Privacy Policy
Your privacy is important to us. This policy explains how we collect, use, and protect your personal data.
Last updated: April 2026
Data Controller
Ontos B.V. (operating Doc2iXBRL) is the data controller responsible for your personal data. You can contact us at:
Data We Collect
We collect various types of information to provide and improve our service:
Personal Information
- Name and email address when you create an account
- Organization name and details
- Payment information when you subscribe (processed by our payment provider)
- Communications when you contact us
Documents and Content
- Financial documents you upload for conversion (PDF, DOCX)
- Generated iXBRL output files
Usage Data
- Log data including IP address, browser type, and access times
- Device information and identifiers
- How you interact with our service
How We Use Your Data
We process your personal data for the following purposes and legal bases:
Providing our service
Legal basis: Contract performance - to convert your documents to iXBRL format
Account management
Legal basis: Contract performance - to manage your account and subscriptions
Service improvement
Legal basis: Legitimate interest - to analyze usage and improve our service
Communication
Legal basis: Legitimate interest / Consent - to send service updates and marketing communications
AI Data Processing
Your documents are processed using AI technology to extract and map financial data. Important information about this processing:
- Document content may be shared with selected AI and OCR providers strictly as needed to extract text, analyze document structure, and suggest taxonomy mappings
- The specific providers we use may change over time. Detailed provider information, sub-processor details, and transfer safeguards are available on request
- Where processing involves providers outside the EEA, we rely on contractual and technical safeguards appropriate to the transfer
- We do not use your documents or generated output to train our own models, and product-improvement review stays off unless you or your workspace have enabled it
Data Sharing
We share your data with categories of service providers that help us operate the service:
Infrastructure, hosting, and content delivery providers
Run the web application, backend services, and secure network delivery
Authentication, database, and encrypted storage providers
Store account records, uploaded documents, and conversion results
AI and OCR providers
Support text extraction, document analysis, and taxonomy mapping
Payment and billing providers
Process payments, invoices, and related transactional records where applicable
Development and operational tooling providers
Support source code hosting, monitoring, and internal service operations
Data Retention
We retain data only as long as needed to provide the service, meet legal obligations, and support secure recovery processes:
- Account data: Retained while your account is active and generally for up to 30 days after account deletion or contract termination, unless longer retention is required by law
- Uploaded documents: Retained while your account is active and deleted within 30 days of account deletion or contract termination, subject to limited backup retention and recovery windows. You may delete individual documents through the Service
- Conversion results: Retained while your account is active and deleted on the same schedule as the related account or workspace, subject to limited backup retention
Your Rights
Under the GDPR, you have the following rights regarding your personal data:
Right of Access
Request a copy of all personal data we hold about you
Right to Rectification
Request correction of inaccurate or incomplete data
Right to Erasure
Request deletion of your personal data ('right to be forgotten')
Right to Portability
Receive your data in a structured, machine-readable format
Right to Object
Object to processing based on legitimate interests
Right to Withdraw Consent
Withdraw consent at any time where processing is based on consent
You also have the right to lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens) if you believe your rights have been violated.
International Data Transfers
Some service providers may process data outside the European Economic Area (EEA). We aim to keep primary hosting and storage in the EU, but some limited processing or support activities may involve non-EEA transfers.
Where non-EEA transfers occur, we rely on Standard Contractual Clauses (SCCs) or equivalent safeguards and can provide further detail on request.
Security
We implement appropriate technical and organizational measures to protect your personal data:
- All data is encrypted in transit using TLS/SSL
- Data at rest is encrypted using industry-standard encryption
- Access to personal data is restricted to authorized personnel only
- Regular security assessments and monitoring are performed
Changes to This Policy
We may update this privacy policy from time to time. We will notify you of any material changes by posting the new policy on this page and updating the 'last updated' date. We encourage you to review this policy periodically.
Contact Us
If you have any questions about this privacy policy or our data practices, please contact Ontos B.V.: