Frequently asked questions
The documents serve for ensuring GDPR compliance and you are free to adapt, change or add to them, as you would do with any other documents. However, they are subject to certain restrictions that you should be aware of. You will find these restrictions mainly in our Licence Terms.
No, the disclosure and publication of documents without our approval is, in general, prohibited.
- companies in your group;
- other persons on terms set out in Section 2.3 of the Licence Terms;
- the counterparty, to degree necessary, in case of documents that should be shared by their nature (such as contracts)
Yes, on terms outlined in Section 2.3 Licence Terms. Simply put, these are cases where the disclosure of documents is necessary to protect the client. Even in such case, however, the client is required to:
- report such disclosure to us; and
- refer the public authority to our Licence Terms that continue to apply to such documents (such references are already contained in the documents – simply do not remove them)
No; you would need our approval for such disclosure. We will certainly not defer such approval in specific situations, such as in case of legal due diligence. However, as per Section 2.3 of our Licence Terms, we have the right to propose an alternative form for disclosure of necessary information that prevents the divulging of our know-how/intellectual property to our competitors.
Yes, they can. GDPR modules, however, serve for ensuring one’s GDPR compliance. Lawyers or consultants can buy them but they will not be granted licence for their resale, re-use by their clients or normal use in their own consultancy. Each such use would amount to a breach of Licence Terms that is subject to a penalty. If a law firm or consultant wishes to start to use our documentation in this way, they must contact us prior to such use and agree with us on specific terms of co-operation; please also refer to Section 3.6 of our Licence Terms (Documentation resale).
Yes, they can – and there are no restrictions on the number of such companies! The only restriction is the number of those authorised to work with the documents, as it appears from your order and as is monitored on an on-going basis at the level of documents.
It is your order that prescribes the maximum number of those who are authorised to use the documents. That number is limited. At the level of documents, we monitor how many unique (different) IP addresses used, access or opened the documents. We acknowledge that each authorised person can legitimately access the documents from a number of IP addresses (such as from business computer at work and from private computer at home), and so we allow in total 2.5 times more IP addresses than total number of authorised persons for each GDPR module. We do not sum this up across all documents; what matters only is the total number of various IP addresses. We are not interested in identity or reasons why the number of IP addresses was exceeded. The client should make sure that this does not happen, or else pay for additional use. Our main concern is to prevent unauthorised use of our documentation.
No; the system generates documents with a unique client code, without us being able to access them. Document access generated by our system for the given client has such design and security that we are able to prove to a court by an expert appraisal, if there ever is any dispute, that we have never accessed them.
Such use may result in a massive growth in the number of monitored IP addresses. We recommend that you avoid using these alternatives.
Each of the documents always carries our business name, as it is our know-how and intellectual property. This is also to protect our documentation against unauthorised use. You are free to use your own business name and logo on all our documents in addition to our own business name.
No. These references protect our know-how and intellectual property. This prohibition is in place also because whenever you are disclosing our documents to any person, you are obliged to inform that person about our licence terms. References to licence terms, kept in our documentation, serve exactly that purpose.