Data processing terms

Roles

Your organisation is the controller of the personal data inside the documents you upload. Formalini is the processor and acts only on your instructions, which are the settings, templates and destinations you configure.

Subject matter and duration

Processing consists of storing uploaded documents, extracting the fields you defined, letting your reviewers correct them, and sending approved records to the destinations you choose. It lasts for as long as your account is active.

Categories of data

Whatever appears on the documents you submit — typically names, addresses, signatures, asset references, readings and amounts. Do not upload special category data unless you have a lawful basis to do so.

Sub-processors

• Cloud hosting and database — application hosting, database and private file storage.
• AI extraction provider — reads submitted document images to return the requested fields; no model training on your content.
• Payment provider — subscription and payment processing (billing data only, not documents).

We will tell you before adding a sub-processor that handles document content.

Security measures

• Encryption in transit and at rest.
• Private storage with short-lived signed access links only.
• Row-level access rules binding every record to your workspace.
• Role and scope based access for members you invite.

International transfers

Where a sub-processor processes data outside the EEA or UK, transfers rely on Standard Contractual Clauses or an adequacy decision.

Assistance and breach notification

We assist you with data subject requests and provide the export and deletion tools needed to answer them. We notify you without undue delay after becoming aware of a personal data breach affecting your content.

Return and deletion

You can export or delete documents at any time. On termination we delete your documents and extracted data after a short grace period, unless law requires us to keep a record.

Signing a counterpart

If your procurement process needs a signed copy, email legal@formalini.com.