Checkroom NV Privacy Policy

We at CHECKROOM NV (“CHEQROOM”) are committed to protecting your privacy. This Privacy Policy applies to our Websites, and our SaaS-platform (at https://www.cheqroom.com/), including our associated mobile applications (Mobile Apps), owned and controlled by CHEQROOM. This Privacy Policy governs our data collection, processing and usage practices. It also describes your rights with regards to your personal data. If you do not agree with the data practices described in this Privacy Policy, you should not use the Website or the SaaS-platform. Your use of (creation of the Account included) the SaaS-platform, Website or our other services implies your informed consent (through the disclosure of personal data or opt-in) to the Privacy Policy and consequently to how CHEQROOM collects, uses and processes your Personal Data.

We periodically update this Privacy Policy. We will post any changes on this page and, if the changes are significant, we will provide a more prominent notice by sending you an email notification.

While we will notify you of any material changes to this Privacy Policy, we encourage you to review this Privacy Policy periodically.

If you have any questions about this Privacy Policy or our treatment of the Personal Data we process, please write to us by email at [email protected].

1. Use of the SaaS-platform

The CHEQROOM SaaS-platform

Our online SaaS-platform allows any organisation to manage their equipment and whatever happens to it. The information added to the SaaS-platform when a User adds the information, is stored and managed on our service providers’ servers.

CHEQROOM as a Processor

Our Customers use our SaaS-platform to build equipment databases that store more about asset-related activities inside their organization than Personal Data. CHEQROOM does not control the content of these databases or the types of information that our Customers may choose to collect or manage using the SaaS-platform. That information belongs to them and is used, disclosed and protected by them according to their privacy policies and is not subject to this Privacy Policy. This customer data is processed by CHEQROOM in its capacity as a data processor which means that we process Customer Data as they direct and in accordance with our agreements with our Customers in their capacity of Controller. We store our customer’s data on our service providers’ servers, but we do not have control over its collection or management. Our agreements with our Customers prohibit us from using that information, except as necessary to provide and improve the SaaS-platform, as permitted by this Privacy Policy, and as required by law. We have no direct relationship with individuals who provide Personal Data to our Customers that is then subsequently uploaded on our SaaS-platform. In such cases where our Customers are the Controller and CHEQROOM is a Processor, our Customers control and are responsible for complying with requests with regards to your Privacy Rights. We are not responsible for our Customers’ use of information they upload to the SaaS-platform.

CHEQROOM as a controller

As explained above, CHEQROOM often acts as a Processor under the control of its Customers when processing Personal Data. In other situations CHEQROOM takes full responsibility for the processing of Personal Data as a Controller. This is the case for the Personal Data we process when you for example create an Account or when you access our Website. This Privacy Policy only describes these activities where CHEQROOM acts as the Controller of your Personal Data.

2. Personal Data We Collect

CHEQROOM may collect Personal Data that is provided by you or by third parties to the extent necessary or useful for the operation of the Website, the SaaS-platform, Mobile Application or our other services. Such information may consist of:

CHEQROOM does not collect, or at least has no intention of collecting, sensitive personal information of its visitors or other persons, (e.g. data relating to race or ethnic origin, religious beliefs, criminal record, physical or mental health, or sexual orientation, in the GDPR referred to as “Special Categories of Personal Data”). CHEQROOM shall, where necessary, obtain your explicit consent to collect and use such information.

You are not obligated to provide us with your Personal Data; however, the performance of several services may not be possible if you choose not to provide your Personal Data.

Personal Data we collect from third parties

From time to time, we may receive Personal Data about you from third-party sources including partners with which we offer co-branded services or engage in joint marketing activities, and publicly available sources such as social media websites.

Information About Children

The Websites are not intended for or targeted at children under 13, and we do not knowingly or intentionally collect information about children under 13. If you believe that we have collected information about a child under 13, please contact us at [email protected], so that we may delete the information.

3. How We Use Personal Data We Collect

General Purpose

CHEQROOM collects and processes your personal information in order to offer you a safe, comfortable, and personalized experience each time you visit the Website or utilize our SaaS-platform or services.

The information we collect about you is primarily processed to help us ensure proper technical functioning and to improve the quality and content of our SaaS-platform, Website and services – based on the lawful legal bases of “consent”, “contractual necessity”, or “legitimate interest” as detailed in the previous chapter.

With that said, your personal data will only be processed for the following (internal) purposes

We Never Sell Personal Data

We will never sell your Personal Data to any third party.

Use of Personal Data

In addition to the uses identified elsewhere in this Privacy Policy, we may use your Personal Information to:

- provide other companies with statistical information about our Users — but this information will not be used to identify any individual user;

- send information to you regarding changes to our Terms and Conditions, Privacy Policy, or other legal agreements;

- meet legal requirements.

We use the information collected through our SaaS-platform on behalf of our Customers for the following purposes:

- to provide the SaaS-platform (which may include the detection, prevention and resolution of security and technical issues);

- to respond to Customer support requests; and

- otherwise to fulfill the obligations under the CHEQROOM Terms and Conditions.

4. Security of your Personal Data

We use a variety of security technologies and procedures to help protect your Personal Data from unauthorized access, use or disclosure. We secure the Personal Information you provide on computer servers in a controlled, secure environment, protected from unauthorized access, use or disclosure. All Personal Data is protected using appropriate physical, technical and organizational measures such as:

- Access right restrictions

- All data transmitted from and to our website is encrypted (HTTPS/TLS)

- All data is stored in secure data centers

In the unlikely and unfortunate event that your personal information under CHEQROOM’s control is compromised by an information security breach, CHEQROOM will immediately act to identify the cause of such breach and take action through adequate remedial measures. If necessary, CHEQROOM will notify you as well as the Data Protection Authority of this incident in accordance with applicable law.

Social Media Features

Our Websites include Social Media Features, such as the Facebook Like button and Widgets, such as the Share This button or interactive mini-programs that run on our sites. These features may collect your IP address, and which page you are visiting on our sites, and may set a cookie to enable the feature to function properly. Social Media Features and Widgets are either hosted by a third party or hosted directly on our Websites. This Privacy Policy does not apply to these features. Your interactions with these features are governed by the privacy policy and other policies of the companies providing them. CHEQROOM assumes no responsibility regarding the privacy policy of the websites or digital platforms that are linked on the website. Moreover, CHEQROOM shall not be liable in any way for direct or indirect damages caused by a wrongful or improper use of your personal data by such third parties.

External Websites

Our Websites provide links to other websites. We do not control and are not responsible for, the content or practices of these other websites. Our provision of such links does not constitute our endorsement of these other websites, their content, their owners, or their practices. This Privacy Policy does not apply to these other websites, which are subject to any privacy and other policies they may have. CHEQROOM assumes no responsibility regarding the privacy policy of the websites or digital platforms that are linked on the website. Moreover, CHEQROOM shall not be liable in any way for direct or indirect damages caused by wrongful or improper use of your personal data by such third parties.

User content

You shall be solely responsible for your own user content, such as content you upload to the Websites or SaaS-platform, and the consequences of posting, submitting and/or publishing it. CHEQROOM is not responsible or liable to you or any third party for the content or accuracy of any user content posted by you or any other user of the Websites or SaaS-platform, and CHEQROOM expressly disclaims any and all liability in connection with user content to the fullest extent permitted by applicable law.

5. Retention of Personal Data

How long we keep Personal Data we collect about you depends on the type of information, as described in further detail below. After such time, we will either delete or anonymize your Personal Data or, if this is not possible, then we will securely store your information and isolate it from any further use until deletion is possible.

We retain Personal Information that you provide to us where we have an ongoing legitimate business need to do so (for example, as long as is required in order to contact you about the SaaS-platform or our other services, or as needed to comply with our legal obligations, resolve disputes and enforce our agreements).

If you provide information to our Customers as part of their use of the SaaS-platform, our Customers decide how long to retain the personal information they collect from you. If a Customer terminates its use of the SaaS-platform, then we will provide the Customer with access to all information stored for the Customer by the SaaS-platform e, including any Personal Data provided by you, for export by the Customer according to our agreement with our Customer. After termination, we may, unless legally prohibited, delete all Customer Data, including your Personal Data, from the SaaS-platform.

6. How we Share Personal Data

Service Providers

We employ other companies and people to provide services to visitors to our Websites, our Customers, and Users of the SaaS-platform and may need to share your Personal Data with them to provide information, products or services to you. Examples may include processing credit card payments, supplementing the information you provide us in order to provide you with better service, and providing customer service or support. In all cases where we share your information with such agents, we explicitly require the agent to acknowledge and adhere to our privacy and Customer data handling policies.

CHEQROOM Partners

In addition, we may share data with trusted partners to contact you based on your request to receive such communications, help us perform statistical analysis, or provide customer support. Such third parties are prohibited from using your Personal Information except for these purposes, and they are required to maintain the confidentiality of your information.

Compelled Disclosure

We reserve the right to use or disclose your Personal Information if required by law or if we reasonably believe that use or disclosure is necessary to protect our rights, protect your safety or the safety of others, investigate fraud, or comply with a law, court order, or legal process.

7. International Transfer of Personal Data

International Transfers within CHEQROOM

Our server infrastructure is currently based in the United States and is provided by Amazon Web Services (although servers may from time to time be based in other countries). All our servers and applications run secure protocols, these are the same security protocols that banks use to transmit financial data. Due to this fact, CHEQROOM may transfer Personal Data outside the EEA to the U.S. In the event we transfer Personal Data to our U.S. servers located outside the EEA, we ensure that appropriate safeguards are in place. By agreeing to this Privacy Policy, you give your consent to have your personal data transferred to our U.S servers in accordance with this article and the GDPR. Although you have given CHEQROOM explicit consent to process your personal data outside the EEA, CHEQROOM shall take all necessary, though appropriate, measures to ensure compliance with the GDPR and relevant jurisprudence from the European Court of Justice (e.g. Schrems II).

8. Cookies and Similar Technologies

Cookies

CHECKROOM NV and its partners use cookies or similar technologies (such as web beacons) to analyze trends, administer the website, track users’ movements around the website, and to gather demographic information about our user base as a whole.

Two types of cookies may be used on our Website– session cookies which are temporary cookies that remain in the cookie file of your browser until you leave the site and persistent cookies which remain in the cookie file of your browser for much longer (how long will depend on the lifetime of the specific cookie). We may use a third party to serve advertisements on our site. Cookies may be associated with these advertisements to enable the advertiser to track the number of anonymous users responding to the campaign. We do not have access to or control of cookies placed by third parties. For a complete overview of the cookies that are being used on the Websites, please refer to our Cookies Overview at the end of this Privacy Policy.
Navigational Data Collected by Our Customers

Our Customers can use the tools we provide, as well as tools provided by third parties, to collect Navigational Data when you visit their webpages on the SaaS-platform. CHEQROOM does not control our Customers’ use of these tools, nor do we control the information they collect or how they use it.

Single Sign-On

You may log in to our site using a Single Sign-on (SSO) service like your Google account. This service will authenticate your identity and provide you the option to share certain personal information with us such as your name and email address to pre-populate our sign up form. Such services may give you the option to post information about your activities on this Web site to your profile page to share with others within your network.

Advertising

We partner with a third party ad network to either display advertising on our Web site or to manage our advertising on other sites. Our ad network partner uses cookies and Web beacons to collect information about your activities on this and other Websites to provide you targeted advertising based upon your interests. If you wish to not have this information used for the purpose of serving you targeted ads, you may opt-out by clicking here: http://preferences.truste.com/ (or if located in the European Union, by clicking here: http://www.youronlinechoices.e...). Please note this does not opt you out of being served advertising. You will continue to receive generic ads.

Third Party Tracking Technologies

The use of cookies and web beacons by any tracking utility company is not covered by our Privacy Policy or Cookie Policy.

9. How to Access & Control Your Personal Data

Reviewing, Correcting and Removing Your Personal Data

You have the following Privacy Rights:

- You can request access, correction, updates or deletion of your Personal Data.

- You can object to processing of your Personal Data, ask us to restrict processing of your Personal Data or request portability of your Personal Data.

- If we have collected and processed your Personal Data with your consent (see article 2), then you can withdraw your consent at any time. Withdrawing your consent will not affect the lawfulness of any processing we conducted prior to your withdrawal, nor will it affect processing of your Personal Data conducted in reliance on lawful processing grounds other than consent.

- If you are or were residing in the EU at the time of processing your personal data, and if you would or do feel unhappy about how we handle your privacy requests (which we truly hope won’t be the case), you may of course always lodge a complaint with the Belgian Data Protection Authority, which is CHEQROOM’s lead supervisory authority. However, we request that you first report them to us using the contact details mentioned above. In this way we can reach an amicable solution in mutual consultation.. Contact details for data protection authorities in the EEA, Switzerland and certain non-European countries (including the US and Canada) are available here.)

- If you want to know what all of this means precisely, you can find more information on the website of the Belgian Data Protection Authority. To exercise the above-mentioned rights, or to raise a question, comment or complaint, contact us by letter or e-mail to [email protected]. If we ask you for additional information and/or appropriate proof of identity to verify your identity, this copy will only be used to identify you and authenticate your request. This data will then be immediately and permanently deleted.

Anti-Spam Policy

We do not send unsolicited commercial email in violation of applicable Anti-Spam laws, and any email we send requires the inclusion of an “opt-out” mechanism and other required information.

To Unsubscribe From Our Communications

You may unsubscribe from our marketing communications by clicking on the “unsubscribe” link located on the bottom of our emails, updating your communication preferences, or by sending us an email at [email protected]. Customers cannot opt out of receiving transactional emails related to their account with us or the SaaS-platform.

Contact

CHECKROOM NV
Wiedauwkaai 23
9000 Ghent
Belgium

10. Definitions

11. Types of Cookies