Privacy policy
Article 1 : Purpose of the Privacy Policy
This Privacy Policy aims to inform users of the website, owned and operated by HOCKMEDIA LTD, about the methods of collection, use, retention and protection of their personal data.
HOCKMEDIA LTD is a British law company, whose registered office is located at 63-66 Hatton Garden, Fifth Floor Suite 23, London EC1N 8LE, registered under number 14831425.
HOCKMEDIA LTD acts as data controller for all personal data processed via the Documeos website.
Although established in the United Kingdom, the site is primarily aimed at customers based in France.
Consequently, this Privacy Policy complies with:
- the General Data Protection Regulation (GDPR) (EU) 2016/679
- UK GDPR and the Data Protection Act 2018 (UK data protection legislation)
- the recommendations of the National Commission for Information Technology and Liberties (CNIL) in France
This policy is linked to our Terms and Conditions of Use and our Legal Notices.
Article 2 : Data Processing Principles
Personal data is processed in accordance with the principles of Article 5 of the GDPR:
- Processed lawfully, fairly and transparently
- Collected for specified, explicit and legitimate purposes
- Adequate, relevant and limited to what is necessary
- Accurate and kept up to date
- Retained for a limited period in relation to the purposes
- Secured to prevent any unauthorized access, modification or loss
Article 3 : Legal Basis for Processing
The processing of personal data is lawful only when it is based on one of the following bases:
| Purpose of processing | Legal basis |
|---|---|
| User account creation and management | Contractual necessity |
| Subscription and payment management | Contractual necessity |
| Marketing communications and newsletters | Consent |
| Customer support and user assistance | Legitimate interest |
| Legal or regulatory compliance | Legal obligation |
| Website analysis and improvement | Consent (via cookies) |
Article 4 : Consent
By using the site, the User accepts:
- All terms of this Privacy Policy
- The collection, use and retention of the data mentioned therein
Article 5 : Personal Data Collected
We only collect data strictly necessary for the provision of our services, which may include:
- First and last name
- Date and place of birth
- Postal address and email address
- Phone number
- Company name, SIRET and VAT numbers
- IP address
- Payment information (if applicable)
This data is collected and processed for the following purposes:
- Account registration and authentication
- Subscription and billing management
- Customer assistance and communication (with consent)
- Legal compliance
- Website analysis and improvement
- Compliance with obligations provided for in Articles 15 et seq. of the GDPR
No additional data is collected without prior information.
Article 6 : Data Collection Methods
Data is collected only via:
- Forms filled out on the site
- The account creation and subscription process
- Cookies, trackers and similar technologies used for analysis, audience measurement and security purposes
Users must provide only their own personal data and not communicate that of third parties without their consent.
Article 7 : Data Sharing and Transfer
Personal data may be shared with:
- Trusted service providers (hosting, emailing, payment, CRM), acting on our behalf under strict confidentiality agreements
- Public authorities, when required by law
Any transfer of data outside the European Economic Area (EEA) is carried out only:
- To countries recognized by the European Commission as offering an adequate level of protection
- Under Standard Contractual Clauses (SCC) or equivalent guarantees ensuring GDPR compliance
Article 8 : Data Retention Period
Personal data is retained only for the time necessary to fulfill the purposes described above or according to legal requirements.
| Data category | Purpose | Retention period |
|---|---|---|
| Prospect data (identity, contact) | Prospect management | 3 years after last contact |
| Customer account and billing data | Contractual management | Contract duration + 3 years |
| Payment data | Legal processing and retention | Contract duration + 5 years (accounting) |
| Data related to the exercise of user rights | GDPR compliance | Calendar year of request + 5 years |
Beyond these periods, data is deleted or anonymized securely.
Article 9 : User Rights
In accordance with Articles 12 to 23 of the GDPR, users have the following rights:
- Right of access
- Right to rectification
- Right to erasure ("right to be forgotten")
- Right to restriction of processing
- Right to object
- Right to data portability
- Right to withdraw their consent at any time
To exercise these rights, contact us:
In case of disagreement, you can file a complaint with:
- The Information Commissioner's Office (ICO) in the United Kingdom – www.ico.org.uk
- CNIL in France – www.cnil.fr, if you reside in France
Article 10 : Cookie Policy
Cookies are small text files that improve the user experience on the site.
We use several categories of cookies:
| Cookie type | Purpose | Consent required |
|---|---|---|
| Essential cookies | Basic site operation (login, security) | No |
| Analytical cookies | Audience measurement and site performance | Yes |
| Marketing cookies | Personalization and advertising effectiveness measurement | Yes |
| Functional cookies | Preference storage and user experience improvement | Yes |
Cookie preference management is done via our consent banner or in browser settings.
Disabling cookies may limit some site features.
For more information, see our Cookie Policy.
Article 11 : Security and Privacy
The site implements technical, organizational and physical measures to protect data against any unauthorized access, alteration or disclosure.
These measures include in particular:
- Encryption of exchanges (HTTPS)
- Secure access controls
- Regular server maintenance
- Staff confidentiality commitments
The User nevertheless acknowledges that no transmission over the Internet is completely risk-free.
Article 12 : Privacy Policy Modifications
This policy may be updated to reflect changes in our practices or legal obligations.
The most recent version is always available on our site.
We invite users to consult it regularly.
Article 13 : Contact Details
Personal data is collected and processed by:
HOCKMEDIA LTD
63-66 Hatton Garden, Fifth Floor Suite 23
London EC1N 8LE, United Kingdom
Company number: 14831425
Email: contact@documeos.com