1. Scope of this Policy
This Privacy Policy (the “Policy”) explains the practices relating to personal data processed through the corporate website and the DisputeTech platform (together, the “Service”) operated by DisputeTech (“DisputeTech”, “we”). This Policy is the single point of reference for both the corporate website and the DisputeTech application.
2. Data controller and contact
DisputeTech is the data controller for the processing of personal data within the scope of the Service. For privacy-related questions and requests, you can contact us at info@disputetech.ai.
3. Personal data collected
Depending on how you use the Service, the following categories of personal data may be processed:
- Full name
- Email address
- Phone number, if provided
- Organisation name and type of organisation
- Tenant and membership information
- Role, department and job function
- Account and authentication information
- Files and documents you upload to the system
- Personal data contained in those documents, such as parties, dates, amounts and similar
- Descriptions and answers you enter into the system
- IP address, device, browser, session and security logs
- Information you share in the pilot request form
- Email sending and delivery records
4. How data is collected
Personal data is collected directly from you when you create an account and an organisation workspace, automatically by the system while you use the Service (for example, security logs), and from the information you provide when you fill in pilot request or contact forms.
5. Purposes of processing
Your personal data is processed for the following purposes: creating accounts and tenants; authentication and access security; preparing dispute files; classifying and analysing documents; generating outputs on risks and missing information; user support; assessing pilot requests; security and the prevention of misuse; complying with legal obligations; developing the Service and measuring its performance.
6. Legal bases for processing
Your personal data is processed on the basis of the conclusion and performance of the contract between us, the pursuit of our legitimate interests (for example, security and service development), compliance with our legal obligations and, where required, your explicit consent.
7. Organisation, membership and authorisation data
When you become a member of an organisation workspace (tenant), information such as the organisation name, your membership status, your role and your permission level is processed in order to apply the access and authorisation decisions of your organisation’s administrator.
8. Uploaded documents and dispute files
The documents you upload to the Service and the information they contain are processed solely for the purpose of providing the Service. By uploading a document, you declare that you are authorised to upload that document and to have it processed as part of the Service. Your documents are not used for independent advertising or sales purposes. Document contents may be processed by third-party AI and infrastructure service providers solely for the purpose of providing the Service. Your documents and the outputs generated from them are not made public.
9. AI-assisted processing
The documents you upload go through AI-assisted analysis processes in order to generate outputs such as risk signals, identification of missing documents and suggested first actions. This processing is limited to providing the Service. The AI provider used is described by category in the “Service providers and data processors” section below.
10. Pilot request and contact form
When you fill in the pilot request form, your full name, email address, phone number (if shared), the use case you select and the selected interface language are sent by email to the relevant team in order to assess your request and get in touch with you, and are retained for a reasonable follow-up period.
11. Technical records and security logs
To keep the Service secure and prevent misuse, IP addresses, device and browser information, session records and similar technical security logs are processed.
12. Service providers and data processors
To provide the Service, we use infrastructure and service providers in the following categories: cloud hosting and data infrastructure providers (for example, Railway), email delivery providers (for example, Zoho / ZeptoMail), AI and document processing providers, and security, logging and performance services. These providers may access data only for the purpose of providing the Service and only to the extent necessary.
13. International data transfers
Some of the service providers we use may operate in different countries; as a result, your personal data may be processed across borders for the purpose of providing the Service. The contractual and technical safeguards for these transfers are being clarified as part of a legal review.
14. Data retention and deletion
Your personal data is retained according to the following criteria: account data for as long as your account is active; tenant and membership records for as long as they are needed to provide the Service and for security purposes; dispute files until you delete them, your account is closed or they are no longer needed to provide the Service; security and transaction logs for a reasonable period for security, dispute resolution and legal obligations; and pilot and contact requests until the request has been concluded and for a reasonable follow-up period. Once these periods end, your data may be deleted or anonymised.
15. Data security
DisputeTech applies reasonable technical and organisational security measures to protect your personal data. However, no method of transmission or storage can be guaranteed to be completely secure.
16. Rights of data subjects
With regard to your personal data, you have the right to be informed, and the rights of access, rectification, erasure, restriction of processing, objection, data portability and withdrawal of consent. To exercise these rights, you can contact us at info@disputetech.ai. You also have the right to lodge a complaint with the Autoriteit Persoonsgegevens, the competent data protection authority in the Netherlands.
17. Cookies and similar technologies
This version of the corporate website does not use advertising cookies or third-party analytics/tracking tools. If this changes in the future, this Policy will be updated and the necessary information/consent mechanism will be added.
18. Children’s data
The Service is not directed at children, and we do not knowingly collect personal data from children. If we become aware that such data has been collected, we will delete it within a reasonable time.
19. Changes to this Policy
This Policy may be updated from time to time. The current version is always published on this page, and significant changes will be announced in a reasonable manner.
20. Contact and right to complain
For questions about this Policy or the processing of your personal data, you can contact us at info@disputetech.ai, and you may also apply to the competent data protection authority.