Privacy Policy

1. Status of Passdoc

Passdoc is a private commercial service operated by Clicdoc Library Limited (C 116386). It is not a public administration, a government body or the agent of one. It holds no affiliation with, endorsement from or delegation by any authority that issues the forms listed in its catalogue.

The forms distributed through https://www.passdoc.com are reproductions of documents published by the issuing authorities and obtainable from those authorities directly. Passdoc does not lodge, submit or register anything with an administration on a customer's behalf. What a customer pays for is the search of the catalogue, the assisted completion of a form and the download of the resulting file.

The consequence for privacy is that every record described below is held by a private company under its own responsibility. Nothing in it is passed to an administration by Passdoc, save where a law or a judicial order compels disclosure.

2. Who controls the data, and under which law

The Site https://www.passdoc.com is published by Clicdoc Library Limited (C 116386), registered office , VAT identification MT32962420. Data protection correspondence goes to [email protected].

Clicdoc Library Limited (C 116386) determines the purposes and the means of the processing described here, and is therefore the controller of the personal data gathered from users of the Site.

The following texts govern that processing:

• Regulation (EU) 2016/679 (GDPR), for users situated in the European Union.
• Law No. 78-17 as amended (Data Protection Act), for France.
• The Personal Data Protection Law (PDPL) in force in the Malta.

3. What the service records about a user

Collection is limited to what running the catalogue, delivering downloads, billing the subscription and answering support requests actually requires.

Identification data

Surname, first name, postal address, email address, telephone number, country.

Account data

Username, hashed password, invoices, and the history of the subscription.

Payment data

Card number and banking details. These are handled by the provider Stripe alone. Passdoc never has sight of them.

Catalogue and download data

Files uploaded by the user, forms completed and templates saved, the entries typed into a form (including the names and addresses of the persons the form concerns), and the log of which documents were generated, when, and whether they were downloaded.

Technical data

IP address, device type, browser, server logs, analytical and security cookies.

4. Purposes and legal bases

5. Retention

Each category is held for the period strictly required for its purpose, then erased or anonymised.

Files uploaded by a customer and the documents produced from them are erased automatically when the subscription ends or the account is closed.

6. Hosting, disclosure and transfers

Data sits on secured servers operated by OVHcloud (OVH SAS)., located inside the European Union, in Lithuania and in the Netherlands. Backups and certain processing operations may be performed in Malta as part of the technical administration of the service.

Passdoc neither sells nor rents personal data. Disclosure is limited to the following recipients:

• Technical providers, for hosting, document production and customer support.
• The payment provider, Stripe.
• Postal operators and carriers, where an item has to be conveyed physically.
• Administrative or judicial authorities, where a law obliges it.

Every subprocessor is held to binding confidentiality and security undertakings.

Principal processors

Where technical administration or support requires it, data may travel to Malta. Passdoc secures an equivalent standard of protection through the Standard Contractual Clauses answering to Article 46 of the GDPR, and through the Personal Data Protection Act applicable in Malta.

We use Stripe for payment, analytics, and other business services. Stripe collects identifying information about the devices that connect to its services. Stripe uses this information to operate and improve the services it provides to us, including for fraud detection. You can learn more about Stripe and read its privacy policy at https://stripe.com/privacy.

7. Security

The technical and organisational measures in place answer to recognised international standards: SSL/TLS encryption in transit, password hashing, firewalling, activity logging, separation of environments, restrictive access control and internal security audits.

8. Cookies

• Technical cookies, without which the service cannot run.
• Analytical cookies (Google Analytics 4), used to measure audience.
• Functional cookies, which retain the chosen language and other preferences.

Cookies are governed from the consent banner or from the browser settings. Declining the technical cookies makes the service inaccessible.

9. Rights available to the user, and how to use them

A customer holds the following GDPR / PDPL rights over their own data.

• Access to the data held about them.
• Rectification of inaccurate data.
• Erasure, known as the right to be forgotten.
• Restriction of processing.
• Objection to processing.
• Portability, meaning an export of the data.
• Post-mortem directives, in the European Union only.

Requests are addressed to [email protected] and answered within 30 days at the latest. Proof of identity may be asked for before a request is executed, so that data is not released to the wrong person.

A user situated in the European Union is additionally free to lodge a complaint with the supervisory authority of their own country.

10. Revisions to this policy

Passdoc may amend this policy at any time. The version that governs is the one published on the Site on the day it is consulted. Any material amendment is announced by email or inside the customer account.