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Terms of use

Intro

Date of last update: 21 June 2022
Date of publication: 13 January 2021
Date of entry into force: 25 November 2020

1. General

Scope

These Addmin General Terms and Conditions of Use (hereinafter referred to as "GTCU") govern the contractual relationship between Addmin SA (Avenue de Rumine 20, 1005 Lausanne, Switzerland) and you as a user of the Addmin website, the Addmin mobile application, the Addmin platform and/or the services based on the latter or any other type of service, including but not limited to WWW.ADDMIN.COMThe TOS governs the contractual relationship between Addmin SA (Avenue Rumine 20, 1005 Lausanne, Switzerland) and you, as a user of the Addmin website, the Addmin mobile application, the Addmin platform and/or the services based on the latter or any other type of service, including but not limited to: assistance in the administrative management and organisation of documents for companies and individuals (hereinafter collectively referred to as "Addmin").

Designations of persons refer to both men and women as well as to groups of persons.

These general terms and conditions of use are written in French and translated into other languages. In case of contradictions, the French version shall prevail.

Articles

2. Addmin Services

Addmin is designed to facilitate the creation, processing and organisation of documents.

With Addmin, users can create, file and manage their own documents and share them with their contacts in a secure and confidential way. The basic services are as follows

- Helping to set up personal folders via the "My Folders" section;
- Scanning paper documents through a mobile scanner;
- Receiving documents in pdf format by email via the Addmin email address;
- Processing, filing, viewing and transferring documents;
- Sending and sharing of documents to Addmin external email addresses;
- Text recognition and automatic classification suggestion;
- Tracking of activity on your documents, including by your contacts;
- Archiving in valid PDF/A format for long-term archiving;
- Electronic signature of documents*;


*available soon.

The operation of Addmin and the description of the services offered are described in more detail on our website WWW.ADDMIN.COM.
2.1 Conditions of access and registration
To use Addmin, you must be at least 18 years old, legally capable of entering into a contract, and you must register and use Addmin in accordance with these TOU. Any use of Addmin is subject to your prior and unconditional acceptance of these TOU by clicking in the appropriate box. The TOU are an integral part of the contract. To register, you need an e-mail address, an Internet access and a first name associated with your account. You guarantee the truthfulness and accuracy of the information provided.

We reserve the right to cancel or refuse any subscription (registration - renewal of subscription - modification of subscription and any other service) of a user without giving any reason.

You are responsible for the equipment (computers, software etc.) and the related costs for access to Addmin. If you change your profile information (name, e-mail address, etc.), you must update your personal information in the "My Addmin" section yourself.
2.2 Access to the platform
You can access the Addmin platform via the Addmin mobile application. The Addmin platform is available exclusively via secure https connections. Each Addmin account is assigned to a unique user. There cannot be more than one owner of an Addmin account. User authentication is always based on login with password and/or access code, fingerprint or FaceID identification and can be reinforced by a double authentication factor. Your access data is strictly personal and confidential and must not be disclosed or shared with third parties.
2.3 Pricing and offer
Addmin is available free of charge and does not include any limitations, including but not limited to the number of documents added to the platform as well as the amount of space (gigabits) used. In case of excessive use, Addmin may, at its own discretion, set limits on the number of documents or take other measures such as contribution to storage costs. In particular, it is planned to limit the storage for free accounts and to offer storage on third party cloud service platforms for the backup of documents and files.

Paid versions in the form of monthly or annual subscriptions, following the same principles, are also available and allow advanced access to features such as classification, data extraction on documents or editing of documents by several users. Some features are charged on a per-use basis and Addmin offers start-up assistance, account setup and usage monitoring. The user is free to subscribe, to keep only the free features or to delete the account.

3. Document processing

3.1 Creating documents
Each document is imported, scanned or received by email in the application by the user. It is then stored on the platform. From creation to deletion, the document is available only to the user, unless the user performs sharing actions as described below. No one accesses your documents without your consent.

Documents are automatically converted into PDF/A format, which ensures the long-term archiving and preservation of digital documents.
3.2 Document management
All documents in an Addmin account are managed exclusively by you. We offer various organisational options for this purpose. In addition to your personal organisational options, we also offer a number of organisational support functions, such as the creation of personal reminders.
3.3 Sharing documents between users
You can authorise other persons with an Addmin account to access all or part of your documents by granting them access rights. You can change or delete this access right at any time directly in the Addmin application, under "My Addmin" or via the document processing page directly.
3.4 Transmission of documents and relations outside the platform
You can share documents with people outside Addmin (non-users) by creating a download link. This can be sent by e-mail from the Addmin platform or directly copied for sharing on other platforms (e.g. WhatsApp). In this context, the user creates a public sharing link, i.e. accessible by anyone who has the link.
3.5 Deleting documents
The user can request the deletion of his documents and personal data. Addmin understands a deletion order by the user as an irrevocable mandate to permanently delete the document. No copies are kept. Any legal or contractual obligations to retain documents are the general responsibility of Addmin and the user.
3.6 Backup and storage
Backups are made daily. The retention period is currently set at 180 days. As Addmin does not have the ability to access user databases, such action is legally subject to release by the customer and managed by Addmin's IT providers, for an additional fee not included in the offer.

4. Activity log

Addmin records various processes in the life cycle of a document in the "Activity log", available in the "Account" section. For example: adding, modifying, receiving or sharing a document. These records can be viewed in full by the user at any time.

5. Storage and security

Addmin uses the services of trusted third-party companies to help provide, enhance, protect and promote our Services. We remain responsible for the processing of your information by these third parties in accordance with our instructions. These third parties, mainly IT companies, are the following:

a) Pryv SA: Provider of personal data management solutions, based at Avenue du Moulin 5, 1110 Morges, Switzerland, is our partner to ensure the proper compliance of the management of your personal data.

b) Dotbase SA: Provider of IT maintenance and security solutions, based at Rte des Acacias 25, 1227 Les Acacias, Switzerland, is our IT partner for the management of Cloud hosting.

c) Infomaniak SA: Provider of hosting and secure storage of Cloud data, based at Rue Eugène-Marziano 25, Switzerland, is our IT partner for the secure storage of your data.

d) Parashift AG: Provider of automatic document information extraction solutions, based at Hauptstrasse 134, 4450 Sissach, Switzerland, is our partner for facilitating the extraction of documents and automating the processing and classification of your documents. In order to be able to suggest classifications to you, we also need to share your document ephemerally with our partner who extracts the information from the document.

e) Google Analytics & Firebase: Push notification provider provided by Google Ireland Limited, based at Gordon House, Barrow Street, Dublin 4, Ireland (Google).Purpose of processing: Reminder notifications. It is not possible for us to notify you about your reminder deadlines and expirations without having access to the deadlines. We therefore need to extract this information which is personal to you so that we can notify you when a due date expires via our service provider Firebase. You can manually disable this service in your account.

f) UXCam: Analytics solutions provider, based at 814 Mission St. 6th Fl, San Francisco, California 94103.Purpose of processing: UXCam may record: Visited screens, interaction patterns (such as screen actions, gestures: tapping, scrolling) and device details (type, version, model, operating system). We use the information collected by UXCam to improve our application. UXCam does not collect personally identifiable information and does not track your browsing habits across applications. For more information, please see the Privacy Policy for information collected by the UXCam service.

g) AppsFyler: is a SaaS mobile marketing analytics and attribution platform, headquartered in San Francisco, California. Purpose of processing: to know from which source you download Addmin in order to refine our acquisition efforts and facilitate communication of our services to users most likely to be interested.

h) Mailgun Technologies: a third party email address management solution provider based at 112 E Pecan St #1135, San Antonio, TX 78205, USA. When you upload a PDF attachment to your Addmin email, we use our partner Mailgun to ensure that the document is transmitted correctly. Mailgun deletes any data within 7 days of processing and does not process the document for any purpose other than the above.

i) Mailchimp: Email campaign and customer relationship solution provider under the name Mailchimp, based at 675 Ponce de Leon Ave NE, Suite 5000, Atlanta, Georgia, 30308, is our partner for customer relationship and email campaign services. The data collected is not directly identifiable to users

j) Tawk.to: Provider of customer relationship solutions under the name tawk.to, based at 187 East Warm Springs Rd, SB298 Las Vegas, NV, 89119. is our partner for chat and customer support services. The data collected is not directly identifiable to any user.

5. Data collection method

5.1 User control
Addmin provides you with a personalised audit of your business and allows you to create, track and delete your data manually at any time, without any additional tedious process or validation from us.
5.2 Location
In order to guarantee the conformity of the processing of your data, your personal information is stored in Switzerland exclusively with our service provider Infomaniak SA. Data may also be stored locally on the devices you use to access the Services.
5.3 Your control and access to your Data
You can control your personal data and how it is collected, used and shared. For example, you can:

a) Permanently delete your Addmin account data;

b) Manage your account and its contents and change some of your personal data;

c) Download a copy of your data;

d) Object to the processing of your personal data by refusing to give your consent.

6. Data security

We have put in place the necessary organisational and technical measures to ensure data security. The personal data we process is secure and access to it is limited to those who need it. For example, all data passing through our website is secured according to the current standards (HTTPS 256Bit Encryption).

In order to avoid losses, your data is backed up daily and stored for 2 weeks. All financial transactions are secured according to the strictest standards in force and guarantee compliance with the PCI DSS (Payment Card Industry Data Security Standard).

7. Your rights

You have the following rights: a right of access, a right of rectification, a right to erasure, a right to limit processing, a right to object and, in certain cases, a right to data portability and a right to lodge a complaint with the competent authority. To exercise your rights, please send your request by signed letter, together with a copy of your identity card, to the following address:

Addmin SA
Avenue de Rumine 20
1005 Lausanne
Switzerland

We will endeavour to reply within 30 days.

If data processing is based on your consent, you may revoke it at any time, for the future, without giving reasons. The request for revocation should in principle be sent to us directly by accessing your profile or by email to privacy@admin.com, in which case you will be sent instructions on how to proceed.

8. Changes to this Privacy Policy

We reserve the right to change this Privacy Policy.

The most recent version will be posted on our website. If a revision substantially limits your rights, you will be informed by email. If you do not agree to the changes, you will be given the opportunity to save and export your data and your account will be deleted. If you do not take any action within 30 days, the privacy policy will be considered accepted.