Privacy Policy

 

The present Privacy Policy informs you of how, when and why, we at CoScale may process your personal data.

This document is part of, and incorporated into, the Terms and Conditions governing the use of the CoScale Websites and/or Services, which can be found at https://www.coscale.com/terms. Any terms not defined herein have the meanings ascribed to them in the Terms and Conditions.

1. Who is responsible for processing your personal data?

CoScale NV, a Belgian limited liability company having its registered offices at Bomastraat 14/A; 9000 Ghent, Belgium, enterprise number 0526.979.818 (RLP Gent, district Gent), hereinafter: “CoScale”.

CoScale’s Data Protection Officer (‘DPO’) is Mr. Frederick Ryckbosch. In case you would like to contact CoScale’s DPO, please send an e-mail to dpo@coscale.com or call Frederick at +32 9 276 46 94.

 

2. What personal data do we collect?

a. Visitors

As a visitor of our Websites, we collect the following personal data:

  • your browser type
  • your operating system;
  • your Internet Protocol (IP) address;
  • a date/time stamp of your visit; and
  • cookies, in accordance with our cookie policy http://www.coscale.com/cookie-policy

We collect that information for the following purposes:

  • customizing and enhancing your experience on our Websites and any offerings we make to you on the Websites or through the Services; 
  • preventing abuse and fraud;
  • creating statistics and running tests; and
  • monitoring the quality of the Services; 

Except for the cookies (which you may delete at any time at your own discretion), we will delete these personal data 3 years after your last visit of the relevant Website.

b. Registered Users and Customers

As a registered User of the Websites and/or a Customer of CoScale, in addition to the personal data that we collect from you as a visitor, you agreed to provide us with certain additional personal data in order for us to identify you or the relevant contact person(s) within your organization (including name, e-mail address and telephone number), know your or such contact persons’ occupation, function, and main place of business. Additional personal data may have been submitted by you as a User when completing any forms published on our Websites, or when entering into a legal contract with CoScale.

We collect this information in view of the following purposes:

  • identifying and registering you as a User of certain Services or as a Customer of CoScale;
  • to manage CoScale’s business processes, including sales, licensing and invoicing,  office administration, cash and debt management;
  • to send you administrative or technical e-mail notifications, such as security or support and maintenance advisories;
  • to implement further updates;
  • to back-up any information that you have provided to us;
  • customizing and enhancing your experience on our Websites and any offerings we make to you on the Websites or through the Services; 
  • preventing abuse and fraud;
  • creating statistics and running tests;
  • monitoring the quality of the Services; 
  • keeping you informed of any developments in relation to the Services;
  • to respond to your inquiries related to employment opportunities or other requests; and
  • to send promotional communications.

CoScale will only use your personal data for direct marketing purposes if and to the extent that you have provided your explicit consent to such use.

These personal data will be deleted after 3 years as from your last visit of our Websites, or after 10 years as from the termination date of your commercial agreement with CoScale, whichever occurs later.

c. Prospects

When you are a prospect or commercial lead of CoScale, we may collect and process your identification data (including names, e-mail address, telephone number, occupation and/or title) and business location in view of managing CoScale’s business processes (pre-sales and marketing),  keeping you informed of any developments in relation to the Services, and sending you promotional communications.

As for any other categories of data subjects, CoScale will only use your personal data for direct marketing purposes if and to the extent that you have provided your explicit consent to such use.

These personal data will be deleted after 3 years as from the date of your last communication to, or interaction with, CoScale (whereby such interaction may relate to a meeting with a representative of CoScale, participation to conferences or debates where CoScale is actively involved as a speaker, member of the guest panel, organizer, etc.).

d. Suppliers

When you are a supplier of CoScale, we may collect and process identification data (including names, e-mail address, business address, telephone number, occupation and/or title) and financial data (including bank account number(s), VAT number, overview of debts, payments and other financial transactions with CoScale, and payment methods accepted).

These personal data will be deleted after 10 years as from the termination date of your commercial agreement with CoScale.

 

3. What is the legal basis for our processing

We process personal data collected from visitors and/or registered users of our Websites, and from prospects or commercial leads, based on their explicit consent, as part of the acceptance of our General Terms and Conditions and/or the completion of a registration form.

As far as prospects or leads are concerned, we may also process their personal data based on our legitimate interest (i.e. CoScale’s right to develop its business and to market its products to an audience which has previously shown genuine interest in receiving such information). 

We process personal data collected from Customers and/or Suppliers based on the execution of their contract with CoScale.

 

4. Your rights to access and control your personal data

You are entitled to request free of charge, in writing or via the contact information provided below, to access, review and to amend or rectify the personal data that are processed by CoScale at your discretion.

To the extent our processing of your personal data is based on your prior consent, you are also entitled to withdraw such consent at any time, and to request CoScale to stop processing such personal data.

Furthermore, you are entitled to request free of charge, in writing or via the contact information provided below, that CoScale stops processing or using your personal data for direct marketing purposes at your discretion.

You are also entitled to request free of charge, in writing or via the contact information provided below, that CoScale transfers the personal data which you provided to CoScale, to a third party controller of your choice in a structured way.

You have the right to obtain from CoScale a restriction of processing your personal data, when:

  1. you contest the accuracy of the personal data, for a period enabling CoScale to verify the accuracy of the personal data;
  2. the processing is unlawful and you oppose the erasure of the personal data and requests the restriction of their use instead;
  3. CoScale no longer needs the personal data for the purposes of the processing, but you required such data for the establishment, exercise or defence of legal claims;
  4. you have objected to processing pursuant to Article 21(1) of the GDPR (Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016) pending the verification whether the legitimate grounds of the controller override those of the data subject.

Finally, within the limitations set forth in Article 17 of the GDPR ((Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016), you have the right to obtain from CoScale the erasure of personal data without undue delay and CoScale shall have the obligation to erase personal data without undue delay where one of the following grounds applies:

  1. the personal data are no longer necessary in relation to the purposes for which they were collected or otherwise processed;
  2. you withdraw consent on which the processing is based according to point 3 above, and where there is no other legal ground for the processing;
  3. you object to the processing pursuant to Article 21(1) and there are no overriding legitimate grounds for the processing, or you object to the processing pursuant to Article 21(2);
  4. the personal data have been unlawfully processed;
  5. the personal data have to be erased for compliance with a legal obligation in Union or Member State law to which CoScale is subject;
  6. the personal data have been collected in relation to the offer of information society services referred to in Article 8(1) of the GDPR (i.e. the offering of information society services to a child).

To exercise your privacy rights, please send a written request to CoScale to this end either by e-mail or by regular letter to the relevant address provided below.

CoScale NV
Bomastraat 14/A
B-9000 Gent
Belgium
dpo@coscale.com

 

5. Transfer of personal data to third parties

Please note that in certain cases, your personal data may be transferred to processors, affiliated companies or third parties, exclusively for the purposes as described in this Privacy Policy.

CoScale will transfer personal data to the following third parties:

  • Hubspot (visitors, registered users, prospects and commercial leads);
  • Odoo (ERP Customers)
  • Exact (Accountancy Customers)
  • Zendesk (Support Customers)
  • Jira (Support Customers)
  • Intercom (Support Customers, direct marketing)
  • Exact (Suppliers)
  • Google (visitors)
  • GoToWebinar (webinar registrants)

As part of such transfer to third parties, your personal data may be transferred to another country either within or outside of the European Economic Era. CoScale’s US service providers are either Privacy Shield compliant or have executed Standard Contractual Clauses (as approved by the European Commission) that provide legal grounds for assuring that, when processed in the United States, the personal data of EU citizens that are processed by CoScale will receive from CoScale and its service providers located outside the EU an adequate level of protection within the meaning of Article 46 of the GDPR.

Please note that in addition thereto and subject to applicable data protection legislation, we may disclose your personal data if we believe we are required to do so to comply with any law, regulation, court order, or legal or government request. In the event that all or part of our business is acquired by a third party, your information may be transferred to the new corporate owner. Without assuming any obligation to do so, we also reserve the right to collect and share any information we deem necessary to investigate or take action in connection with suspected fraud, illegal activities, possible harm to persons or property, to protect ourselves or one or more of our users or their heirs, or as otherwise required or permitted by law.

 

6. Changes to this Privacy Policy

We may amend this Privacy Policy from time to time. Use of personal data we collect now is subject to the Privacy Policy in effect at the time such data is processed. If we make changes in the way we use personal data, we will notify you by posting an announcement on our Websites or sending you an e-mail.

 

7. Complaints

Please contact the Belgian Privacy Commission (https://www.privacycommission.be) in case you would have any complaints regarding the way in which CoScale collects, stores or processes your personal data.


Contact information:
CoScale NV
Bomastraat 14/A
B-9000 Gent
Belgium
info@coscale.com