Procys legal documentation
These terms of service (hereinafter referred to as “Terms”) constitute a binding agreement between the Client (as defined hereinbelow) and Procys B.V. registered with the Dutch Chamber of Commerce under registration number 24193147 (hereinafter referred to as “Procys”) for any purpose, including for accessing information, conducting transactions, making use of any service or functionality provided by Procys through its Procys API Platform (as defined hereinbelow) or through its website available at the domain name www.procys.com (hereinafter referred to as “Website“).
For the purpose of these Terms, the terms “we”, “us” or “our” are references to Procys, and the terms “you” and “your” are references to the Client, as defined hereinbelow.
These Terms shall be read in conjunction with the Privacy Policy available at https://procys.com/privacy-policy/. Your access to and use of the Procys API Platform and the Website is conditional upon your acceptance of these Terms and the Privacy Policy. You represent that you are above 18 years of age and competent to enter into legally binding contracts. By accessing and/ or using the Procys API Platform and/ or Website, you represent that you have read, understood and agree to be bound by these Terms and Privacy Policy.
All capitalized definitions in these Terms, both plural and singular, are defined as indicated below.
Agreement: Shall include any agreement between Procys and User/ Client with respect to the Services.
API Integration: shall mean an integration between the Procys API and a Third Party Application.
Client: Shall mean any natural and/ or legal person that has entered into an Agreement with Procys
Client Data: Shall mean any and all information, data, metadata or other materials provided, uploaded or submitted by Client or its Users to the Services, via the Procys API Platform/Website or otherwise, including parts of information (automatically) extracted by Procys from Client Data.
Confidential Information: Shall mean all non-public information disclosed to or obtained by one party from the other, including all information relating to that other’s business, operations, systems, processes, products, trade secrets, know how, contracts, finances, plans, strategies or current, former or prospective clients, customers, partners or suppliers (together with copies made of any of the foregoing) and which information, at the time of disclosure is marked as being “Confidential” or bearing a similar legend and all other information that the receiving party reasonably should have known was Confidential Information of the disclosing party unless otherwise specified or the context so requires.
Intellectual Property Rights: Shall mean any and all rights associated with intangible assets owned by a person or company including, but not limited to, copyright, database rights, domain names, trade name rights, trademark rights, design rights, neighbouring rights, patent rights,as well as rights to know-how, whether registered or unregistered.
Order Form: Shall mean an online order page or an ordering document specifying the Services to be provided by Procys to Client.
Procys: Shall mean the company Procys B.V. registered with the Dutch Chamber of Commerce under registration number 24193147.
Procys API: Shall mean the application programming interface made available by Procys permitting Client to let Third Party Applications interact with the Service via an API Integration, in which all Intellectual Property is owned by Procys.
Documentation: Shall mean any instructions, specifications and technical documentation related to the use of the Services, such as the Procys API, as made available by Procys.
Quotation: Shall mean a (online) written offer from Procys in respect of the provision of Services.
Service: Shall mean any service provided by Procys to Client as described in the Agreement for instance, access to the Procys cloud-based technology for automated data extraction from documents submitted by Client via the Procys API or otherwise.
Third Party Application: Shall mean a (cloud) software application used by Client and provided by Client itself or a third party, which interoperates with the Service via an API Integration.
User: means a natural person who is authorized by Client to use the Service.
This Application collects some Personal Data from its Users.
Among the types of Personal Data that this Application collects, by itself or through third parties, there are: Cookies; Usage Data; first name; last name; phone number; company name; email address.
Complete details on each type of Personal Data collected are provided in the dedicated sections of this privacy policy or by specific explanation texts displayed prior to the Data collection. Personal Data may be freely provided by the User, or, in case of Usage Data, collected automatically when using this Application.
Unless specified otherwise, all Data requested by this Application is mandatory and failure to provide this Data may make it impossible for this Application to provide its services. In cases where this Application specifically states that some Data is not mandatory, Users are free not to communicate this Data without consequences to the availability or the functioning of the Service.
Users who are uncertain about which Personal Data is mandatory are welcome to contact the Owner.
Any use of Cookies – or of other tracking tools – by this Application or by the owners of third-party services used by this Application serves the purpose of providing the Service required by the User, in addition to any other purposes described in the present document and in the Cookie Policy, if available.
Users are responsible for any third-party Personal Data obtained, published or shared through this Application and confirm that they have the third party’s consent to provide the Data to the Owner.
The Owner takes appropriate security measures to prevent unauthorized access, disclosure, modification, or unauthorized destruction of the Data.
The Data processing is carried out using computers and/or IT enabled tools, following organizational procedures and modes strictly related to the purposes indicated. In addition to the Owner, in some cases, the Data may be accessible to certain types of persons in charge, involved with the operation of this Application (administration, sales, marketing, legal, system administration) or external parties (such as third-party technical service providers, mail carriers, hosting providers, IT companies, communications agencies) appointed, if necessary, as Data Processors by the Owner. The updated list of these parties may be requested from the Owner at any time.
The Owner may process Personal Data relating to Users if one of the following applies:
In any case, the Owner will gladly help to clarify the specific legal basis that applies to the processing, and in particular whether the provision of Personal Data is a statutory or contractual requirement, or a requirement necessary to enter into a contract.
The Data is processed at the Owner’s operating offices and in any other places where the parties involved in the processing are located.
Depending on the User’s location, data transfers may involve transferring the User’s Data to a country other than their own. To find out more about the place of processing of such transferred Data, Users can check the section containing details about the processing of Personal Data.
Users are also entitled to learn about the legal basis of Data transfers to a country outside the European Union or to any international organization governed by public international law or set up by two or more countries, such as the UN, and about the security measures taken by the Owner to safeguard their Data.
If any such transfer takes place, Users can find out more by checking the relevant sections of this document or inquire with the Owner using the information provided in the contact section.
Personal Data shall be processed and stored for as long as required by the purpose they have been collected for.
Therefore:
The Owner may be allowed to retain Personal Data for a longer period whenever the User has given consent to such processing, as long as such consent is not withdrawn. Furthermore, the Owner may be obliged to retain Personal Data for a longer period whenever required to do so for the performance of a legal obligation or upon order of an authority.
Once the retention period expires, Personal Data shall be deleted. Therefore, the right to access, the right to erasure, the right to rectification and the right to data portability cannot be enforced after expiration of the retention period.
The Data concerning the User is collected to allow the Owner to provide its Services, as well as for the following purposes: Analytics, Interaction with external social networks and platforms and Contacting the User.
Users can find further detailed information about such purposes of processing and about the specific Personal Data used for each purpose in the respective sections of this document.
Personal Data is collected for the following purposes and using the following services:
Users may exercise certain rights regarding their Data processed by the Owner.
Where Personal Data is processed for a public interest, in the exercise of an official authority vested in the Owner or for the purposes of the legitimate interests pursued by the Owner, Users may object to such processing by providing a ground related to their particular situation to justify the objection.
In particular, Users have the right to do the following:
Users must know that, however, should their Personal Data be processed for direct marketing purposes, they can object to that processing at any time without providing any justification. To learn, whether the Owner is processing Personal Data for direct marketing purposes, Users may refer to the relevant sections of this document.
Any requests to exercise User rights can be directed to the Owner through the contact details provided in this document. These requests can be exercised free of charge and will be addressed by the Owner as early as possible and always within one month.
The User’s Personal Data may be used for legal purposes by the Owner in Court or in the stages leading to possible legal action arising from improper use of this Application or the related Services.
The User declares to be aware that the Owner may be required to reveal personal data upon request of public authorities.
In addition to the information contained in this privacy policy, this Application may provide the User with additional and contextual information concerning particular Services or the collection and processing of Personal Data upon request.
For operation and maintenance purposes, this Application and any third-party services may collect files that record interaction with this Application (System logs) use other Personal Data (such as the IP Address) for this purpose.
More details concerning the collection or processing of Personal Data may be requested from the Owner at any time. Please see the contact information at the beginning of this document.
This Application does not support “Do Not Track” requests. To determine whether any of the third-party services it uses honor the “Do Not Track” requests, please read their privacy policies.
The Owner reserves the right to make changes to this privacy policy at any time by giving notice to its Users on this page and possibly within this Application and/or – as far as technically and legally feasible – sending a notice to Users via any contact information available to the Owner. It is strongly recommended to check this page often, referring to the date of the last modification listed at the bottom.
Should the changes affect processing activities performed on the basis of the User’s consent, the Owner shall collect new consent from the User, where required.
Latest update: June 10th, 2020.
Procys is committed to maintaining the highest standards of information security. As part of this commitment, Procys is ISO/IEC 27001:2013 certified. This certification ensures that Procys has established and implemented a robust Information Security Management System (ISMS) to manage and protect customer data effectively. The procedures and practices outlined in this SLA are designed to comply with ISO/IEC 27001:2013 standards, ensuring the confidentiality, integrity, and availability of information. This SLA describes the product availability and support provided by Procys towards Customer. The following API and Services are supported by Procys:
Document data recognition (OCR) and classification (ML)
Through Procys RESTful API Customer extracts data from documents based on the list of standard fields available.:
Fields defined on the API documentations: https://docs.procys.com/dashboard/getDocument
Custom invoice fields and/or additional machine learning options (different document types) are available during Access where sufficient data is available to train the Procys data extraction engine (i.e. 1,000+ documents per month).
Procys will monitor the availability and correct workings of the API(s) and Services & will take the appropriate incident management actions when such API(s) and interfaces are not functioning as designed.
The Service Window for Procys managed services and support is as stated in the table below. During this window it is expected that Procys support is available to accept and resolve incidents.
Working hours are defined as Monday to Friday from 08:00 to 18:00 CET. Exceptions to Working Hour support are made for official public holidays in the European Union and Russia.
Service Entries are contact points for incidents, problems and disruptions, both during and outside business hours, for any incidents or service requests the following contacts will apply:
Procys will ensure that the Service Availability percentage (i.e. Uptime) will meet or exceed the value(s) mentioned in below table
Maintenance Windows in which (maintenance) releases/changes/ML engine training are deployed, are not taken into consideration for Service Availability (i.e. Up- or Downtime during these Windows does not affect Service Availability).
When the agreed Service Availability is expected to become less than agreed for a certain period, Procys will inform Customer immediately or at latest within 1 business day.
Incidents and Problems are determined based on the “Impact” and “Urgency” of the disruption and help us apply the correct response and target resolution times. All incident management procedures are aligned with ISO/IEC 27001:2013 standards to ensure a systematic approach to managing and resolving incidents.
Impact is determined by looking at the service availability and/or other factors that negatively affect the usage or delivery of the API/Services and are impacted by the incident or problem reported. Urgency will be determined by the extent to which the incident or problem resolution can bear delay, e.g., how critical the affected function is for the product to function and how fast it will lead to business impact.
Based on the Procys Priority scale, the Incidents are mapped to the below Service Level Agreement goals for Incident Response and Resolution times.
The RESPONSE TIME is the period between Customer sending a ticket to Procys and confirmation that the message or ticket from Customer has been received.
The RESOLUTION TIME is the time between confirmation that the message or ticket from Customer has been received and the ticket being resolved or closed by Customer.
Measurement of Resolution times starts either from (whichever comes first) the moment of:
Customer and Procys will have frequent (or even continuous) communication, in terms of progress, impact and updates. When requested, Procys will be available to join technical meetings or escalation sessions on short notice.
Where required, issues can be escalated hierarchically. This can be the case for major incidents or where maintenance and support agreements and/or additional services are not met.
Maintenance Windows for preventive, corrective and adaptive maintenance are to be aligned between Customer and Procys. The following standard maintenance windows are defined for Procys :
Procys maintenance schedule/releases/changes within such Maintenance Windows, excludes public holidays, freeze periods, and waivers received from Customer in writing.
Procys may deploy (maintenance) releases/changes at any time without prior notice to Customer if such releases or changes have no impact/outage or high risk for the API and Services agreed.
Procys ensures to deploy new versions, releases, and updates to the API and Services to solve defects and/or errors, keep the API and Services up-to-date or otherwise improve the operation or functionality of the API and Services, which may include bug fixes.
Monitoring is required for all essential functionalities of the API and Services. This will ensure that the API and Services are functioning and performing (together) the way they should, and according to the defined service levels. Procys will implement the appropriate monitoring for all of the services (e.g., functions, systems, interfaces, etc.) in its scope during the delivery of the service, including system, performance, stability, usage, and security monitoring.
All monitoring activities are conducted in compliance with ISO/IEC 27001:2013 standards, ensuring that any anomalies or issues are promptly detected and addressed to maintain the security and performance of the services.
For the avoidance of any doubt, Procys will store a copy of the OCR processed document within its data storage servers hosted by Amazon Web Services, at locations inside the European Union. Storage of training data is located at our stage environment in the Netherlands. Storage of documents can be restricted to ONLY territories within the European Union at the written request from Customer at any time during the delivery of the service.
All data handling and storage practices are conducted in compliance with ISO/IEC 27001:2013 standards, ensuring robust security measures are in place to protect against unauthorized access, data breaches, and other security threats. This includes regular audits, risk assessments, and implementation of necessary controls to safeguard customer data.
Procys will provide reporting functions to Customer for the purpose of tracking invoice processing activity. Access to reports will be through a user interface provided by Procys or Monthly Summary reports manually sent to Customer.
All reporting activities will adhere to ISO/IEC 27001:2013 standards, ensuring accurate and secure reporting of service performance, incidents, and other relevant metrics.