Privacy Policy
Last updated: August 25, 2026
Active Record Software Systems, Ltd. respects your privacy and processes personal data in accordance with applicable European Union data protection legislation, including the General Data Protection Regulation (GDPR).
This Privacy Policy explains what personal data we collect through this website, why we collect it, how we use and store it, and what rights you have in relation to your personal data.
1. Data Controller
The data controller responsible for personal data submitted through this website is:
Active Record Software Systems, Ltd.
Horvát u. 14-24.
Budapest, Hungary
For questions concerning privacy or the processing of your personal data, please contact us using the contact details published on this website.
2. What Personal Data We Collect
We collect only the information that you voluntarily provide to us through our contact or inquiry forms.
Depending on the form you use, this may include:
- your name;
- company name;
- business email address;
- telephone number, if provided;
- information about your document processing requirements;
- estimated document volumes;
- descriptions of documents, business processes, or data extraction requirements;
- any other information you choose to include in your message.
Please do not submit sensitive personal data or confidential information unless it is necessary for us to understand your request and you are authorized to provide it.
3. Why We Process Your Data
We process the information you submit in order to:
– respond to your inquiry; – understand and evaluate your document processing requirements; – determine whether ODDC or another solution may be suitable for your requirements; – prepare technical or commercial information requested by you; – prepare quotations or proposals; – communicate with you regarding your inquiry or a potential business relationship; – maintain appropriate records of our business communications.
We do not use information submitted through our inquiry forms for unrelated purposes.
If we wish to use your personal data for direct marketing that requires separate consent under applicable law, we will request that consent separately.
4. Legal Basis for Processing
Depending on the nature of your inquiry, we process personal data on one or more of the following legal bases under the GDPR:
Steps taken at your request before entering into a contract
When you ask us to evaluate a requirement, provide information, prepare a quotation, or discuss a potential purchase or project.
Our legitimate business interests
When processing is reasonably necessary to respond to business inquiries, maintain business correspondence, evaluate potential projects, or manage existing business relationships.
Your consent
Where we specifically ask for your consent for a particular processing activity.
Where processing is based on consent, you may withdraw your consent at any time. Withdrawal does not affect the lawfulness of processing carried out before the withdrawal.
5. Information Submitted Through Our Forms
By submitting an inquiry through this website, you acknowledge that the information you provide will be transmitted to Active Record Software Systems, Ltd. and may be stored in our internal company databases and systems for the purposes described in this Privacy Policy.
We use the submitted information to evaluate and respond to your request and, where appropriate, to maintain subsequent business communication with you.
The personal and business information submitted through our forms is not stored in the website’s public web server database.
After submission, the information is transferred for processing and storage within the systems used by Active Record Software Systems, Ltd.
6. Business Email Addresses
Our website and inquiry forms are intended primarily for business-to-business communication.
Where requested, please provide a valid company or organizational email address rather than a free personal email address such as Gmail, Outlook.com, Yahoo, or similar services.
This allows us to identify legitimate business inquiries and reduces unsolicited or fraudulent submissions.
7. Cookies
This website does not use cookies. We do not use advertising cookies, analytics cookies, tracking cookies, profiling cookies, or third-party marketing cookies. We do not use cookie-based technology to track visitors across websites or build advertising profiles. As long as the website continues to operate without cookies or similar technologies requiring consent, no cookie consent banner is required for such technologies.
8. Web Server and Form Storage
Information entered into website inquiry forms is not retained as customer or inquiry data on the public web server. Submitted data is transferred to Active Record Software Systems, Ltd. for processing and may then be stored in internal company systems and databases with appropriate access controls. Technical infrastructure may necessarily process limited technical information during normal internet communication. Such processing is limited to what is required for the secure and reliable operation of the website.
9. How Long We Keep Your Data
We retain personal data only for as long as reasonably necessary for the purpose for which it was collected.
Information relating to an inquiry may be retained while:
– the inquiry is being evaluated; – discussions concerning a potential project or purchase are ongoing; – a business relationship exists; – retention is reasonably necessary for business, contractual, accounting, legal, or compliance purposes.
When personal data is no longer required for these purposes, it will be deleted or otherwise removed from active use in accordance with our internal data retention practices.
10. Who Has Access to Your Data
Personal data submitted through this website is accessible only to persons who require access for legitimate business purposes within Active Record Software Systems, Ltd.
We do not sell your personal data.
We do not provide your personal data to third parties for their independent advertising or marketing purposes.
Where external service providers are required to support our IT infrastructure or business operations, they may process limited personal data only where necessary and subject to appropriate contractual and data protection requirements.
We may also disclose information where required by applicable law or by a competent public authority.
11. International Data Transfers
We aim to process and store personal data within the European Economic Area where reasonably possible.
If personal data is transferred outside the European Economic Area, we will use an appropriate legal mechanism required by applicable data protection law, where such a mechanism is necessary.
12. Data Security
We take appropriate technical and organizational measures to protect personal data against unauthorized access, accidental loss, alteration, disclosure, or destruction.
Website-submitted inquiry data is not retained in the public website database. Business data is stored within company systems where access can be limited to authorized personnel.
No internet transmission or information system can, however, be guaranteed to be completely secure.
13. Your Rights Under the GDPR
Subject to the conditions established by applicable law, you may have the right to:
- request access to your personal data;
- request correction of inaccurate or incomplete personal data;
- request deletion of your personal data;
- request restriction of processing;
- object to processing based on legitimate interests;
- receive certain personal data in a portable format where the right to data portability applies;
- withdraw consent where processing is based on consent;
- lodge a complaint with a competent data protection supervisory authority.
To exercise any of these rights, please contact Active Record Software Systems, Ltd. using the contact information provided on this website.
We may need to verify your identity before fulfilling a request.
14. Right to Object
Where we process your personal data on the basis of our legitimate interests, you have the right to object to that processing on grounds relating to your particular situation.
Where personal data is processed for direct marketing purposes, you have the right to object to such processing at any time.
15. Supervisory Authority
If you believe that the processing of your personal data infringes applicable data protection law, you have the right to lodge a complaint with a data protection supervisory authority.
In Hungary, the supervisory authority is:
Hungarian National Authority for Data Protection and Freedom of Information (NAIH)
1055 Budapest
Falk Miksa utca 9-11.
Hungary
You may also contact the supervisory authority in the EU or EEA country of your habitual residence, place of work, or place of the alleged infringement.
16. Automated Decision-Making
We do not use personal data submitted through this website to make decisions about individuals based solely on automated processing that produce legal or similarly significant effects.
17. Changes to This Privacy Policy
We may update this Privacy Policy when our website, business processes, or legal obligations change.
The current version will always be published on this page together with the date of the latest update.
18. Contact
For privacy-related questions, requests concerning your personal data, or questions about this Privacy Policy, please contact:
Active Record Software Systems, Ltd.
Horvát u. 14-24.
Budapest, Hungary
Please use the contact details provided on this website.