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Last updated: 13 November 2026
1. Who we are
Fabreasy PDF Creator, Fabreasy SendReady and the websites pdfcreator.fabreasy.com and sendready.fabreasy.com are made by Fabreasy, a trade name of Yellow Smile ICT Services, Henry Dunantlaan 16, 2614 GH Delft, the Netherlands, Chamber of Commerce 24292836. We are the controller for the data in this statement. Privacy questions: support@fabreasy.com.
If your organisation uses the SendReady password portal, we process the data of your recipients as a processor, on your instructions. The data processing agreement you accept in SendReady applies to that (see section 8).
2. What stays on your computer
Your documents stay on your computer. Creating a PDF, applying letterhead and signatures, signing digitally with your own certificate, encrypting with a password and sending through your own e-mail program all happen on your PC. Fabreasy does not receive the content of your documents, nor the names of your files.
Settings, letterhead sets, signatures and addresses are kept in the Windows registry and in your user folder. Passwords that SendReady keeps per address are stored on your PC, encrypted by Windows (DPAPI).
If you use SendReady to ask for approval by e-mail, the whole record is kept in a folder of your office: the document sent, the file key, the codes and every reply. If you allow it, SendReady reads the replies from your mailbox in Outlook, on your PC. That permission applies per Windows user and can be withdrawn in the settings of Confirmations. None of this goes to Fabreasy.
3. Licence
To verify that a licence is valid and used by the agreed number of users, the program sends to our licence server:
- the licence key;
- your Windows user name and display name;
- the origin: the computer or domain name with the user name (for example
PC-07\jvdberg); - a computer identifier: a hash value derived from the Windows installation, from which the computer itself cannot be derived (not on a terminal server);
- the program version, the screen language and a random installation number;
- a random reference per call, so that in case of a fault we can match your report with our log.
The server sees your IP address, as with any connection.
We use this for licensing only. A licence counts per user, with two computers per user included; a computer that has not been seen for 30 days drops off. The licence holder can see in the customer portal which users and how many computers are registered, and can remove users. If your organisation has an organisation key for the password portal, an administrator first approves a new user or computer and receives an e-mail with the origin for that purpose.
Registering, checking and releasing a seat are recorded in a log per licence: the time, the origin, the outcome and the reason, and for a refusal an encrypted hash value of the IP address. Never the licence key. We keep this log for 180 days. On your computer the program keeps the same in licentie.log; that file only leaves your computer if you send us a support file yourself.
If you request a licence from your organisation’s administrator, we forward the e-mail address you enter, your user name, the origin and the computer identifier to that administrator. A request expires after 14 days; 30 days later its record is gone too.
If your licence ends within 45 days, the program reports the end date, the licence number, the edition, the language and the licence’s e-mail address, so that we can send a reminder; one e-mail per licence, even if there are more users.
If you had a licence for the previous version, the program asks once whether it may check if a new key is ready for you. After you agree it sends the number of that old licence, a checksum of the licence code and the e-mail address contained in that licence.
Legal basis: performance of the contract. Retention: for as long as the licence runs; 24 months after the licence ends we anonymise the data. Invoices are kept for seven years, as required by law.
4. Trial
The 14-day trial works with a trial code on your PC, without an account. When the PC is online, the program checks whether that trial code has been withdrawn; the trial code and the computer identifier are sent for that.
If you start a trial of a component that runs on our server, such as the password portal, the program asks for your e-mail address at that moment and tells you why. We use it to tie the trial to one person, to send one reminder seven days before it ends, and to keep your trial data if you then buy a licence. If you do not buy, we delete everything you recorded during the trial 14 days after it ends.
5. Usage figures
Once a day the program reports:
- how often each component was started, how many PDFs and pages were created, and by which route (ribbon, toolbar, drag and drop, printer);
- how often processing failed, with a fixed error code (for example “no letterhead found”);
- how many approval requests were sent, as a number;
- the date of the first PDF;
- the edition, the program version, the kind of licence, the licence number, the language, the Windows version and the random installation number.
No name, no e-mail address, no file names, no content. You can switch this off in Setup on the Licence tab (“Share anonymous usage figures”).
We keep the figures per day for 90 days; after that we add them up per month. After 24 months we remove the installation number, leaving only totals. If an installation reports nothing for twelve months, its last reading is removed too.
Legal basis: legitimate interest (improving the product and seeing where people get stuck).
6. Offers and “Get started”
Once a day the Dashboard asks whether there is an offer for this installation, for example at the end of a trial. It sends: the installation number, the edition, the program version, the language, the kind of licence, whether a trial is running and how many days it has left, and whether the licence has expired or been renewed. When an offer is shown, chosen or dismissed, this is recorded with the installation number, so that you do not get offers too often and an offer price only applies to whoever received it.
If you share usage figures (section 5), the request also includes: the Windows region, how many days the program has been in use, how many PDFs were created, whether letterhead is switched on and how many labels were used; and the steps you complete in “Get started” are counted. If you switched it off, we keep nothing from this request.
No name and no e-mail address. We keep this data until 24 months after the installation last reported.
If you request an extension of the trial, we use your e-mail address to send the key and to see that you already received one. If you tick the consent box, we may also e-mail you about it; you can unsubscribe at any time. We keep the request for 24 months.
Legal basis: legitimate interest; for e-mail about the extension your consent.
7. Error reports
If a program file is missing, the program sends a short report with the name of that file, the program version and the installation number, without name, e-mail address or licence number.
If the program runs into an error, you can choose “Send to Fabreasy” in the error window yourself. Only then, and only that one report, is sent to us: the technical error message, the program version and the installation number. Paths, document names and e-mail addresses are removed beforehand; no licence key, no user name.
We keep an error report for 90 days. Legal basis: legitimate interest (finding faults); for the error window your consent, per report.
8. SendReady: password portal
With the password portal your recipient chooses the password for the documents you send them. For that we store, as a processor for your organisation: the recipient’s e-mail address (encrypted, with a hash value to find it again), the chosen password (encrypted in the recipient’s browser with your organisation key, which we cannot open), a reminder if the recipient provides one, the times of registration and setting the password, and the one-time links for invitation and recovery.
Until November 2026 a recipient could also respond to a document through a Fabreasy page (SendReady Confirm). That route has stopped; what is left of it with us is deleted according to the periods in the data processing agreement, and nothing new is added.
The terms are in the data processing agreement you accept in SendReady. You remain responsible for that data. After your licence ends we keep it for another 90 days and then delete it.
9. SendReady: approval by e-mail
With approval by e-mail the document goes to your client through your own e-mail program, and the reply goes from your client’s mailbox to yours. Fabreasy receives no document, reference, code, reply or comment.
If your client wants to give a confidential comment, they can use the approval page. That page is on our server, but works only in your client’s browser and is not allowed to send anything. Our web server only sees that the page was visited: the IP address and the time, as with any web page. If you do not want that either, you can put the page on your own website.
10. Updates and version check
The program asks our server daily what the newest version is, and whether the server can be reached. No information about you is sent; the server sees your IP address, as with any website visit.
11. Support file
If you create a support file in Setup, a zip is written to your Documents folder with your settings (without passwords and without the licence key), log files, your letterhead files and, if you switched it on in Setup, the PostScript files of the last seven days. That file only leaves your computer if you mail it yourself.
12. The websites
On pdfcreator.fabreasy.com and sendready.fabreasy.com we count visits with Independent Analytics. It runs on our own server, sets no cookies and does not store your IP address: it turns your IP address and browser details into a hash value that changes every day, so that visits on the same day count as one visitor. It also stores which pages were viewed, where the visit came from, the country and the kind of device. We keep these figures for 24 months.
The sites set a functional cookie, pll_language, which remembers your language. If you log in to the customer portal, a cookie remembers that you are logged in. If you arrive through a link from one of our resellers, the cookie fcl_aff remembers that reseller for 30 days, so that a purchase is credited to them.
In addition, the sites load Google Analytics (Google), to see how the sites are used, and the Meta pixel (Meta, the company behind Facebook), to measure the effect of our advertising. These set cookies and send your IP address, the page viewed and details of your browser to Google and Meta, which may also process them outside the European Union. You can block or delete these cookies in your browser; the sites and ordering work without them. The fonts of the sites come from Google Fonts, so Google sees your IP address. A video only starts when you click it, through youtube-nocookie.com from Google.
Our server sees your IP address on every visit; technical logs of the web and mail server are kept for five weeks at most.
13. Where the data is and who can access it
The licence server, the password portal and the websites run on a server of Hetzner Online GmbH in Germany. Back-ups are overwritten after seven days. E-mails from the server are sent through our own mail server on that same server.
Payments are handled by Mollie (the Netherlands) or Dodo Payments. With Mollie we are the seller and Mollie processes the payment for us. With Dodo Payments, Dodo is the seller (merchant of record): Dodo then processes your payment and invoice details as a controller in its own right, under Dodo’s privacy policy. In neither case do we receive card or account details. We do not sell data and do not use what the program sends for advertising.
14. Your rights
You can ask us which data we hold about you, have it corrected or deleted, and object to its use for usage figures. Licence holders can remove users themselves in the customer portal. If you are a recipient of an organisation that uses the password portal, please contact that organisation; we help them with your request. You can lodge a complaint with your data protection authority; in the Netherlands that is the Autoriteit Persoonsgegevens.
15. Changes
If anything changes in what the program sends, we update this statement in the same version. The date at the top shows when that last happened.