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Your documents. Securely and carefully managed.

What Documinds does with your data, and what it never does. No promises, just clarity.

For those assessing a tender

Where actions come from.

Whatever decides who may do what, and whatever happens automatically, goes into one log, ours included. Access, support, flows and connections, for example.

Audit logProduction
09:12your companyM. de Vries gave access: user in Production
09:40DocumindsSupport access opened · ticket SUP-2231 · read only · until 17:40
10:05your companyJ. Bakker released flow Payment reminder v5 to Production
12:15DocumindsSupport access ended, earlier than planned
The log can only be added to.

Where your data is

In the customer's region; in Europe, with a German hosting provider in Germany. An installation serves one region and knows only that region's data.

Never: store your data outside the region you are a customer in.

Isolation

Every customer has, per environment (Development, Test, Acceptance, Production), a walled-off space with a role of its own. Whoever does not belong there is refused by the database, not by a line of code.

Never: combine customers' data.

Access

Who may come in is up to your company administrator. Signing in happens at one address, account.documinds.com, on a full page. Whoever approves a letter without an account gets a one-time link that expires after one decision. A partner who reviews a document in the register sees, through their own link, only that one revision.

Never: ask for a password on this website, in a window or in an email.

Support

Support access is off by default. Once you allow it, it applies to one environment, with a reason and a ticket number, read-only, and it closes by itself after eight hours at most.

Never: sign in as one of your users. That function does not exist.

Audit log

One log for what you and we do. Every line says whether it is ours or yours. On request we send you an export. The log can only be added to; the database enforces that. Its lines stay for as long as you are a customer. Every document in the register also has a trail of its own, which can likewise only be added to.

Never: change or remove a line while you are a customer.

Retention

The retention term is set per letter, per template and per environment; the shortest wins. In Development and Test that is thirty days at most. Backups hold a copy for six months at most. After the term a letter’s content is removed; only the fact that it was sent remains. A document in the register has no retention term and stays for as long as you are a customer. That also holds for a letter a flow puts in the register.

Never: keep a letter outside the register after the term you set.

Testing

In Development and Test email goes to one test mailbox and post to a test address, never to a customer. Test data taken from a real run expires by itself, and never comes from Production.

Never: send a proof letter to a real address.

Connections

Keys to your systems are sealed with a master key that is kept outside the database. A connection logs only reference, duration and outcome.

Never: record what was sent or received over a connection.

Documents for your tender

We send them on request, with the name of the person who answers your questions.

Data processing agreementon request
Subprocessorson request
Security descriptionon request
Ask for them when you book a demo

Report a vulnerability

Found a weak spot in Studio or on this website? Report it to security@documinds.com.

Also in /.well-known/security.txt