Engage privacy notice

Effective date 28th August 2020.


Templafy may process your personal data in our capacity as data controllers. This Engage Privacy Notice (“Privacy Notice”) describes how we handle and protect your personal data in connection with your use of the Templafy Engage service. We are committed to respecting your privacy and protecting your personal data. 

Personal data we collect

As used in this Privacy Notice, “personal data” means information that identifies users of Templafy Engage. This information is processed in order to provide a better collaboration experience. Templafy may collect and store data about you in relation to your use of Templafy Engage. We will process your personal data in accordance with this Privacy Notice, unless such processing conflicts with the requirements of applicable law, in which case, applicable law will prevail.

We may collect personal data directly from you when you access the shared Templafy Engage document, such as your name, email, username and IP.

By submitting your personal data to us, you acknowledge that: 

  • You have read and understood this Privacy Notice and agree to the use of your personal data as set out herein. 
  • Your personal data may be transferred and processed worldwide, including countries that may not be deemed to provide the same level of data protection as your home country, for the purposes and in the manner specified in this Privacy Notice. 
  • You are not required to provide any requested information to us, but failing to do so will result in the inability to view the document shared with you.

Sensitive personal data is a subset of personal data and includes ethnicity, health, trade union membership, philosophical beliefs, sexual orientation, as well as other categories as prescribed by law. We do not seek to obtain and will not collect such data about a user.

Use of your personal data and legal basis for processing personal data

Your personal data will be processed for the purposes of correlating activity data when viewing the shared document, such as time spent on a page, to enhance the document collaboration experience. Such processing is legally permissible under Art. 6(1)(a) of Regulation (EU) 2016/679 (General Data Protection Regulation) as necessary for the purposes pursued by the Controller.

Cookie use

Please see Templafy’s privacy policy for the definition of cookies.

“First party Cookies” are cookies that belong to Templafy and that Templafy places on your device. We do not use any Third-Party Cookies.

We use persistent Cookies to improve your experience of using the Templafy Engage site (‘Site’). This includes recording your acceptance of our Cookie Policy to remove the cookie message which first appears when you use the Site.

We use session Cookies. They are temporary and deleted from your machine when your web browser closes. We use session Cookies to help us track usage as described above.

You may refuse to accept browser Cookies by activating the appropriate setting on your browser. However, if you select this setting you may be unable to access certain parts of the Site. Unless you have adjusted your browser setting so that it will refuse Cookies, our system will issue Cookies when you direct your browser to our Site.

If you do not want Cookies to be dropped on your device, you can adjust the setting of your Internet browser to reject the setting of all or some Cookies and to alert you when a Cookie is placed on your device. For further information about how to do so, please refer to your browser ‘help’ / ‘tool’ or ‘edit’ section or see www.allaboutcookies.org. Please note that if you use your browser settings to block all Cookies (including strictly necessary Cookies) you may not be able to access or use all or parts or functionalities of our Site.

If you want to remove previously stored Cookies, you can manually delete the Cookies at any time. However, this will not prevent the Site from placing further Cookies on your device unless and until you adjust your Internet browser setting as described above.

For more information on the development of user-profiles and the use of targeting/advertising Cookies, please see www.youronlinechoices.eu if you are located in Europe or www.aboutads.info/choices if in the United States.

Data recipients and international data transfers

Your personal data may be accessed by Templafy as the service provider, the original sender of the document and users whom the original sender shares access.

We share your personal data with other third-party service providers that may assist us in providing the service Engage. We maintain processes designed to ensure that any processing of personal data by third party service providers is consistent with this Privacy Notice and protects the confidentiality, availability, and integrity of your personal data. 

Sub-processor name Description Data residency Security safeguards
Microsoft, Inc Data centre hosting provider One:
North Europe (Primary) and West Europe (Secondary)
West Europe (Primary) and North Europe (Secondary)
East US (Primary) and West US (Secondary)
Australia East (Primary) and Australia Southeast (Secondary)
Central Canada
Standard contractual clauses
Amazon Web Services EMEA SARL (Templafy Hive) Email notification service provider for in-app notifications Germany Standard contractual clauses
Sendgrid, Inc. (Templafy One) Email notification service provider for in-app notifications USA Standard contractual clauses

Data retention

The data collected by the Site and/or through Cookies that may be placed on your computer will not be kept for longer than is necessary to fulfil the purposes mentioned above. All data can be anonymised or deleted upon request.


We have implemented generally accepted standards of technical and operational security to protect personal data from loss, misuse, alteration, or destruction. Only authorized personnel of Templafy and of our third-party service providers are provided access to personal data, and these employees and third-party service providers are required to treat this information as confidential.

Your rights

We also have implemented measures that are designed to ensure that our processing of your personal data complies with this Privacy Notice and applicable law. 

Under the GDPR, you have the right to request access to your personal data, to request that your personal data be rectified or erased, and to request that processing of your personal data be restricted. You also have to right to data portability. You can enact any right you have by contacting privacy@templafy.com.  

To help protect your privacy and security, we will take reasonable steps to verify your identity before granting you access to your personal data. We will make reasonable attempts to promptly investigate, comply with, or otherwise respond to your requests as may be required by applicable law. Depending upon the circumstances and the request, we may not be permitted to provide access to personal data or otherwise fully comply with your request; for example, where producing your information may reveal the identity of someone else. We reserve the right to charge an appropriate fee for complying with your request where allowed by applicable law, and/or to deny your requests where, in the Firm’s discretion, they may be unfounded, excessive, or otherwise unacceptable under applicable law.  In addition, you may lodge a complaint with an EU supervisory authority.


If you have any questions about this Privacy Notice or if you would like to communicate with our EU Data Protection Manager or the Data Privacy Team, please contact us at: 

Attn: Privacy Department
Wilders Plads 15A
1403 Copenhagen K

Templafy reserves the right to modify this Privacy Notice. We will post any changes to our Privacy Notice on this page. Please check this page regularly to keep up-to-date.