We at Xenit Solutions nv (“Xenit”, “we”, “us”, “our”) are committed to protecting and respecting your privacy.

This Privacy Statement is intended to describe our privacy practices and provide information about how and why we collect, use and share your personal information when you:

  •  visit www.xenit.euand any of its subdomains (“our sites“); and / or
  • purchase or otherwise use solutions, products and Services (“Services“) for Alfresco, the Enterprise Content Management (“ECM“)

This Privacy Statement governs our data collection, processing and usage practices. It also describes your choices regarding use, access and correction of your personal information.

This Privacy Statement was last updated on 24/05/2018. We periodically update this Privacy Statement. We will post any privacy Statement 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 Statement, we encourage you to review this Privacy Statement periodically. We will also keep prior versions of this Privacy Statement in an archive for your review.

1. Information we collect

This Privacy Statement applies to all personal information which you give to us and / or which we collect automatically from you, either via our sites and / or our Services and / or which we receive about you from third parties.

 

Information you give to us when using our sites and / or our Services

We may collect and process the following personal information you give to us:

  • Information that you provide to us by completing forms on our sites such as requests for quotes or online applications for free trials of our products / Services.  Such information typically includes your first name, last name, phone number, personal and / or professional contact details;
  • Information that you provide to us when you purchase a product / service via our sites or other means such as by telephone or e-mail.  Such information typically includes your first name, last name, personal and / or professional contact details, credit card details, billing address, as well as any contact or other information you choose to provide for us to undertake the Services;
  • Any other information which you choose to provide to us in the following circumstances: when you complete surveys conducted by us or third parties on our behalf; when you attend conventions, trade shows, and expositions; when you participate in promotions, contests and giveaways; when you register for webcasts, events, request information or materials (e.g., whitepapers); and when you submit your resume to apply for a job positions and when you submit any questions, comments or complaints to us.

 

Information we automatically collect when you use our sites and / or our product or Services

We may process the following information automatically from your device when you use our sites and / or our Services:

  • From customers purchasing our products and services we keep the coordinates of the organization (address, telephone number, email address, …) and the main contacts (name, email address, telephone number, …) with whom we communicate on the contracts in our ERP system.
  • From persons that fill in the contact forms on our web site, we store the contact details provided in our CRM system.
  • the fully qualified domain name from which you accessed our site, or alternatively, your IP address
  • the date and time you access each page of our website
  • the URL of any web page from which you accessed our site
  • the web browser that you are using and the pages you accessed.

Some webpages may require you to provide a limited amount of personal information in order to enjoy certain services on a website (system login credentials, email addresses and contact information). This personal information will only be used for its intended purpose, i.e. to respond to your message or deliver the requested services. You may configure your browser to accept all cookies, reject all cookies, or notify you when a cookie is sent.

 

Information we receive about you from third parties

  • From time to time, we may receive Personal Information 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.

2. How we use information we collect

We use the information we collect only in compliance with this Privacy Statement.

 

We Never Sell Personal Information

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

 

Use of Personal Information

We may use your Personal Information to:

  • Send information or Xenit content to you which we think may be of interest to you by post, email, or other means and send you marketing communications relating to our business (newsletter, invitation to webinar and / or events, invitation to download marketing material such as whitepapers and case studies …). We will always give you the option to unsubscribe of any such communications.;
  • Promote use of our Services to you and share promotional and information content with you in accordance with your communication preferences;
  • Process and complete transactions, and send related information, including transaction confirmations and invoices;
  • Manage your use of the sites and / or Services, respond to enquiries and comments and provide customer service and support;
  • Analyze your use of the sites and / or Services for trend monitoring, marketing and advertising purposes;
  • Improve the sites and Services so that they are delivered in the most effective manner for you and customers;
  • Send customers technical alerts, updates, security notifications, and administrative communications;
  • Send information to you regarding changes to our Customer Terms of Service, Privacy Policy or other legal agreements
  • For any other purposes about which we notify you and customers.

 

Legal basis for processing personal information (EEA visitors only)

If you are a visitor/customer located in the European Economic Area (“EEA”), our legal basis for collecting and using the personal information described in the “Information We Collect” heading above and this section will depend on the personal information concerned and the specific context in which we collect it.

However, we will normally collect personal information from you only where we have your consent to do so, where we need the personal information to perform a contract with you, or where the processing is in our legitimate interests and not overridden by your data protection interests or fundamental rights and freedoms.  In some cases, we may also have a legal obligation to process the personal information collected from you or may otherwise need the personal information to protect your vital interests or those of another person. If this is the case, we will make this clear at the relevant time and advise you whether the provision of your personal information is mandatory or not (as well as of the possible consequences if you do not provide your personal information).

If we collect and use your personal information in reliance on our legitimate interests (or those of any third party), this interest will normally be to conduct our business and communicate with you as necessary to provide our services to you and for our other legitimate interests, for instance, responding to your queries, improving our services or for the purpose of detecting or preventing illegal activities.

 

Customer Testimonials and Comments

We post customer testimonials and comments on our Websites, which may contain Personal Information. We obtain each customer’s consent via email prior to posting the customer’s name and testimonial.

 

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 Statement does not apply to these other websites, which are subject to any privacy and other policies they may have.

 

Retention of Personal Information

How long we keep information 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 information or, if this is not possible, 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 Subscription Service or our other services, or as needed to comply with our legal obligations, resolve disputes and enforce our agreements).

When we have no ongoing legitimate business need to process your Personal Information, we securely delete the information or anonymize it or, if this is not possible, we will securely store your Personal Information and isolate it from any further processing until deletion is possible.

If you have elected to receive marketing communications from us, we retain information about your marketing preferences for a period of 6 months from the date you expressed to opt out from further communication.

3. How we Share information we collect

We may share and disclose your personal information to third parties under any of the following circumstances:

  • As may be required for internal purposes (e.g. to any member of our group including our subsidiaries, our ultimate holding company and its subsidiaries);
  • As may be required to fulfill orders, to conduct billing/credit card processing, to provide services to and for our customers, and for email housing (as a consequence of uses already described in this Privacy Statement);
  • As required by law (such as responding to a valid subpoena, warrant, audit, or agency, law enforcement, or national security action, or to prevent fraud) where we believe disclosure is necessary (i) as a matter of applicable law or regulation, (ii) to exercise, establish or defend our legal rights, or (iii) to protect your vital interests or those of any other person;
  • For analysis and filtering of messages and content for spam;
  • For research activities, including the production of statistical reports (such aggregated information is used to describe our services to current and prospective partners and other third parties, and is not used to contact the subjects of the report); and
  • In the context of a business transaction, such as a merger, acquisition, consolidation, or divestiture (pursuant to a pledge of confidentiality under which the recipient agrees to use the information for no purpose other than carrying out the transaction).

These organisations that are appointed by Xenit as data processors are authorized to use your personal information only as necessary to provide the relevant services to us. These organisations are required to process such information based on our instructions and in accordance with this privacy policy. They do not have any independent right to share this information.

4. Where Information Is Stored

Personal information collected from you may be transferred and stored outside the European Economic Area (“EEA“). It may also be processed by staff operating outside the EEA who work for us, a member of our group, or for one of our suppliers. Our group companies and third-party service providers and partners operate in countries located in the EEA (including without limitation the United Kingdom, Germany and France), the United States, and Australia. Such staff or suppliers may be engaged in, among other things, the provision of CRM services, marketing campaigns, support and hosting services on our behalf.

Your information is stored on our servers in Germany and potentially in other countries whose data protection laws may be different to the laws in Belgium. We will protect your personal information in accordance with this Privacy Statement wherever it is processed.

5. How we protect information we collect

Security of your Personal Information

We use a variety of security technologies and procedures to help protect your Personal Information 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 Information is protected using appropriate physical, technical and organizational measures.

Although we will do our best to protect your personal information, we cannot guarantee the security of your personal information transmitted to our sites; any transmission is at your own risk. Once we have received your personal information, we will use robust procedures and security features to prevent unauthorized access.

6. How to Access & Control Your Personal Data

You have the following data protection rights:

  • You can request access, correction, updates or deletion of your personal information.
  • You can object to processing of your personal information, ask us to restrict processing of your personal information or request portability of your personal information.
  • If we have collected and process your personal information with your consent, 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 information conducted in reliance on lawful processing grounds other than consent.

We will consider all such requests and provide our response within a reasonable period (and in any event within any time period required by applicable law). Please note, however, that certain personal information may be exempt from such requests in certain circumstances.

You may at any time ask us to remove you from any marketing mailing list on which you previously asked us to include you, or object to our use of your personal information, by sending us an e-mail at privacy@xenit.eu, or by clicking “Unsubscribe” in any e-mail communication we send you.

7. Cookies

Technologies such as cookies (small text files that store information on your hard drive), beacons, tags and scripts are used by us and our affiliates, or analytics or service providers. These technologies are used in analyzing trends, administering the Site, tracking users’ movements around the Site and to gather demographic information about our user base as a whole. We may receive reports based on the use of these technologies by these companies on an individual as well as aggregated basis.

We use cookies, for example, to remember users’ settings (e.g. language preference) and for authentication. Users can control the use of cookies at the individual browser level. If you reject cookies, you may still use our Site, but your ability to use some features or areas of our Site may be limited.