Privacy policy

1. Who is responsible

ApprovalDock is provided by SIA “PersiPay”, registration number 40203389661, Tirgus iela 5 - 99, Iecava, Bauskas nov., LV-3913, Latvia. For privacy requests contact [email protected].

We are the controller for account administration, billing, security and our support correspondence. For files, reviewer details and review content that an agency supplies, the agency normally determines the purpose and acts as controller; we process that content to provide the service on its instructions. A white-label domain does not change these roles. Contact the agency first about its campaign content; we will assist where appropriate.

2. Data and sources

We receive your name, email, organization and role, authentication and verification information, billing/contact details, subscription and payment status, and support messages. Campaign data includes files and versions, names, reviewer email addresses, comments, decisions and timestamps. Agencies may provide reviewer details before a reviewer visits. We also receive IP addresses, browser/request information, session identifiers and security/delivery diagnostics from use of the service and infrastructure providers. Stripe supplies payment identifiers and status; full card details are entered with Stripe, not stored by ApprovalDock.

3. Why and on what basis

We use account and transaction data to enter into and perform the service contract (GDPR Article 6(1)(b)) and fulfil accounting and other legal duties (6(1)(c)). Where you represent a business, we use your business contact details based on our legitimate interests in administering that relationship (6(1)(f)). Our legitimate interests also include securing accounts, preventing abuse, providing support, troubleshooting delivery and establishing or defending claims. Agency content is processed under the agency's instructions and applicable processing terms; the agency must establish its own lawful basis. If an optional activity requires consent, it must be obtained separately and may be withdrawn. Review invitations, verification and service reminders are transactional, not marketing consent.

4. Access and service providers

Authorized workspace colleagues and designated reviewers can see the campaign information permitted by the service. Other reviewers may see shared comments and their authors. Treat review links as confidential. Authorized support staff access information only as needed to operate and support the service.

We use Hostinger for application/database hosting, Cloudflare for network security, Turnstile, R2 file storage and platform email delivery, and Stripe for payment processing. An agency can configure its own email provider. These providers process relevant data for their functions; Stripe may also act as an independent controller for its payment, fraud and compliance functions. Advisers or authorities may receive data when necessary for legal duties or claims. We do not sell personal data. With your separate consent, we also use Google Analytics 4 (Google) for statistics about our public marketing pages. Google processes the measurement data described in section 7 for this purpose. Google privacy information: https://policies.google.com/privacy.

5. International transfers

Provider operations may involve countries outside the EEA. Where such transfers occur, applicable safeguards must be used, such as an adequacy decision or European Commission standard contractual clauses with any necessary supplementary measures. Contact us for information on relevant recipients, locations and safeguards or a copy of the safeguards, subject to protection of confidential information.

6. Retention and deletion

Account data is kept while needed to provide the service and subsequently only for applicable legal duties, claims or security purposes. Billing and contractual evidence is retained for the statutory period applicable to that record; it is not automatically erased when a campaign is deleted. Support correspondence is kept for the duration of the request and any necessary related dispute or service follow-up.

Agencies choose file retention after full approval: normally 90 days, with 180/270/360 days or no automatic deletion available. An unfinished campaign does not start this countdown; reopening or a new review cycle resets it. Removing stored files through retention does not remove the approval record. Whole-campaign deletion instead removes its files and review history through a retryable background process; a minimal deletion receipt is retained for 90 days. Brief safety windows may be needed for in-progress uploads. Diagnostic categories have bounded, configurable retention; application logs currently rotate after 14 days. Backup copies follow the hosting/backup retention cycle and are restricted to recovery, not normal use. Copies already downloaded by recipients and their email inboxes cannot be recalled by deleting a campaign.

7. Cookies and security

Essential session, anti-forgery and security mechanisms keep login, language/selection preferences and review access working. Cloudflare Turnstile and network protection process technical signals to distinguish legitimate traffic from abuse. Optional Google Analytics 4 measurement is enabled on our public marketing pages only after you choose Allow analytics. Rejecting it does not affect use of the service. With consent, Google receives public-page and browser/device information, network information used in processing requests, referrer origin and a pseudonymous cookie identifier. We exclude account, workspace, reviewer and custom-domain pages, client files and account identifiers from this measurement. Advertising personalization and Google Signals are disabled. We remember your choice in local browser storage for 180 days; Analytics cookie lifetime is configured to up to 180 days. Individual Analytics event-data retention is set to two months; aggregate reports may remain available for longer. You can change or withdraw consent using Analytics choices in the footer. Withdrawal stops future collection and removes our Analytics cookies from that browser; it does not affect the lawfulness of earlier processing. Blocking essential cookies may prevent login or review access. We use encrypted transport, access controls and MFA options; no system can guarantee absolute security.

8. Your rights

Depending on the lawful basis and circumstances, you may request access, correction, deletion, restriction or data portability and object to processing based on legitimate interests. Where processing relies on consent, you may withdraw it without affecting earlier lawful processing. We may need proportionate identity verification. We normally respond within one month; lawful extensions and exceptions will be explained. Required account/contact/security data is necessary to provide the relevant functions; without it we may be unable to supply them. We do not use personal data for solely automated decisions producing legal or similarly significant effects; automated anti-abuse checks can restrict requests and can be raised with support for review.

You may complain to Latvia's Data State Inspectorate (Datu valsts inspekcija), https://www.dvi.gov.lv, or another competent supervisory authority. This page contains the current policy. Material changes affecting your data will be communicated through an appropriate service notice or email.