Privacy Policy

Revision date: 10.10.2026

Your privacy is important to us. Ascensio System SIA has created this statement to let you know about our firm commitment to protecting your privacy and complying with applicable data protection laws, including the General Data Protection Regulation (GDPR). The following discloses our approach to collecting and processing Personal Data for the Ascensio System SIA website https://www.onlyoffice.com and related services.

Where processing requires your consent, we ask for it separately, including through our cookie banner. You may withdraw your consent at any time.

What Personal Data we collect

Ascensio System SIA collects Personal Data (hereinafter also "Data") when you use our website or services, including when you register with the ONLYOFFICE^TM service.

We ask users to provide the following Data:

first and last name - to identify users and display a unique username in ONLYOFFICE^TM accounts ("Accounts");
email address - to authenticate users, provide access to Accounts and help them reset their passwords to regain access to their Accounts;
phone number - to confirm the user's identity with two-factor authentication.

We collect the above Data when you enter or upload it using the forms and tools on our website or in our services. We may also receive certain Personal Data from third-party sources as described below.

We also collect the following technical data:

IP address - to help diagnose problems with our server, administer our website, analyse visits and usage patterns, and improve user experience.
Location (based on the IP address);
Operating System and Internet Browser data;
Hardware specifications (screen size, other specifications);
Other data. Please refer to the "Third-party service providers" section of this Policy.

You can choose to browse our website without registering or providing your name or contact details. But you will not be able to access areas that require registration. Certain technical data is collected automatically as described below.

Technical data is collected automatically when you visit our website or use our services. We do not use this data to identify you by name. However, some technical data may constitute Personal Data and may be associated with your Account when you are logged in. We use this data only for the purposes described in this Privacy Policy.

We do not link IP addresses to your name or contact details for website analytics. We use such data only for the purposes described in this Policy.

We also collect certain categories of personal information about users from other sources. In particular:

Financial and/or transaction details from our payment provider 2checkout (located in the US, Netherlands, Romania). This is necessary in order to process a transaction;
Third-party service providers like Google (located in the US), which provide information about you when you link, connect, or log in to your Account with your Google Account and we receive information such as your Google e-mail and profile from that service. This only occurs if you are using your Google Account to login. The information varies and is controlled by Google or as authorized by you via your privacy settings in Google Account.

When you interact with social media buttons (i.e. "share", "like", "tweet", "+1" etc) on our website or when you link your Account to or log in through a social media website the social networks may record some of your actions.

How we use Personal Data

We collect and process Data for the following purposes:

to provide users with a better experience (e.g. to customize the user interface);
to investigate performance issues, bugs and any other technical issues;
to make ONLYOFFICE^TM better;
to comply with the law.

We respect your privacy and do not sell your Personal Data. We may share anonymised statistics about how ONLYOFFICE^TM is used with partners and other organisations. These statistics do not identify individual users. We may share Personal Data with our affiliates, including the ONLYOFFICE rights holder and our holding company, and with contracted partners and service providers for the purposes described in this Privacy Policy and in accordance with applicable law. Any other disclosure is made with your consent or as permitted or required by applicable law.

Ascensio System SIA may send you tips on using ONLYOFFICE^TM, notify you of and get your feedback on upcoming releases or new services offered only if you subscribed to our mailing lists. Users can unsubscribe at any time using the link in any informational message or the relevant Account settings.

Depending on the purpose, we process Personal Data to perform our contract with you, comply with legal obligations, or pursue our legitimate interests in managing business relationships, improving and securing our services, preventing fraud and protecting our legal rights. Where consent is required, we rely on your consent.

Payments, Wallet and Prepaid Balance

We use Stripe to process payments, including top-ups to your prepaid balance in the Wallet.

We share billing and transaction information with Stripe as needed to process and confirm payments, handle refunds and resolve payment disputes. Your payment card details are collected directly by Stripe. We do not store full card numbers or card security codes.

We keep records of your balance, top-ups, charges, refunds and paid service usage to manage your balance and ensure accurate billing. We process this Personal Data as necessary to perform our contract with you, meet our legal obligations, or pursue our legitimate interests in managing business Accounts, preventing fraud and resolving disputes.

More information about how Stripe handles Personal Data, including international transfers, is available in the Stripe Privacy Policy available at: https://stripe.com/privacy.

How long we keep your Data

We retain your Data for as long as is necessary to provide the service to you and others, and to comply with our legal obligations. Account deactivation does not itself delete your Data. Following account or portal deletion, we may retain certain records for as long as necessary to comply with legal obligations, including accounting and tax requirements, or to establish, exercise or defend legal claims.

Your Account can be deactivated temporarily or deleted permanently at any time using the appropriate options in portal settings. If you delete your portal through its settings, we will initiate deletion of your Account and associated Data, subject to the retention exceptions described above.

If your Account is inactive for 180 days we will send you a letter informing you about the planned deletion of your Account due to non-use. If you do not resume using your Account within 7 days after that notice we will permanently delete it. You can ask us to restore Data until it's permanently deleted.

How you can control your data

You have various rights to control use and processing of your Personal Data and other information. This means that you are entitled to request us to take certain actions at any time and free of charge.

Data portability right. You have the right to request a digital copy of your Data in a structured, commonly used and machine-readable format to be able to move from one service to another. This can be achieved by using Data backup options as described in the following link: https://helpcenter.onlyoffice.com/gettingstarted/configuration.aspx#CreatingBackup_block

You can also email us at info@onlyoffice.com and we will provide you with an electronic file containing your Data.

Right to rectification. You have the right to obtain the rectification of inaccurate Data. You are entitled to have incomplete Personal Data completed. In order to do so, please use appropriate settings to edit and complete your incomplete Personal Data if you find it necessary or provide us with a supplementary statement by sending an e-mail to info@onlyoffice.com

Right to restriction of processing. You also have the right to request that we restrict the processing or use of your Data in accordance with applicable law. To exercise this right, please email us at info@onlyoffice.com.

You can also temporarily deactivate your Portal using the appropriate settings. Please visit the link to learn how to do it: https://helpcenter.onlyoffice.com/gettingstarted/configuration.aspx#DeactivatingDeletingPortal_block

If you choose to do so, deactivating your Portal disables user access without deleting the stored Data.

Right to erasure ("Right to be forgotten"). You are eligible to delete certain Data from our site and services. Please visit the link to learn how to do it: https://helpcenter.onlyoffice.com/gettingstarted/configuration.aspx#DeactivatingDeletingPortal_block

Where you are entitled to erasure under applicable law, we will delete your Personal Data without undue delay, subject to the retention exceptions described in "How long we keep your Data".

In accordance with Article 12(3) of the GDPR, we will inform you of the action taken on your request within 1 month of receipt. Where necessary due to the complexity or number of requests, we may extend this period by up to 2 additional months and will notify you within the initial 1-month period, explaining the reasons.

Please be aware that sometimes we have to store some Data for a longer period of time either due to technical limitations or to comply with the law.

Right to object. You may object to processing based on legitimate interests on grounds relating to your particular situation, or to processing for direct marketing at any time.

Withdrawal of consent. Where processing is based on consent, you may withdraw it at any time, without affecting the lawfulness of prior processing.

Right to complain. You may lodge a complaint with a competent data protection supervisory authority.

To exercise your rights, contact us at info@onlyoffice.com.

Children's privacy

Ascensio System SIA does not intentionally collect Personal Data from persons who are minors under their applicable local legislation without the consent of their parent(s) or other legal guardian(s), unless permitted by applicable law.

If you are under 16, you will need consent from your parent(s) or other legal guardian(s) before submitting any information to Ascensio System SIA via the website, unless permitted by applicable law in your country. If we become aware that a person under 16 has provided us with personal information without appropriate aforementioned consent, we will take steps to delete such information.

Public areas

Ascensio System SIA may create, host and provide discussion forums, newsgroups, blogs or other public environments to ONLYOFFICE^TM users and the general public. Any information disclosed in blogs or forums is considered public and each user is responsible for and should exercise caution when disclosing any Personal Data in such areas. Ascensio System SIA is not responsible for any action taken as a result of information presented or received in such areas.

Links to other sites

This site contains links to other sites. Please be aware that Ascensio System SIA is not responsible for the privacy practices or the content of such websites as well as any information they might collect, even though our name or logo may appear on those sites. We encourage you to be aware when you leave our site and to read the privacy statements of each and every website that you visit, as the Privacy Policy of those sites may differ from ours. Our privacy statement applies to https://www.onlyoffice.com and related services.

How we use "cookies"

During your visit to our website, so-called "cookies" are saved to your computer. These "cookies" are small computer files, necessary to provide functionality and track user's activity: register information about user's navigation on our website (e.g. loaded pages, date, time of day and length of visit etc) which we can access during your next visit in order to adapt the website to your personal requirements and optimize loading times. We also use this information to enter your data into inquiry forms so that you do not need to fill them again.

We never store passwords in our website cookies. The use of cookies is common and advantageous. Cookies are used on most websites. By indicating how and when visitors use a website, cookies aid us in finding out which areas are popular and which areas are not. Many improvements and updates are based on information supplied by cookies. Cookies can also help us to personalize web content and meet the demands of our visitors.

What cookies do we use and why:

Essential. These cookies are necessary in order to enable certain basic features, such as identifying a particular user and remembering that the user has logged into their Account. These cookies may store a unique user authentication key and are required for the service to operate correctly. Although cookies do not store your password directly, a user authentication key acts as a password substitute. Please be aware that you must not allow others to copy your cookies.
Functionality. These cookies are used to remember some choices that users make (i.e. search parameters or language settings) and to make your use of our site and services more tailored.
Performance and analytics. These cookies collect information on how users interact with our site and services and help us to improve them. We use Google Analytics cookies to identify areas for improvement such as navigation and user experience, and marketing campaigns. Please check the "Third-party service providers" section to learn more.

Where required by applicable law, we obtain your consent before using non-essential cookies and provide cookie settings where you can reject them or withdraw your consent at any time.

Users can disable cookies by changing their Internet browser settings. However, if you instruct your Internet browser to not accept essential cookies, our site and service may not work properly or may not work at all.

Data protection

Your Account is password-protected so that you have secure access to your ONLYOFFICE^TM Portal and Personal Data stored on your Portal. It is the user's responsibility to protect the security of their password. We do not take responsibility for any undesirable information disclosure due to password insecurity.

To minimize any Personal Data breach we have implemented security measures including:

user password strength settings;
physical access control;
randomly-generated brute-force resistant staff passwords;
strong encryption of Personal Data where appropriate;
video surveillance and activity logs;
two-factor authentication (enabled by default);
encryption in transit using modern TLS (Transport Layer Security) cryptographic protocol for all connections containing Personal Data;
trusted email domain settings;
other safety measures to reduce the risk of unauthorized access.

Third-party service providers.

We use third-party service providers to support the operation, hosting, security, analytics and improvement of our services.

AWS Amazon file hosting. We use Amazon AWS cloud storage to store user files including Data. Actual location where certain Data is stored depends on "Portal region" setting which is set by Portal administrator during Portal initial setup.

The following options are currently available:

EU (Germany) Region;
US West (Oregon) Region;

Please visit the following link to learn how to change Portal region: https://helpcenter.onlyoffice.com/gettingstarted/configuration.aspx#ChangingPortalRegion_block

To learn how Amazon AWS treats your privacy, please see the following link: https://aws.amazon.com/privacy

Google Analytics. We also use Google Analytics to track what is used the most, to understand our users needs and to make our site and service better.

Please visit the link to understand Google's approach to privacy: https://policies.google.com/privacy?hl=en

Monday.com. We've integrated with monday.com to make our product more convenient and valuable for users who work with this platform.

To learn more about how monday.com collects, uses, and protects your data in connection with the monday.com integration, please visit the following page: https://monday.com/l/privacy/privacy-policy/

hCaptcha. We use the hCaptcha security service (hereinafter "hCaptcha") on our website. This service is provided by Intuition Machines, Inc., a Delaware US Corporation ("IMI"). hCaptcha is used to check whether user actions on our online service (such as submitting a login or contact form) meet our security requirements. To do this, hCaptcha analyzes the behavior of the website or mobile app visitor based on various characteristics. This analysis starts automatically as soon as the website or mobile app visitor enters a part of the website or app with hCaptcha enabled. For the analysis, hCaptcha evaluates various information (e.g. IP address, how long the visitor has been on the website or app, or mouse movements made by the user).

The analysis in 'invisible mode' can take place entirely in the background, so as not to disturb the user and ensure the proper functioning of the website.

Data processing is based on Art. 6(1)(b) of the GDPR: the processing of Personal Data is necessary for the performance of a contract to which the website visitor is party (for example, the website terms) or in order to take steps at the request of the website visitor prior to entering into a contract. Our online service (including our website, mobile apps, and any other apps or other forms of access offered by us) needs to ensure that it is interacting with a human, not a bot, and that activities performed by the user are not related to fraud or abuse. In addition, processing may also be based on Art. 6(1)(f) of the GDPR: our online service has a legitimate interest in protecting the service from abusive automated crawling, spam, and other forms of abuse that can harm our service or other users of our service. IMI acts as a "data processor" acting on behalf of its customers as defined under the GDPR, and a "service provider" for the purposes of the California Consumer Privacy Act (CCPA). This means that IMI processes Personal Data only at the instruction and for the purposes of the client.

For more information about hCaptcha's privacy policy and terms of use, please visit the following links: https://www.hcaptcha.com/privacy and https://www.hcaptcha.com/terms

Stripe. We use Stripe to process Wallet top-ups. Please see "Payments, Wallet and Prepaid Balance" above for details.

You have the right to request access to, correction of, or deletion of your data in accordance with the provisions of the GDPR. To proceed with this request, please email us at info@onlyoffice.com.

Privacy policy updates

Ascensio System SIA may update this Privacy Policy from time to time. We encourage you to review this privacy statement for any changes occasionally. If any changes are made to the purposes for which we treat your Personal Data, we will inform you of such changes via email or by posting a note on our website. We will also try to provide notice of any other changes to this Policy.

Further questions

If you have any questions about our Privacy Policy, feel free to email us at info@onlyoffice.com.