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DATA PROTECTION

Processing Personal Data

We prioritize transparency and are committed to informing our customers about how we use and process their personal data.

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.

Header-Photo-Processing of Personal Data

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

 

Nitro Pro

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 user

First name

Last name

Email

 Database End of the contractual agreement
OR
Upon request via privacy rights
Licensing Service Business user
End user

First name

Last name

Email

 Database End of the contractual agreement
OR
Upon request via privacy rights
Nitro Sign Essentials / Advanced / Enterprise Business user
End user

First 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

 

Nitro online tools and services

Process

Data Subject

Data Type

Storage

Retention Period
Nitro Workspace, Nitro Sign, and other services

Business user

End user

First 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

 

Nitro Sign Premium

Process

Data Subject

Data Type

Storage

Retention Period
Portal
API
WYSIWYS 		 Business: No individual

First name

Last name

Email

Avatar/image

Date of birth

Phone number

Belgian Lawyer Identification

Belgian National Registry Number

Document name

 Database Until 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 System Until 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		 Database Until 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

 Database Until 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		 Database  Until package deletion
OR
Configuration of the Auto Deletion
OR
End of the contractual agreement
 WYSIWYS
 Email code		  Business user
 End user		  First name
 Last name
 Document name
 Phone number		  Database   Until 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
Email

Optional:
18 or older
Gender
Phone number

 Database Until 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

 Database

 Until 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

 Database Until 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

 Database Until 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

 Database Until 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		 Database Until package deletion
OR
Configuration of the Auto Deletion
OR
End of the contractual agreement
eSignatures Logging

Business user

End user

 Email
First name
Last name
Package title
Initiator first name
Initiator last name		 File Deletion 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

 File Until package deletion +30 days
OR
Configuration of the Auto Deletion
eSignatures 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: date, time, name, email, and IP address of the refuser.
• In case of approval: date, time, name, and email of the approver.
• In case of reassignment approver: date, time, name, email, and IP address of the one who reassigned and the one who is reassigned.
• Viewers: date, time, name, email, and IP address of the viewers.
• In case of reassignment signer: date, time, name, email, and IP address of the one who reassigned and the one who is reassigned.
• In case of signing: date time, name, email, and IP address of the signer.
• In case of receivers: date, time, 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

 

Nitro digital signature services (DSS) 

Process

Data Subject

Data Type

Storage

Retention Period
Manual signature Business user
End user		 First name
Last name
Handwritten image		 Database Until session time-out (standard setting: 30 minutes)
Belgian Electronic ID Business user
End user		 First name from signing certificate
Last name from signing certificate
Personal signing certificate		 Database Until session time-out (standard setting: 30 minutes)
SMS code Business user
End user		 First name
Last name
Telephone number		 Database Until session time-out (standard setting: 30 minutes)
Mail code Business user
End user		 First name
Last name
Email		 Database Until session time-out (standard setting: 30 minutes)
iDIN Business user
End user		 First name
Last name		 Database Until session time-out (standard setting: 30 minutes)
Wacom Signing Pad Business user
End user		 First name
Last name
Biometric signature image		 Database Until 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		 Database Until 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		 Database Until session time-out (standard setting: 30 minutes)
OpenIDConnect Business user
End user		 First name
Last name
Personal data coming from configured idP		 Database Until session time-out (standard setting: 30 minutes)
Debit card
Softkey
Hardkey
Password		 Business user
End user		 First name
Last name		 Database Until session time-out (standard setting: 30 minutes)

Nitro worker

Process

Data Subject

Data Type

Storage

Retention Period
Manual signature Business user
End user		 First name
Last name
Handwritten image		 Memory End of the session
Belgian Electronic ID Business user
End user

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

Optional
Date of birth
Social Security number

 Memory End of the session
SMS code Business user
End user		 First name
Last name
Telephone number
Signed document		 Memory End of the session
Mail code Business user
End user		 First name
Last name
Document name
Email
Signed document		 Memory End of the session
iDIN Business user
End user		 First name
Last name
Document name
Email
Signed document		 Memory End of the session
Wacom Signing Pad Business user
End user		 First name
Last name
Document
Biometric signature image
Signed document		 Memory End 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

 Memory End of the session
Itsme Business user
End user

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

Optional:
Date of birth

 Memory End of the session
OpenIDConnect Business user
End user		 First name
Last name
Document
Signed document
Personal data coming from configured idP		 Memory End of the session
Debit Card
Softkey
Hardkey
Password		 Business user
End user		 First name
Last name
Document
Signed document		 Memory End of the session

 

Nitro identity services (IDS)

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 municipality		 IDS 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 minutes by default)
Photo End user Identity card picture IDS database Deletion of the session
OR
Time configured for auto deletion (15 minutes by default)

 

Nitro Identity Hub

Process

Data Subject

Scope

Data Type

Storage

Retention Period

Identification using

itsme® v2

 End user

openid

profile

 Identifier Identity Hub database Deletion of the session
OR
Time configured for auto deletion (15 minutes by default)
profile Family name
Given name
Name
Gender
Locale
Picture
Date of birth

Identification using

BankID Norway

 End user openid Identifier
Unique user ID
Certificate issuer
Certificate subject
Date of birth
Social security number
Family name
Given name
Name
Country		 Identity Hub database Deletion of the session
OR
Time configured for auto deletion (15 minutes by default)

Identification using

BankID Sweden

 End user openid Identifier
Social security number
Name
Family name
Given name
IP address
Country		 Identity Hub database Deletion of the session
OR
Time configured for auto deletion (15 minutes by default)

Identification using

MitID

 End user openid Identifier
Social security number
Danish MitID Person-ID
Date of birth
Age
Name
Country		 Identity Hub database Deletion of the session
OR
Time configured for auto deletion (15 minutes by default)

Identification using

FTN

 End user openid Identifier
Display name
Country
Given name
Family name
Date of birth
Finnish unique ID
Social security number		 Identity Hub database Deletion of the session
OR
Time configured for auto deletion (15 minutes by default)

Identification using

One.id

 End User openid Identifier Identity Hub database Deletion of the session
OR
Time configured for auto deletion (15 minutes by default)
profile Name
Given Name
Family Name

Identification using

Belgian eID

 End user openid Identifier Identity Hub database Deletion of the session
OR
Time configured for auto deletion (15 minutes 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 third given name
Nationality
Birth location
Date of birth
Gender
Nobility
Document type
Special status

 

Nitro smart documents

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 generated with Nitro Sign Premium's ConnectR Service is set by default at seven days. The input XML is deleted immediately after its generation.

Process

Data Subject

Data Type

Storage

Retention Period
Smart Document Account Business user First nameLast nameEmail Database End of contractual agreementORDeletion of the account

 

Customer Support

Client Control

Process

Data Subject

Data Type

Storage

Retention Period
Support Business user First name
Last name
Email		 Client 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
Email		 Salesforce 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
Email		 Jira database End of contractual agreement
Support End user Any personal information Jira database Deleted when closing the support ticket (ASAP)