Privacy policy

General

Actual Reports OÜ, a company incorporated under the laws of the Republic of Estonia with registration number 12318670, provides Documentas, a business-to-business service for forms, document generation and electronic signatures.

This Privacy Policy describes how we collect, use and disclose personal data about visitors to documentas.com, people who book a walkthrough, and the users of Documentas accounts. If you have questions about it, or suspect an infringement of your rights, contact us at info@actualreports.com.

Data you put into Documentas

When our customers use Documentas, they collect personal data from their own respondents and signers: form answers, names, email addresses, ID codes, signatures and the audit log of each step. For that data, the customer is the controller and we are the processor, acting under our Data Processing Agreement. If you filled in a form or signed a document sent through Documentas, contact the organisation that sent it to you to exercise your rights.

What personal data we collect

• Account users: name, email address, company name, role, and the actions you take in Documentas.
• Walkthrough bookings: the name, email address and any notes you enter when you book a call through Google Calendar.
• Support and correspondence: what you write to us and our replies.
• Website analytics: if you allow analytics cookies, Google Analytics collects how you use documentas.com, such as pages viewed, the device and browser type and an approximate location (country). The IP address is not stored in full.

Cookies

documentas.com shows a cookie banner. Visitors from the EU, the EEA, the United Kingdom and Switzerland are asked first, and Google Analytics stays off until they accept. Your choice is stored in your browser. You can change it at any time with the Cookie settings link at the bottom of every page.

Purposes and legal basis

Who we share personal data with

We do not sell personal data and do not display it publicly. Our employees access personal data only to the extent their work requires. We use service providers to run Documentas and documentas.com, such as our hosting and infrastructure providers and Google for analytics and calendar bookings. They process the data on our behalf and under contract.

Transfers outside the EU and EEA

Documentas customer data is hosted in the region agreed with the customer: the United States, the European Union or Australia. Where personal data is transferred outside the EU and EEA, we rely on the EU-US Data Privacy Framework, an adequacy decision or the European Commission’s standard contractual clauses, in compliance with the GDPR.

Your rights

• Access: ask what personal data we hold about you.
• Rectification: ask us to correct inaccurate data.
• Erasure: ask us to delete data we no longer need.
• Restriction and objection: ask us to limit processing, or object to processing based on legitimate interest.
• Portability: receive data you gave us in a structured, machine-readable format, where processing is based on consent or a contract.
• Withdraw consent: at any time, for example through Cookie settings or the unsubscribe link in an email.

To exercise these rights, write to info@actualreports.com. We may refuse requests that are manifestly unfounded or excessive.

Retention

We keep personal data only as long as we need it for the purposes above: account data for as long as the account exists, walkthrough data for as long as we are discussing working together, and analytics data for the period set in Google Analytics. In a dispute, we keep the data until it is resolved or the claim expires.

Changes

We may update this Privacy Policy to reflect changes in our processing or in the law. The version date below shows when it last changed.

Supervisory authority

You can complain to the Estonian Data Protection Inspectorate (www.aki.ee, info@aki.ee), or to the data protection authority where you live or work.

Privacy Policy version date: 16 October 2026.