Privacy Policy

Updated on February 1, 2025.

1. IDENTIFICATION

Owner: DOKKEN EFFICIENT DOCS S.L. (hereinafter, “DOKKEN”).
Registered Office: Carretera do Vilar, 56, 36214, Vigo (Pontevedra), Spain.
Phone: +34 986 120 430.
N.I.F.: B-XXXXXXXXX
Public Registry: Mercantile Registry of Vigo, Registration XXXXXX with Sheet PO-XXXXXX, Folio XXX and Volume XXXX.
Data Protection Officer (DPO): dpo@dokken.ai

2. GENERAL INFORMATION

By accepting this Privacy Policy, the user is informed that the personal data provided through the website located at the URL https://dokken.ai/ (hereinafter, the “Website”) will be processed by DOKKEN, as well as the data derived from their navigation and any other data they may provide to DOKKEN in the future.

The user must carefully read this Privacy Policy, which has been written in a clear and simple manner to facilitate its understanding, freely and voluntarily determining whether they wish to provide their personal data to DOKKEN.

3. OBLIGATION TO PROVIDE DATA

The data requested in the Website forms are, in general, mandatory (unless otherwise specified in the required field) to comply with the established purposes.

Therefore, if they are not provided or are not provided correctly, the requests cannot be met, without prejudice to the user’s ability to freely view the content of the Website.

4. FOR WHAT PURPOSE WILL THE USER’S PERSONAL DATA BE PROCESSED?

The personal data provided through the Website or other means made available to users will be processed by DOKKEN for the following purposes:

Data provided in the “Request DEMO” form: the data provided in the “Request DEMO” form will be processed for the purpose of responding to your requests to conduct DEMO(s) that allow you to test our products, resolve your doubts, and provide you with the required information, follow up on your requests, as well as other matters you may request.
Data provided in the contact forms: the data provided through the channels enabled by DOKKEN will be processed for the purpose of managing queries, incidents, and/or information requests made by users. Customer service through the chat on the Website is carried out using automatic software (chatbots), to categorize the query and direct it to the appropriate person.
Data provided for the subscription and/or contracting of a DOKKEN product or service: the data will be used for the purpose of allowing the contracting of DOKKEN’s services, through the signing of contracts, the acceptance of quotes, as well as any other legal act.
Data provided for subscribing to the DOKKEN newsletter: the data will be used for managing the sending of the DOKKEN newsletter with valuable content for your business.
Data provided in the personnel selection forms: the data provided by sending CVs through the “Work with us” or “Join our team” forms will be processed for the purpose of evaluating the user’s candidacy for possible selection processes and/or existing vacancies at DOKKEN.
Data provided for sending commercial communications from DOKKEN: the data provided will be processed for the purpose of sending the user commercial communications with information that may be of interest about DOKKEN’s products and services.
Data provided for the exercise of rights: the data provided for the exercise of rights will be processed to attend to your requests in this regard in matters of data protection.
Data provided through the use of the Website: the data provided through the use of the Website will be processed for the purpose of carrying out the maintenance, support, and updating of the Website, as well as for the resolution of possible technical incidents or any other kind that may arise in relation to it and to prepare anonymous statistical reports on the access habits and activity developed by users on the Website.

Likewise, user navigation on the Website may be managed and analyzed through cookies. The user can obtain more information about this in our Cookies Policy.

5. WHAT USER DATA WILL DOKKEN PROCESS?

DOKKEN will process the following categories of user data:

Data provided in the “Request DEMO” form: identification data (name and surname); contact data (phone, email address); employment details (position and user’s company); as well as all data that the user includes in their request.
Data provided in the contact forms: identification data (name and surname); contact data (phone, email address); employment details (position and user’s company); as well as all data that the user includes in their request.
Data provided for the subscription and/or contracting of a DOKKEN product or service: identification data (name and surname, ID); contact data (phone, email address, address); employment details (position and user’s company); as well as all data that may be essential to formalize the contract.
Data provided for subscribing to the DOKKEN newsletter: contact data (email address).
Data provided in the personnel selection forms: identification data (name and surname, ID); contact data (address, phone, email address); academic and professional data (studies and user’s history); employment details (position and user’s company); as well as any data included in the application or in the user’s CV.
Data provided for sending commercial communications from DOKKEN: identification data (name and surname); contact data (address, phone, email address).
Data provided for the exercise of rights: identification data (name and surname); contact data (address, phone, email address); as well as all data that the user includes in the open fields of the means made available to them.
Data provided through the use of the Website: location data through IPs, such as browser or device.

In the event that the user provides data of third parties, they declare that they have their consent and undertake to transfer the information contained in the Privacy Policy, exempting DOKKEN from any liability in this regard. However, DOKKEN may carry out periodic verifications to confirm this fact, adopting the corresponding due diligence measures, in accordance with data protection regulations.

6. WHAT IS THE LEGAL BASIS FOR THE PROCESSING OF USER DATA?

The legal basis for the processing of your personal data will be as follows:

Data provided in the “Request DEMO” form: the legal basis is the pre-contractual relationship established between the user and DOKKEN.
Data provided in the contact forms: the legal basis is the legitimate interest of DOKKEN in correctly attending to the requests made by users, offering a satisfactory customer service experience.
Data provided for the subscription and/or contracting of a DOKKEN product or service: the legal basis is the contractual execution originated between the client and DOKKEN in the subscription of the product or service in question.
Data provided for subscribing to the DOKKEN newsletter: the legal basis for the processing of said data is the user’s consent, which may be revoked at any time, through the means made available to users.
Data provided in the personnel selection forms: the legal basis for the processing of said data is the user’s consent, in cases where the user chooses to submit a spontaneous application, while in cases where the user submits their application to an open and specific position, the legal basis will be the pre-contractual relationship established between the user and DOKKEN.
Data provided for sending commercial communications from DOKKEN: the legal basis for the processing of the user’s data for this purpose will be, on the one hand, the legitimate interest, in case the user is a DOKKEN client, to send information related or similar to the product or service originally contracted and, on the other hand, the consent, in case the user is not a DOKKEN client or the commercial information sent is of a general nature.
Data provided for the exercise of rights: the legal basis for the processing of said data is DOKKEN’s legal obligation to manage such rights in accordance with applicable regulations.
Data provided through the use of the Website: the legal basis for the processing of said data is the legitimate interest of DOKKEN in the proper functioning of the Website. In this regard, specific user data will not be processed, but the information is used in an aggregated manner to avoid interference with the rights and freedoms of users. Likewise, DOKKEN has implemented technical security measures to ensure the privacy and confidentiality of the information processed. If you wish to obtain more information about this treatment, you can request it by sending an email to dpo@dokken.ai.

The consents obtained for the aforementioned purposes are independent, so the user may revoke only one of them without affecting the others or the legality of the treatments carried out previously.

To revoke said consent, the user may contact DOKKEN through the following channels:

E-mail: dpo@dokken.ai.

7. WITH WHICH RECIPIENTS WILL THE USER’S DATA BE SHARED?

The user’s data may be communicated to:

Public Administrations with competence in the matter.
Courts and Tribunals, in case of specific requirements made in accordance with applicable regulations.
State Security Forces and Corps, in case of specific requirements made in accordance with applicable regulations.

Additionally, the data may be accessible by DOKKEN’s suppliers, said access being necessary for the proper fulfillment of legal obligations and/or the purposes indicated above. Said suppliers will not process your data for their own purposes that have not been previously informed by DOKKEN. DOKKEN will contract the provision of services by third parties who carry out their activity, by way of example and not limitation, in the following areas: cloud or computer hosting, sending of commercial communications.

In this sense, DOKKEN follows strict criteria for the selection of service providers in order to comply with its data protection obligations and undertakes to subscribe a data processing agreement, as established by law, by which it will impose, among others, the following obligations: apply appropriate technical and organizational measures to ensure the security of personal data; process personal data for the agreed purposes and only in accordance with the documented instructions of the data controller; and delete and return the data to the data controller once the services are finished.

Some of our service providers are located in countries outside the European Economic Area (“EEA”).

The location of these companies outside the EEA implies the existence of an international transfer of your personal data. However, at DOKKEN we have applied measures so that said transfers do not result in a lower degree of protection of your personal data.

In this sense, service providers located outside the EEA have signed the corresponding standard contractual clauses approved by the European Commission (“SCC”), an agreement signed between both entities by which the non-EU company guarantees that it applies European data protection standards.

Therefore, the use of these providers does not result in a lower degree of protection of your personal data than that which the use of providers located in the European Union would have.

You can request a copy of these SCCs by sending your request to the address dpo@dokken.ai.

8. COMMUNICATIONS

Law 34/2002, of July 11, on services of the information society and electronic commerce allows the sending of commercial communications through the use of the internet and other electronic means, provided that they can be identified as such, as well as the entity from which they are made.

DOKKEN will send commercial communications by email about similar services that are of interest to the user.

However, DOKKEN will offer the recipient the possibility of opposing the processing of their data for promotional purposes, both at the time of data collection and in each of the commercial communications addressed to them.

Users may unsubscribe from these communications by sending a written request to the registered office of DOKKEN indicated above or to the following email address dpo@dokken.ai, indicating “unsubscribe from commercial communications”.

DOKKEN has a presence on several social networks. When you interact with any of our pages on social networks, the processing of data will be governed by the conditions of use, privacy policies, and access regulations belonging to the corresponding social network and previously accepted by the user.

DOKKEN will process your data for the purpose of correctly managing its presence on the social network, informing you of activities, products, or services, as well as for any other purpose that the regulations of the social networks allow.

Please note that we have no influence on the information that the social network collects or how it is processed.

10. DATA RETENTION

DOKKEN will keep the personal data of users only for the time necessary to carry out the purposes for which they were collected. Subsequently, if necessary, DOKKEN will keep the information blocked until the prescription of the legal responsibilities that may have arisen as a result of the processing of the users’ personal data, at which time it will be irreversibly deleted.

Data provided in the “Request DEMO” form: the data will be kept during the DEMO trial and, once finished, blocked for the prescription period of the derived legal actions.
Data provided in the contact forms: the data will be kept for the time necessary to process and respond to your request and, once finished, blocked for the prescription period of the legal actions derived from said request.
Data provided for the subscription and/or contracting of a DOKKEN product or service: the data will be kept while the user is a DOKKEN client and enjoys our products or services and, once the contractual relationship has ended, blocked for the prescription period of the legal actions that may derive from it.
Data provided for subscribing to the DOKKEN newsletter: the data will be kept as long as the user does not revoke the consent given for this purpose and, once revoked, blocked for the prescription period of the legal actions that may derive from it.
Data provided in the personnel selection forms: the data will be kept until the corresponding selection process is held and finalized. Once finished, the data will be deleted and blocked for the prescription period of the legal actions that may derive from the application, unless the user gives their consent again for DOKKEN to keep the data for an additional period of two years to keep them informed of new vacancies that may fit their professional profile.
Data provided for sending commercial communications from DOKKEN: the data will be kept as long as the user does not revoke the consent given for this purpose and, once revoked, blocked for the prescription period of the legal actions that may derive from it.
Data provided for the exercise of rights: the data will be kept for the time necessary to manage and process the rights exercised and, once finished, for the prescription period of the legal actions that may derive from the contractual relationship.
Data provided through the use of the Website: the data will be kept for a period of one year or until the user objects. DOKKEN may keep the information in an aggregated form, without identifying users, for a longer period.

11. USER’S RESPONSIBILITY

The user:

Guarantees that they are over sixteen (16) years of age and that the data they provide to DOKKEN are true, accurate, complete, and up-to-date. For these purposes, the user is responsible for the veracity of all the data they communicate and will keep the information provided conveniently updated, so that it responds to their real situation.
Guarantees that they have informed the third parties from whom they provide their data, if they do so, of the aspects contained in this document. Likewise, they guarantee that they have obtained their authorization to provide their data to DOKKEN for the indicated purposes.
Will be responsible for false or inaccurate information provided through the Website and for any direct or indirect damages that this may cause to DOKKEN or to third parties.

12. EXERCISE OF RIGHTS

As the data subject, the user can send a written request to DOKKEN, to the address indicated in the header of this Privacy Policy, or by means of an email to the address: dpo@dokken.ai, proving their identity, at any time and free of charge, to exercise the following rights:

Right of access: You will have the right for DOKKEN to inform you whether or not it is processing your personal data and, if so, to be able to access said data and receive information about the purposes for which they are processed, the categories of data affected by the processing, the recipients to whom your personal data were communicated, and the planned period of data retention, among other information.
Right to rectification and erasure: You will have the right to request the erasure of personal data provided that the legal requirements are met, and the rectification of inaccurate data concerning you when, among other reasons, they are no longer necessary for the purposes for which they were collected.
Limitation of processing, revocation of consent, and total or partial opposition to processing: In certain circumstances (for example, in the event that the applicant disputes the accuracy of their data, while the accuracy of the data is being verified), you may request that the processing of your personal data be limited, these being only processed for the exercise or defense of claims. You will also have the right to revoke the consent given and to object to the processing at any time, for reasons related to your particular situation, in the event that the processing is based on our legitimate interest. In this case, DOKKEN will cease processing, unless legitimate grounds are proven.
Portability of your data: You will have the right to receive the personal data that you have provided to DOKKEN in a structured, common, and machine-readable format, and to be able to transmit them to another data controller without the controller to whom they were provided preventing it, in the cases legally provided for this purpose.
Automated individual decisions: Likewise, in addition to the aforementioned rights, in the event that automated decisions are adopted, including the creation of profiles, you will have the right to obtain human intervention by DOKKEN and to express your point of view and to challenge the decision.
Others: Likewise, when personal data is transferred to a third country or to an international organization, you will have the right to be informed about how you can access or obtain a copy of the appropriate guarantees regarding the transfer.

Likewise, you may file a complaint regarding the protection of your personal data with the Spanish Data Protection Agency at the address C/ Jorge Juan, 6, 28001 - Madrid, when the interested party considers that DOKKEN has violated the rights that are recognized by the applicable data protection regulations.

13. SECURITY MEASURES

DOKKEN will treat the user’s data at all times in an absolutely confidential manner and keeping the mandatory duty of secrecy with respect to them, in accordance with the provisions of the applicable regulations, adopting for this purpose the necessary technical and organizational measures that guarantee the security of your data and prevent its alteration, loss, treatment, or unauthorized access, taking into account the state of the technology, the nature of the stored data, and the risks to which they are exposed, whether they come from human action or from the physical or natural environment.

14. DOKKEN AS A SERVICE PROVIDER

In cases where, as a company, you request the professional products or services of DOKKEN, we inform you that DOKKEN will act as a data processor, as defined in the GDPR, with the client of the services being the data controller.

Thus, we inform you that the relationship between both parties will be regulated by the data access agreement that is indivisibly attached to the Terms and Conditions that the client must accept in relation to the services to be provided by DOKKEN, as contracted by the client and in accordance with the requirements established in Article 28 of the GDPR.

15. CHANGES

DOKKEN reserves the right to revise its Privacy Policy at any time it deems appropriate, in which case it will be communicated to users. For this reason, we ask that you regularly check this privacy statement to read the most recent version of DOKKEN’s Privacy Policy.

The user declares to have been informed of the conditions on personal data protection, accepting the content of this Privacy Policy.