Who we are
OÜ EU Manuals ("we", "our", "us") is the data controller for the personal data processed via EU Manuals Review. Contact: privacy@eu-manuals.eu.
Data we process
Contact details: the email address you give us to receive your results or a link back to your review, or to claim a discount when we offer one; your name, company and phone number if you book a demo, ask for a refund or send feedback. Our payment provider Stripe also passes us the email address you enter at checkout. If you did not give us an email address on our site, we send your receipt and order emails, such as the one telling you your manual is ready, to that address.
Your documents: the manual you upload and any supporting documents (brochure, data sheet, risk assessment), processed on your instructions under our Data Processing Agreement.
Your answers and photos: what you tell us about your machine in the questionnaire and any photos you add — used only to write your corrected manual. Please avoid photos that show people.
Billing details: the billing address and VAT number you enter at checkout — collected and stored by our payment provider Stripe for invoicing. We never see your card number.
Messages: demo requests, refund requests, feedback and support emails — kept in our inbox and customer records so we can reply.
Customer records: your email, company, order history and notes from our conversations, so we know who you are when you come back.
Usage steps: which steps a session reached (upload, results, payment, recheck), linked to the session and your email, so we can see where the product needs work.
Technical data: IP address and browser type, needed to run and protect the service; anonymous visit statistics only if you accept analytics.
Learning notes: short notes on which checklist requirements our AI found unclear in a manual, to improve the checklist. They are keyed by session, contain no name or email, and may include short quotes from the manual.
Lawful basis
Providing the service you asked for, including steps you ask us to take before you order (contract): your documents, answers, photos, billing and support; the email address you give us for your results, a link back to your review or a discount when we offer one; and the email address you enter at checkout. Our legitimate interests: keeping the service secure and finding faults (technical data, logs), seeing how the product is used (usage steps), keeping customer records and messages, and improving our checklist (learning notes) — you can object at any time at privacy@eu-manuals.eu. Legal obligation: keeping invoices and payment records under Estonian accounting law. Your consent: analytics, which you can withdraw at any time via “Cookie settings” in the footer.
Retention
Everything in a review session — the manual, supporting documents, your answers and photos, the analysis, the corrected manual and any translations — is deleted 30 days after the last step in that session finished (a free review, a corrected manual or a recheck). Opening your results link or downloading a file does not extend this; the results page and email show the exact date. You can ask for earlier deletion at privacy@eu-manuals.eu. Your email, company details, order history, messages and feedback are kept for 3 years after your last review, order or message, then deleted — or earlier if you ask. Invoices and payment records are held by our payment provider Stripe and kept for 7 years after the end of the financial year, as the Estonian Accounting Act requires; we cannot delete those earlier. Technical logs record session identifiers, file names and processing steps — never the content of your documents — and are deleted after 3 months. Learning notes are deleted after 12 months.
Your rights
You may access, correct, export, or delete your personal data, restrict processing, or object to it. Write to privacy@eu-manuals.eu. You may also complain to your local supervisory authority.
International transfers
Your files are stored in the EU, and our document processing and AI analysis run on servers in the EU. A few steps are handled by partners who may process data in the United States under EU-approved safeguards (the EU's standard contractual clauses and, where the partner is certified, the EU–US Data Privacy Framework): payment processing and our website's worldwide delivery network, which pages and requests can pass through. If our main AI provider or our main email provider is unavailable, we may temporarily use a backup provider in the United States. The full list, with where each partner processes data, is on our Sub-processors page.