Privacy Policy

Your privacy is important to us. This policy explains how we collect, use, and protect your personal data. Version 1.5. Effective: 22 September 2026

Last updated: 22 September 2026

Data Controller

Ontos B.V. (operating Doc2iXBRL) is the data controller responsible for your personal data. You can contact us at:

Ontos B.V.

Middelburg, The Netherlands

CoC: 42011303
VAT: NL869277571B01
Email: contact@doc2ixbrl.com

The iXBRL Reader (public tool)

Our iXBRL Reader is a free, public tool that anyone can use without an account. Opening it does require a company email address: we ask for it once, before your first upload, and remember that access in the browser. There is no way to use the Reader without leaving an address, and we do not accept personal mailbox providers such as Gmail, Outlook or Proton. When you upload a tagged iXBRL Report Package, that file is a financial report that may contain personal data of people other than you, such as directors, signatories, or auditors. This section explains how we process that data and the choices you have.

Purposes and legal basis

Running the Reader on the file you upload: Legal basis: Legitimate interest (Art. 6(1)(f) GDPR) - to read, validate, and display the contents of the Report Package you ask us to open. Without the optional permission below, your file is processed transiently and is not kept beyond the limited window described under Retention.
Storing your file to test and improve the product: Legal basis: Consent (Art. 6(1)(a) GDPR), opt-in only and switched off by default. Only if you explicitly grant this permission do we keep your uploaded file to test and improve Doc2iXBRL. You can withdraw this consent at any time.
Marketing email: Legal basis: Consent (Art. 6(1)(a) GDPR), opt-in only and switched off by default. If you choose to receive product news and marketing email, we use the email address you provide for that purpose. You can withdraw this consent at any time, as easily as you gave it.
Reader access and lead follow-up: Legal basis: Legitimate interest (Art. 6(1)(f) GDPR) - to understand which organisations use the public Reader and to avoid asking the same browser for access again. We reject common personal, free and throwaway email providers for this purpose, so the only address we hold is a business one. Contact about the Reader itself rests on the separate acknowledgement you give at the access step, which names that use; product news and marketing email are a different thing again and are sent only on the marketing opt-in described above.

Three things are asked of you and they are not the same thing. The company email address is required - it is how the Reader opens. Confirming you have the right to share the file is required too, because the file may contain other people's data. The storage and marketing permissions are optional, separate from each other, and switched off by default: the Reader works whether or not you grant them, and we record every consent choice so we can demonstrate it if asked.

Recipients and processors

We use Supabase as our processor for database and file storage. Supabase acts on our instructions under a data processing agreement and only to provide hosting and storage for the Reader.

Filing data is processed in EU regions for primary hosting, storage, OCR and document processing. Where any future approved processing involves a transfer outside the European Economic Area (EEA), we rely on Standard Contractual Clauses (SCCs) or equivalent safeguards, as described in the 'International Data Transfers' section below.

How long we keep your upload

Without the storage permission: your file itself is not retained - it is processed transiently and deleted as soon as the report has been rendered and checked against the validator. The technical metadata of the upload, and the company email address you gave to open the Reader, are purged within 30 days, subject only to limited backup retention and recovery windows. Giving us that address does not extend those 30 days. Each optional permission extends only what it covers, to a maximum of 12 months: the storage permission keeps your file and the record it belongs to, and the marketing opt-in keeps your email address so that we can send you what you asked for.
With the storage permission: we keep your file for a maximum of 12 months (365 days), after which it is deleted, unless you withdraw consent or request erasure sooner.
Erasure on request: you can ask us to delete an uploaded file and the personal data in it at any time, and we will do so without undue delay.

Personal data of other people in the file

A Report Package may contain personal data about people other than the person uploading it, for example the names and signatures of directors, board members, or auditors. We process that data only to run the Reader and, where you have opted in, to test and improve the product.

When you upload a file, you confirm and warrant that you have the right to share it and to grant us permission to process it for these purposes. You are responsible for ensuring you are allowed to share any personal data the file contains.

If you are an individual named in an uploaded report and you wish to exercise your data-protection rights or request erasure of your personal data, you can contact us at contact@doc2ixbrl.com. We will act on your request even though you did not upload the file yourself.

Your rights and how to exercise them

For data processed through the Reader you have the right to access, rectification, erasure, restriction of processing, objection, and data portability. To exercise any of these rights, contact us using the details in the 'Data Controller' and 'Contact Us' sections of this policy.

Where our processing is based on consent (storing your file to improve the product, or marketing email), you can withdraw that consent at any time, as easily as you gave it. Withdrawing consent does not affect the lawfulness of processing carried out before the withdrawal.

You also have the right to lodge a complaint with the Dutch Data Protection Authority, the Autoriteit Persoonsgegevens, if you believe your rights have been violated.

Data We Collect

We collect various types of information to provide and improve our service:

Personal Information

Name and email address when you create an account
Organization name and details
Payment information when you subscribe (processed by our payment provider)
Communications when you contact us

Documents and Content

Financial documents you upload for conversion (PDF, DOCX)
Generated iXBRL output files

Usage Data

Log data including IP address, browser type, and access times
Device information and identifiers
How you interact with our service

How We Use Your Data

We process your personal data for the following purposes and legal bases:

Providing our service: Legal basis: Contract performance - to convert your documents to iXBRL format
Account management: Legal basis: Contract performance - to manage your account and subscriptions
Service improvement: Legal basis: Legitimate interest - to analyze usage and improve our service
Communication: Legal basis: Legitimate interest / Consent - to send service updates and marketing communications

AI Data Processing

Your documents are processed using AI technology to extract and map financial data. Important information about this processing:

Document content may be shared with selected AI and OCR providers strictly as needed to extract text, analyze document structure, and suggest taxonomy mappings
The specific providers we use may change over time. Detailed provider information, sub-processor details, and transfer safeguards are available on request
Filing data processing runs in EU regions today; where any future approved provider outside the EEA is used, we rely on contractual and technical safeguards appropriate to the transfer
We do not use your documents or generated output to train our own models, and product-improvement review stays off unless you or your workspace have enabled it

Data Retention

We retain data only as long as needed to provide the service, meet legal obligations, and support secure recovery processes:

Account data: Retained while your account is active and generally for up to 30 days after account deletion or contract termination, unless longer retention is required by law
Uploaded documents: Retained while your account is active and deleted within 30 days of account deletion or contract termination, subject to limited backup retention and recovery windows. You may delete individual documents through the Service
Conversion results: Retained while your account is active and deleted on the same schedule as the related account or workspace, subject to limited backup retention

Your Rights

Under the GDPR, you have the following rights regarding your personal data:

Right of Access: Request a copy of all personal data we hold about you
Right to Rectification: Request correction of inaccurate or incomplete data
Right to Erasure: Request deletion of your personal data ('right to be forgotten')
Right to Portability: Receive your data in a structured, machine-readable format
Right to Object: Object to processing based on legitimate interests
Right to Withdraw Consent: Withdraw consent at any time where processing is based on consent

You also have the right to lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens) if you believe your rights have been violated.

Cookies

We use cookies and similar technologies to enhance your experience on our website. Cookies are small text files stored on your device that help us provide and improve our service.

Types of Cookies We Use

Necessary Cookies: Essential for website functionality, authentication, and security. Cannot be disabled.
Analytics Cookies: Help us understand how visitors use our website to improve the user experience. We use Google Analytics and Microsoft Clarity for this; Clarity records session replays and heatmaps, with sensitive content masked by default. These cookies are loaded only if you accept analytics cookies.
Marketing Cookies: Used to deliver relevant advertisements and measure the effectiveness of our Google Ads campaigns. If you accept marketing cookies, we may share a securely hashed version of your email address with Google to attribute a form submission to an advertisement, on the basis of your consent. Without this consent, no such data is shared. Our marketing pages also use Monaco, a business-visitor identification service that determines the company behind a visit from its network (IP) address together with the pages viewed and time spent, aggregated at company level. Without marketing cookies, this measurement is limited to the current browser session; if you accept marketing cookies, Monaco sets a first-party cookie to recognise returning business visits. Independently of these cookies, the details you submit through a contact, demo, course or Reader form are also stored in Monaco as a contact record, so that we can respond to your request and see which campaign it came from. We also use the LinkedIn Insight Tag, which measures the results of our LinkedIn advertising campaigns and lets us reach relevant professional audiences. It reports the public page you are viewing to LinkedIn, together with the referring page, your IP address, your browser and device characteristics and the time, and it sets cookies that may recognise you as a LinkedIn member, so it is loaded only if you accept marketing cookies. It runs on our public pages only: it is never loaded inside the application, on your conversions or documents, or on a shared preview link. If you later withdraw your consent, we remove the tag from the page, stop loading it, and delete the click identifier it stored on this website. LinkedIn may already have received the public page you were viewing at that moment, which we cannot undo. We also use the Microsoft Advertising tag (UET), which measures the results of our Microsoft Advertising campaigns. It reports the public page you are viewing to Microsoft, together with the referring page, your IP address, your browser and device characteristics and the time, and it sets cookies on this website that recognise your visit and store the advertising click identifier, while Microsoft sets its own cookies on its domains that may recognise you across websites, so it is loaded only if you accept marketing cookies. It runs on our public pages only: it is never loaded inside the application, on your conversions or documents, or on a shared preview link. If you later withdraw your consent, we remove the tag from the page, stop loading it, and delete the cookies it stored on this website; the cookies Microsoft set on its own domains are outside our reach. Microsoft may already have received the public page you were viewing at that moment, which we cannot undo.

International Data Transfers

Filing data is processed in EU regions for primary hosting, storage, OCR and document processing. If a future approved sub-processor or support activity involves a transfer outside the European Economic Area (EEA), the transfer is handled under the safeguards described here.

Where non-EEA transfers occur, we rely on Standard Contractual Clauses (SCCs) or equivalent safeguards and can provide further detail on request.

Security

We implement appropriate technical and organizational measures to protect your personal data:

All data is encrypted in transit using TLS/SSL
Data at rest is encrypted using industry-standard encryption
Access to personal data is restricted to authorized personnel only
Regular security assessments and monitoring are performed

Changes to This Policy

We may update this privacy policy from time to time. We will notify you of any material changes by posting the new policy on this page and updating the 'last updated' date. We encourage you to review this policy periodically.

Contact Us

If you have any questions about this privacy policy or our data practices, please contact Ontos B.V.: