, document content, ip addressDatabase / Document

      End of the contractual agreement

      OR

      Upon request via privacy rights

      OR

      Document deletion

    • ProcessData SubjectData TypeStorageRetention Period
      Portal
      API
      WYSIWYS

      Business user

      End user

      		First name
      Last name
      Email
      Avatar/ image
      Date of birth
      Phone number
      Belgian Lawyer Identification
      Belgian National Registry Number
      Document name      		DatabaseUntil package deletion
      OR
      Configuration of the Auto Deletion
      OR
      End of the contractual agreement
      Portal
      API
      WYSIWYS

      Business user

      End user

      		Document name
      Document/content
      Personal Signing Certificate      		File SystemUntil package deletion
      OR
      Configuration of the Auto Deletion
      OR
      End of the contractual agreement
      WYSIWYS
      Manual signature

      Business user

      End user

      		First name
      Last name
      Document name
      Handwritten image
      Image input type:
      Draw – Type – Upload      		DatabaseUntil package deletion
      OR
      Configuration of the Auto Deletion
      OR
      End of the contractual agreement
      WYSIWYS
      Belgian Electronic ID

      Business user

      End user

      First name
      Last name
      Document name
      Personal Signing Certificate

      Optional
      Date of birth
      Belgian National Registry number

      		DatabaseUntil package deletion
      OR
      Configuration of the Auto Deletion
      OR
      End of the contractual agreement
      WYSIWYS
      SMS Code

      Business user

      End user

      		First name
      Last name
      Document name
      Phone number      		DatabaseUntil package deletion
      OR
      Configuration of the Auto Deletion
      OR
      End of the contractual agreement
      WYSIWYS
      E-mail Code

      Business user

      End user

      		First name
      Last name
      Document name
      E-mail      		DatabaseUntil package deletion
      OR
      Configuration of the Auto Deletion
      OR
      End of the contractual agreement
      WYSIWYS
      iDIN

      Business user

      End user

      First name
      Last name
      Document name
      BIN
      Name
      Initials
      Address
      Date of birth
      E-mail

      Optional
      18 or older
      Gender
      Phone number

      		DatabaseUntil package deletion
      OR
      Configuration of the Auto Deletion
      OR
      End of the contractual agreement
      WYSIWYS
      Wacom Signing Pad

      Business user

      End user

      		First name
      Last name
      Document name
      Biometric signature image      		DatabaseUntil package deletion
      OR
      Configuration of the Auto Deletion
      OR
      End of the contractual agreement
      WYSIWYS
      Belgian Lawyer Card

      Business user

      End user

      First name
      Last name
      Document name

      Optional
      Lawyers-ID

      		DatabaseUntil package deletion
      OR
      Configuration of the Auto Deletion
      OR
      End of the contractual agreement
      WYSIWYS
      Itsme

      Business user

      End user

      First name
      Last name
      Document name
      First name from signing certificate
      Last name from signing certificate
      Personal signing certificate

      Optional
      Date of birth

      		DatabaseUntil package deletion
      OR
      Configuration of the Auto Deletion
      OR
      End of the contractual agreement
      WYSIWYS
      OpenIDConnect

      Business user

      End user

      First name
      Last name
      Document name
      Personal data coming from configured idP

      Optional
      Date of birth

      		DatabaseUntil package deletion
      OR
      Configuration of the Auto Deletion
      OR
      End of the contractual agreement
      WYSIWYS
      Debit Card
      Softkey
      Hardkey
      Password

      Business user

      End user

      		First name
      Last name
      Document name      		DatabaseUntil package deletion
      OR
      Configuration of the Auto Deletion
      OR
      End of the contractual agreement
      eSignatures Logging

      Business user

      End user

      		E-mail
      First name
      Last name
      Package title
      Initiator first name
      Initiator last name      		FileDeletion of the logs
      OR
      End of the contractual agreement
      eSignatures Audit Proofs

      Business user

      End user

      Encrypted
      Signature details
      Signed PDF

      Not Encrypted
      Optional
      Phone number (signed with SMS OTP)
      E-mail (signed with e-mail OTP)
      End user IP address

      		FileUntil package deletion +30 days
      OR
      Configuration of the Auto Deletion
      eSignatures Audit TrailBusiness 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

    • ProcessData SubjectData TypeStorageRetention Period
      Manual SignatureBusiness user
      End user      		First name
      Last name
      Handwritten image      		DatabaseUntil session time-out, standard setting 30 minutes
      Belgian Electronic IDBusiness user
      End user      		First name from signing certificate
      Last name from signing certificate
      Personal Signing Certificate      		DatabaseUntil session time-out, standard setting 30 minutes
      SMS CodeBusiness user
      End user      		First name
      Last name
      Telephone number      		DatabaseUntil session time-out, standard setting 30 minutes
      Mail CodeBusiness user
      End user      		First name
      Last name
      E-mail      		DatabaseUntil session time-out, standard setting 30 minutes
      iDINBusiness user
      End user      		First name
      Last name
      		DatabaseUntil session time-out, standard setting 30 minutes
      Wacom Signing Pad
      		Business user
      End user      		First name
      Last name
      Biometric signature image      		DatabaseUntil session time-out, standard setting 30 minutes
      Belgian Lawyer Card
      		Business user
      End user      		First name from signing certificate
      Last name from signing certificate
      Personal Signing Certificate      		DatabaseUntil session time-out, standard setting 30 minutes
      Itsme
      		Business user
      End user      		First name from signing certificate
      Last name from signing certificate
      Personal Signing Certificate      		DatabaseUntil session time-out, standard setting 30 minutes
      OpenIDConnect
      		Business user
      End user      		First name
      Last name
      Personal data coming from configured idP      		DatabaseUntil session time-out, standard setting 30 minutes
      Debit Card
      Softkey
      Hardkey
      Password      		Business user
      End user      		First name
      Last name      		DatabaseUntil session time-out, standard setting 30 minutes
    • ProcessData SubjectData TypeStorageRetention Period
      Manual SignatureBusiness user
      End user      		First name
      Last name
      Handwritten image      		MemoryEnd of the session
      Belgian Electronic IDBusiness user
      End user

      First name
      Last name
      Document name
      Signed document with Personal Signing Certificate

      Optional
      Date of birth
      Social Security number

      		MemoryEnd of the session
      SMS CodeBusiness user
      End user      		First name
      Last name
      Telephone number
      Signed document      		MemoryEnd of the session
      Mail CodeBusiness user
      End user      		First name
      Last name
      Document name
      E-mail
      Signed document      		MemoryEnd of the session
      iDINBusiness user
      End user      		First name
      Last name
      Document name
      E-mail
      Signed document      		MemoryEnd of the session
      Wacom Signing Pad
      		Business user
      End user      		First name
      Last name
      Document
      Biometric signature image
      Signed document      		MemoryEnd of the session
      Belgian Lawyer Card
      		Business user
      End user

      First name
      Last name
      Document name
      Signed document with Personal Signing Certificate

      Optional
      Laywers-ID

      		MemoryEnd of the session
      Itsme
      		Business user
      End user

      First name
      Last name
      Document name
      Signed document with Personal Signing Certificate

      Optional
      Date of birth

      		MemoryEnd of the session
      OpenIDConnect
      		Business user
      End user      		First name
      Last name
      Document
      Signed document
      Personal data coming from configured idP      		MemoryEnd of the session
      Debit Card
      Softkey
      Hardkey
      Password      		Business user
      End user      		First name
      Last name
      Document
      Signed document      		MemoryEnd of the session
    • ProcessData SubjectData TypeStorageRetention Period
      Personal InfoEnd usereID 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 municipality      		IDS databaseDeletion of the session
      OR
      Time configured for auto deletion (15 min. by default)
      Include National NumberEnd userBelgian National Registration numberIDS databaseDeletion of the session
      OR
      Time configured for auto deletion (15 min. by default)
      PhotoEnd userIdentity card pictureIDS databaseDeletion of the session
      OR
      Time configured for auto deletion (15 min. by default)
    • ProcessData SubjectScopeData TypeStorageRetention Period

      Identification using

      itsme® v2

      		End user

      openid

      profile

      • Identifier
      		Identity Hub databaseDeletion of the session
      OR
      Time configured for auto deletion (15 min. by default)
      profile
      • Family name
      • Given name
      • Name
      • Gender
      • Locale
      • Picture
      • Date of birth

      Identification using

      BankID Norway

      		End useropenid
      • Identifier
      • Unique user id
      • Certificate issuer
      • Certificate subject
      • Date of birth
      • Social security number
      • Family name
      • Given name
      • Name
      • Country
      		Identity Hub databaseDeletion of the sessionORTime configured for auto deletion (15 min. by default)

      Identification using

      BankID Sweden

      		End useropenid
      • Identifier
      • Social security number
      • Name
      • Family name
      • Given name
      • IP address
      • Country
      		Identity Hub databaseDeletion of the sessionORTime configured for auto deletion (15 min. by default)

      Identification using

      MitID

      		End useropenid
      • Identifier
      • Social security number
      • Danish MitID Person-ID
      • Date of birth
      • Age
      • Name
      • Country
      		Identity Hub databaseDeletion of the sessionORTime configured for auto deletion (15 min. by default)

      Identification using

      FTN

      		End useropenid
      • Identifier
      • Display name
      • Country
      • Given name
      • Family name
      • Date of birth
      • Finnish unique ID
      • Social security number
      		Identity Hub databaseDeletion of the sessionORTime configured for auto deletion (15 min. by default)

      Identification using

      One.id

      		End Useropenid
      • Identifier
      		Identity Hub databaseDeletion of the sessionORTime configured for auto deletion (15 min. by default)
      profile
      • Name
      • Given Name
      • Family Name

      Identification using

      Belgian eID

      		End useropenid
      • Identifier
      		Identity Hub databaseDeletion of the sessionORTime configured for auto deletion (15 min. by default)
      connective:beid_personalinfo
      • Card validity date from
      • Card validity date to
      • Card delivered in town
      • Name
      • Two given first names
      • First letter of 3rd given name
      • Nationality
      • Birth location
      • Date of birth
      • Gender
      • Nobility
      • Document type
      • Special status

    • When using Nitro Sign Premium Smart Documents, the user may submit personal data.

      The Client informs Nitro 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.

      ProcessData SubjectData TypeStorageRetention Period
      Smart Document AccountBusiness userFirst name
      Last name
      E-mail      		DatabaseEnd of contractual agreement
      OR
      Deletion of the account

    • Client Control

      ProcessData SubjectData TypeStorageRetention Period
      SupportBusiness userFirst name
      Last name
      E-mail      		Client Control databaseEnd of contractual agreement

      Salesforce Service Cloud

      ProcessData SubjectData TypeStorageRetention Period
      SupportBusiness end userFirst name
      Last name
      Email      		Salesforce databaseEnd of contractual agreement
      SupportEnd userAny personal informationSalesforce databaseDelete when closing support ticket (asap)

      JIRA

      ProcessData SubjectData TypeStorageRetention Period
      SupportBusiness userFirst name
      Last name
      Email      		Jira databaseEnd of contractual agreement
      SupportEnd userAny personal informationJira databaseDeleted when closing the support ticket (asap)