Privacy Policy

Last updated 11 October 2026

Original: Español · This translation is provided for convenience. In case of any discrepancy, the Spanish version prevails.

Your rights apply everywhere

Agreedum follows the European Union’s General Data Protection Regulation (GDPR) for everyone who uses it, wherever they live: the same rights, the same storage locations and the same retention periods apply to everyone, and nothing in Agreedum depends on the country you sign up or sign in from.

This policy covers people with an Agreedum account, people who review or approve a document through a link a provider sends them, and visitors to this website. Agreedum decides how account, billing, security and website-visit data is used; for the content an organization puts in about its clients, that organization decides, and Agreedum processes it on the organization’s behalf, as the section “How we process your clients’ data” of our Terms of Service explains.

What we store

If you have an Agreedum account: your name and email address, which sign-in methods you use (Google, Microsoft, or an emailed one-time code) and the email address of each Google or Microsoft account you connect, the IP address and browser identifier recorded for each of your sign-in sessions, the organizations you belong to, the requests you send to join an organization (with any message you add), and the content your organization creates in the product — requirement catalog entries, functional requirement documents (FRDs) and their attachments, baselines and change requests, comments on individual requirements (the comment text, who wrote it, when, and the requirement it is about), approval records, and the hash-chained audit log of who did what and when.

You can disconnect a connected Google or Microsoft account from your Account page at any time. That deletes the record we keep of it, including its email address; signing in with an emailed one-time code keeps working.

If you never create an account but are invited to review or approve something: your email address and name, the decision and any comment you add, plus the IP address and browser identifier from which the decision was made — kept as evidence with the approval record.

If your review link lets you comment, we also store each comment you post on an individual requirement: its text, your name (or your email address if we have no name for you), when you posted it, and the requirement it is about. These comments are shared with the provider and with the other reviewers of the same document version or change request, and they are kept whether or not you record a decision.

If your review link has expired and you ask for a new one, we record when you asked and tell the provider — the person who sent you the link or, if they are no longer on the provider’s team, the provider’s account owners — by email and in the product, with your name and email address.

If a provider adds you as a contact of one of its clients, we store the name, email address and job title they typed for you; if you accept a request to link that client to your Agreedum organization, we also store which organization and which account you accepted with, so that your colleagues are recognised without being asked again.

On the public pages of this website and on the sign-in and registration pages — never inside the application or on review links — we count visits with Vercel Web Analytics, our hosting provider’s analytics service, which, according to Vercel, uses no cookies and does not store IP addresses; it gives us only aggregate counts (such as pages viewed, referring sites, countries and devices).

If a provider sends documents to your e-mail address: the list of what each provider sent you — the provider’s name, the project’s name and code and the document’s title as they were when it was sent and, where there is one, the decision you recorded — which you see under Shared with you if you have, or later create, an Agreedum account with that address.

If your organization pays for a plan: the plan, the number of seats, and the number, amount and period of each invoice. Card details are entered on Stripe’s pages and stay with Stripe; we never see them.

If you change your sign-in e-mail: the old and the new address for 7 days, so that the change can be undone from the old one.

If you ask to delete your account or an organization: when you asked and when it will be erased and, for an organization, who asked and that person’s e-mail address, to which we send the deletion certificate if no owner is left by then. If you undo the deletion, we delete that data; for an organization, its audit log still records the request and its cancellation.

If you write to us through the contact form or from inside Agreedum: your e-mail address, your message and your name, if you type it into the contact form; if you write from inside Agreedum, also the organization you sent it from.

If you prepare a data download: the ZIP file, for 7 days, and a record of each download you ask for (when, for which organization, its status and the file’s name and size).

Why we use it

To provide the service you or your organization signed up for — accounts and sign-in, documents, reviews and approvals, the e-mails about them, Shared with you, data downloads and billing — because it is necessary for our contract with you (GDPR Article 6(1)(b)).

To keep the service secure and accountable — the IP address and browser of each session and of each recorded decision, limits on repeated attempts, the audit log of who did what and when, and the record of each erasure — because we and our customers have a legitimate interest in preventing abuse and in being able to show what was agreed and what was erased (Article 6(1)(f)).

To count visits to our public pages without cookies, because we have a legitimate interest in knowing how the website is used (Article 6(1)(f)).

To keep invoice records, because tax and commercial law require it (Article 6(1)(c)).

You need to give an e-mail address to have an account or to record a decision on a document: without it we cannot sign you in or confirm that the decision is yours. Everything else you give us is optional.

We do not sell your data, use it for advertising or make decisions about you based solely on automated processing.

Where your data lives

Our database and file storage run in the EU (Ireland), and the application that serves every page, e-mail and download runs in the EU (Dublin). E-mails are sent from our e-mail provider’s EU (Ireland) region.

According to our e-mail provider, its logs of the e-mails sent are stored in the United States (see “Transfers outside the EU”).

Who else processes it

If you choose to sign in with Google or Microsoft, that company tells us your name and e-mail address under its own privacy policy; it does not process data for us.

These companies, on the other hand, do process data for us, each only for the task listed and under a data processing agreement with us:

Transfers outside the EU

Our database and files are in the EU, but these companies, or companies in their group, are based outside the EU — in the United States and, for Supabase, also in Singapore — and may process data there, for example when their staff reach it to support their service. You can ask us for a copy of the safeguards that cover these transfers through the contact form.

These transfers are covered by the following safeguards, which the GDPR recognises; participation in the EU-US Data Privacy Framework can be checked on its official list, www.dataprivacyframework.gov:

How long we keep it

When an account is erased, the name that person has in Agreedum is replaced by “Deleted user” in records others keep, such as organizations’ audit logs, decisions and comments; that text is stored in English and shown that way in every language. This covers only what they did with their account: decisions, comments and audit-log entries they made as a reviewer through a review link keep the name and e-mail address they reviewed with. Nor does what organizations noted about that person change — for example their e-mail address in past entries of an organization’s audit log or in its invitations, or their name and e-mail address among the contacts and reviewers of its clients — or text other people wrote that mentions them.

Before we erase an organization that has a customer record at Stripe, we delete that record; according to Stripe, this removes the card details and immediately cancels any active subscription, although Stripe may keep some data afterwards, for example to prevent fraud or to meet its legal, tax and accounting obligations. When an account is erased, we ask Stripe to change the e-mail address on the customer record of each organization that person owned and that still has another owner to that owner’s address.

Where this policy or our Terms of Service speak of 28 days to undo a deletion, that means 28 days from the request, or 27 if it is made between 31 January and 28 February of a year that is not a leap year, so that the period never reaches one month; the exact date is shown when you ask and in the e-mail that confirms it. After that date the deletion can no longer be undone, and the data is erased by our daily clean-up.

Each kind of data is kept for the time shown:

Documents shared with clients

When a provider sends a document to your e-mail address — for review, for a decision, as a signed baseline or as a change request — and you have, or later create, an Agreedum account with that address, the document appears in your Shared with you area.

Your copy stays in your account even if the provider deletes its organization or account: sending it to you disclosed it to you, and by sending it the provider instructed us to keep your copy. When a provider schedules the deletion of its organization, we tell you by e-mail.

If you have no account when a provider schedules the deletion of its organization, we e-mail you on the provider’s behalf: if, before the deletion date we give you, you create a free account with the address the documents were sent to, you keep them. Until that date, that provider’s review links, whether or not you have an account, only let you read the documents, without deciding or commenting; after it they stop working and, if you did not create an account, the documents are erased.

Drafts that were never sent to you and the provider’s internal comments are never shared.

Your rights

You can see and download everything Agreedum keeps about you as a person from your Account page (Download my data), as a ZIP file of data files with a README.txt file; only the secret values that protect your sessions, codes and links are left out. It does not hold an organization’s own records — for example its audit log, its billing, its invitations, the contacts and reviewers it adds and, in organizations you are no longer a member of, your notifications, comments and decisions — which belong to that organization, and it is the organization that decides on them. Nor does it hold what we keep under an e-mail address that is not your account’s confirmed address, because it is not linked to your account (we give it to you on request, as explained below), or the technical logs our e-mail and hosting providers keep for a limited time (see “How long we keep it”). An organization’s owner or an admin can download all of its data in Settings › Organization (Download all data).

The download holds your profile (name, e-mail address, language, the link to your profile picture, if you have one, and, if you asked to delete your account, when you asked and when it will be deleted), your sign-in methods, your sessions, the one-time codes requested for your confirmed e-mail address or for a new address you were changing to (without the code itself), your organizations and your role in each, your notification settings, the guided tours you started or finished, the list of the documents in your Shared with you area, your requests to join an organization, the old and new addresses of your recent e-mail changes (we keep them for 7 days so a change can be undone), the data downloads you asked for, the messages sent to us, through the contact form or from inside Agreedum, from your account’s confirmed e-mail address, and, from the organizations you are still a member of, your notifications and the comments and decisions you recorded, with what was stored as evidence with each decision. We give you what we still hold under another address — for example messages you sent us from another address, since anyone can type any address into the public contact form — if you ask us through the contact form and we can confirm it is yours.

You can correct your name and your sign-in e-mail on your Account page, and an owner or admin can rename an organization in Settings.

You can delete your account on your Account page, and an owner can delete an organization in Settings. Both can be undone for 28 days; after that the data is erased as explained in “How long we keep it”.

To restrict or object to how we use your data, or for any other request about it, write to us through the contact form. We reply within one month. If a request is complex or we receive many, we may extend that by up to two more months, and we tell you so within the first month.

If your request is about data an organization put into Agreedum about you — for example as a contact of one of its clients — we pass it on to that organization, which decides on it, and we tell you that we have.

Complaints

If you think we have not handled your data properly, you can complain to a data protection authority: in Spain, the Agencia Española de Protección de Datos (www.aepd.es), or the authority of the country where you live or work. We would like to hear from you first, through the contact form.

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This translation is provided for convenience. In case of any discrepancy, the Spanish version prevails.