About our privacy policy
Promidata B.V. cares deeply about your privacy. We therefore only process data that we need for (improving) our services and treat the information we have collected about you and your use of our services with care. We never make your data available to third parties for commercial purposes.
This privacy policy applies to the use of the website and the services of Promidata B.V. accessed on it. The effective date for the validity of these terms is 25/04/2018, with the publication of a new version the validity of all previous versions expires. This privacy policy describes what data about you is collected by us, what this data is used for and with whom and under what conditions, if any, this data may be shared with third parties. We also explain to you how we store your data and how we protect your data against misuse, and what rights you have in relation to the personal data you provide to us.
If you have any questions about our privacy policy, please contact our privacy contact person, you will find the contact details at the end of our privacy policy.
About the data processing
Below you can read how we process your data, where we store it (or have it stored), which security techniques we use and to whom the data can be viewed.
Promidata website, Promidata Portal, Promidata Webshop, Promidata ERP software
Promidata website
Our www.promidata.com website is developed with WordPress software and runs on our own server in Germany at the hosting party https://www.hostnet.de/. We have concluded a so-called processor agreement with hostNET Medien GmbH in which they declare not to use your data for third parties just like that. Company and contact personal data that you can enter via the various web forms are stored in Mailchimp and are only used to keep you informed about developments of our services and software. We will never use your data for any other purpose. We keep your data until the moment you unsubscribe yourself by means of the unsubscribe link that is present in every Mailchimp email. We have also concluded a special processor agreement with Mailchimp for the security of your privacy. All webforms run via Mailchimp so you can see for yourself what information we have received from you, you can change and/or delete your information yourself via each email link. We use google Analytics cookies to collect technical information regarding your use of our website. We have also entered into a processor agreement with google.
Promidata Portal
Promidata Portal (https://promotionalcontent.promidata.com/login/nl/login.asp) is a private web portal platform developed by Promidata B.V. for companies in the promotional industry. Company data and contact personal data of affiliated distributors and suppliers are used to connect both parties in order to promote cooperation within the Promotional Industry. Distributors and suppliers can enter that 'normal' company and contact personal data themselves and thus change it themselves within Promidata Portal. We do not collect 'sensitive' data, only 'ordinary' company and contact personal data. They can also upload their company logo within Promidata portal. Distributors can see the contact person's name including the supplier's email address in addition to logo, company name and address details. Conversely, suppliers can only see distributors' logo, company name and address details. From European foreign suppliers and distributors, we also collect their VAT number in connection with invoicing. The company and contact personal data of all affiliated distributors and suppliers is securely stored in a database hosted by Microsoft Azure. We have taken appropriate security measures to keep this data safe. Each distributor or supplier has the option within Promidata Portal to view and/or change their contact information. On Promidata's website, we only display the logo, company name and address details of both customer groups. Suppliers can key in a (promotional) description of their company via Promidata Portal. We publish this (promotional) description within the private Promidata Portal but also on our own website. If a distributor or supplier cancels their membership, we will permanently remove their company and contact personal data from our databases upon request. Besides company data and contact person data, suppliers also supply product data that can be used by member distributors in their websites or web shops by using, for example, PromoCatalog. Via PromoCatalog and the other quotation request modules, distributors can receive quotation requests from their own customers via their own websites. The company and contact personal data obtained during those quotation requests are shown exclusively to relevant distributor via Promidata Portal and sent via email directly to relevant distributor. Distributors who use Promidata Portal quote request modules in their own websites whether or not via PromoCatalog can here download the processing agreement with Promidata in respect of those quote request layout modules.
Collected data (these are stored for 4 months and then permanently deleted):
In addition to the personal data described above, we also collect innocuous 'non-sensitive' usage data to keep it interesting for affiliated distributors and suppliers to be members of Promidata Portal. Within Promidata Portal there is a Product Finder where distributors can search for the products that suppliers have provided to us. To the suppliers, we show a weekly top 10 distributors who have spent the most time looking at that supplier's products. In addition, we store all keywords totalised so that both distributors and suppliers can see which keywords are most searched for. No record is kept of who typed in which keywords. We also total per week how often a distributor logs into Promidata Portal to start searching for products. Here, the supplier only sees how many times a distributor logs in per week. Again, this is innocuous information as we do not show email addresses, distributor phone numbers or any information that distributors are looking at. This information is purely and simply to show the supplier that many distributors use Promidata Portal on a daily basis in order to make them aware that it is important for them to submit their up-to-date product information to us on time so that distributors have accurate product information at all times. We are working daily to make suppliers aware that good product information is vital for them and for their distributors. To help suppliers disclose product news to distributors, we have developed the Message Centre. Every distributor can read this product news directly while logging in, and we also publish this product news on our website.
Promidata Webshop
Promidata provides online ERP software to distributors and suppliers via SaaS agreements. They can use that ERP Software to administer their own business and sales activities in order to work more efficiently. Under the new European privacy rules, the General Data Protection Regulation (Avg), those distributors and/or suppliers as ERP owners are labelled as data controllers. Promidata is considered a processor in this setting and therefore Promidata needs to enter into a so-called processor agreement with the controller. You can download the processor agreement with Promidata in respect of Promotional Office here. You should download it, fill it in, sign it and then return it to us. As regards the company and contact personal data of these distributors and/or suppliers, our privacy policy as described in this page does, of course, apply. All ERP Software run on our own servers in the Amazon AWS Cloud https://aws.amazon.com/ and the Microsoft Azure Cloud https://azure.microsoft.com/.Voor regarding Promotional Office, we have entered into agreements with the following 2 Auxiliary Suppliers:
Processor Agreement with Amazon AWS in connection with hosting.
Processor agreement with Microsoft Azure in connection with hosting
E-mail and mailing lists
MailChimp
Our website uses MailChimp, a third-party provider that handles the e-mail traffic originating from our website and the sending of any newsletters. All confirmation emails you receive from our website and web forms are sent through MailChimp's servers. MailChimp will never use your name and email address for its own purposes. At the bottom of every email sent automatically through our website, you will see the 'unsubscribe' link. If you click on this you will no longer receive emails from our website. Your personal data is stored securely by MailChimp. MailChimp uses cookies and other internet technologies that provide insight into whether emails are opened and read. MailChimp reserves the right to use your data to further improve its services and to share information with third parties as part of this.
Customised email outlook
If you send us a message via regular email or whatsapp, we use your contact details for our own use only. We only use the contact details you give us, which may include: company name, first name, last name, address, city, country, email address, phone number, website and whether you are a distributor or supplier.
We use your contact details to: Answering your message/ Sending you a message/ Correspondence or invoicing/ Notifying you of new developments/ If necessary, sending you a request to add you to Promidata Portal or to our social digital network such as facebook or linkedin or to our mailchimp newsletter service.
Invoicing and bookkeeping
Twinfield
For keeping our records and bookkeeping, we use the services of Twinfield. We share your name, address, place of residence and details relating to invoicing. This data is used to administer sales invoices. Your personal data are sent and stored in a protected manner. Twinfield is under a duty of confidentiality and will treat your data confidentially. Twinfield does not use your personal data for other purposes than those described above. We have also concluded a processor agreement with Twinfield that will protect the privacy of your data.
Purpose of data processing
General purpose of processing
We use your data solely for the purpose of our services. This means that the purpose of processing is always directly related to the order you provide to us. Your data will not be shared with third parties, other than to meet accounting and other administrative obligations. These third parties are all bound to confidentiality by virtue of the agreement between them and us or an oath or legal obligation.
Automatically collected data
Data automatically collected by our website is processed with the aim of further improving our services. This data (e.g. your IP address, web browser and operating system) via Google Analytics is not personal data.
Cooperation with fiscal and criminal investigations
In appropriate cases, Promidata B.V. may be required by law to share your data in connection with governmental fiscal or criminal investigations. In such a case, we are forced to share your data, but we will oppose this within the possibilities offered by law.
Retention periods
We will retain your data for as long as you are our client. This means that we will keep your client profile until you indicate that you no longer wish to use our services. If you indicate this to us, we will also interpret this as a forgetting request. Based on applicable administrative obligations, we are required to retain invoices containing your (personal) data, so we will retain this data for as long as the applicable term runs. However, employees no longer have access to your client profile and documents we have produced in response to your instructions.
Your rights
Under the applicable Dutch and European legislation, you, as a data subject, have certain rights with regard to the personal data processed by or on behalf of us. We explain below what these rights are and how you can invoke them.
In principle, to prevent misuse, we only send copies and copies of your data to your e-mail address already known to us. In case you wish to receive the data at another e-mail address or by post, for example, we will ask you to identify yourself. We keep records of completed requests; in the case of forgetting requests, we administer anonymised data. You will receive all copies and transcripts of data in the machine-readable data format we use within our systems.
You have the right at any time to lodge a complaint with the Dutch Data Protection Authority if you suspect that we are using your personal data in an incorrect manner.
Right of inspection
You always have the right to inspect the data we process (or have processed) that relate to your person or can be traced back to you. You can make a request to this effect to our contact person for privacy matters. You will then receive a response to your request within 30 days. If your request is granted, we will send you a copy of all the data with an overview of the processors holding this data at the e-mail address known to us, stating the category under which we have stored this data.
Rectification right
You always have the right to have the data we process (or have processed) and which relate to your person or can be traced back to you, amended. You can make a request to this effect to our contact person for privacy matters. You will then receive a response to your request within 30 days. If your request is granted, we will send you a confirmation at the e-mail address known to us that the data have been adjusted.
Right to restrict processing
You always have the right to restrict the data we process (or have processed) that relate to your person or can be traced back to you. You can make a request to this effect to our privacy contact. You will then receive a response to your request within 30 days. If your request is granted, we will send you a confirmation at the e-mail address known to us that the data will no longer be processed until you lift the restriction.
Right of portability
You always have the right to have the data that we process (or have processed) and that relate to your person or can be traced back to you, carried out by another party. You can make a request to this effect to our contact person for privacy matters. You will then receive a response to your request within 30 days. If your request is granted, we will send you, at the e-mail address known to us, copies or transcripts of all data about you that we have processed or have processed on our behalf by other processors or third parties. In all likelihood, we will no longer be able to continue providing services in such a case, because the secure interconnection of data files can then no longer be guaranteed.
Right of objection and other rights
You have the right to object, where appropriate, to the processing of your personal data by or on behalf of Promidata B.V.. If you object, we will immediately cease data processing pending the handling of your objection. If your objection is well-founded, we will make copies and/or copies of data we process (or have processed) available to you and thereafter cease processing permanently.
You also have the right not to be subjected to automated individual decision-making or profiling. We do not process your data in such a way that this right applies. If you believe it does, please contact our contact person for privacy matters.
Cookies
Google Analytics
Our website places cookies from the US company Google, as part of the 'Analytics' service. We use this service to track and get reports on how visitors use the website. This processor may be obliged under applicable laws and regulations to grant access to this data. We have not allowed Google to use the analytics information obtained for other Google services.
Third-party cookies
In the event that third-party software solutions use cookies, this is stated in this privacy statement.
Change in privacy policy
We reserve the right to change our privacy policy at any time. However, on this page you will always find the most recent version. If the new privacy policy affects the way we already process data collected about you, we will notify you by e-mail.
Contact details
Promidata BV | Hoofdstraat 81 | 6461 CN Kerkrade | Tel: +31 45 204 5040
Contact person for Privacy Matters: Roy Kemmerling