Rooftop Privacy Policy

Document date: 07/02/2019

Identity

This is the website of Rooftop, a product by EASI. 
Our legal contact data are: 
EASI
Les portes de l'Europe 
Avenue Robert Schuman 12 
1401 Nivelles 
+32 67 28 10 00 
info@easi.net
VAT Number : BE0465.741.144
Our Data Protection Officer can be reached at dpo@easi.net.

Introduction

EASI is concerned about privacy issues and wants you to be familiar with how we collect, use and disclose information. This privacy policy describes our practices in connection with information that we collect.

PERSONAL DATA

Following the European General Data Protection Regulation, personal data is information by which an individual may be personally identified, including name, address, e-mail address, telephone number or any other information that is defined as personal data, for example the IP address.  Further in this privacy policy, the individual will be called the “data subject”.

SCOPE

In this Privacy Policy, we explain the way we manage personal data that is stored in the context of our application Rooftop.

Please read the privacy policy carefully before using Rooftop. This way you will understand how we use your personal data after they have been collected. By using Rooftop, you agree to the terms and conditions of this Privacy Policy.

Information we collect

Information from our users

Information we receive directly from the data subjects. Two categories of information can be sent:

CONTACT DATA

When using Rooftop, the user sends us contact details about himself and his contact persons.

  • first name, last name
  • email address
  • phone number
  • the company/property on behalf of which the person is making his request

Without these data, Rooftop cannot work.

SENSITIVE DATA

The purpose of Rooftop is not to store any sensitive data. (Information about gender, sexual preferences, health …). Rooftop will never ask for this type of information. However, if a user shares sensitive information in Rooftop, the data will remain in the system.

Information we collect using cookies

When using Rooftop, we passively collect information about your behavior, like your IP address, which features you are using, your geolocalisation, etc. We gather this type of information using cookies. Please read our Cookie Policy to know which cookies we are using and how you can accept or decline them. We use this information to analyze the behavior of our users, to improve our product and our user’s experience.

Legal base for processing personal data

DATA SUBJECT CONSENT

By using Rooftop, the data subject agrees that he/she is sending his/her personal data to EASI and knows that EASI will treat these data in accordance with this privacy policy. 

EXECUTION OR PREPARATION OF A CONTRACT

We may process your personal data without your explicit consent when this is necessary for the performance of a contract to which you are a party or in order to take steps preparing this type of contract (for example, providing you with a quote). 

JUSTIFIED INTEREST

The GDPR provides in its preamble No. 47 that activities related to direct marketing constitute a legitimate interest. This legal basis is the second basis for data processing for which we do not ask for your explicit consent. We have three categories of activities that are based on the ‘justified interest’ legal ground: 

Contacting data subjects that have submitted web forms

We consider that it is our justified interest to try to contact data subjects that have submitted web forms on our website. We will try to contact these data subject to follow up on their request. This will be done by members of our sales team directly, and can be done by any means (phone, e-mail, LinkedIn …). However we will never send commercial mass e-mailings to data subjects that did not explicitly subscribe to our newsletters when they completed the web form. 

Keeping customers updated about Rooftop evolutions

Customers may receive e-newsletters without explicit consent. These e-newsletters will contain information that we judge useful for the customer: for example information about new features/versions in Rooftop 

We try our utmost to keep the information relevant for each data subject. However, if the data subject does no longer want to receive this type of e-newsletters from us, he can unsubscribe or change his preferences at any time. Every e-newsletter contains an unsubscribe link and a link that allows to adjust the e-mailing preferences. 

Contacting potentially interesting prospects

Our sales team systematically tries to contact companies that EASI potentially can deliver added value to. In doing so, they look for information on any publically available sources: the internet, LinkedIn and other databases. When they discover personal information (for example, the name of a sales director in a given company), they may process this personal data for the execution of their justified interest: trying to contact that person to present EASI’s offerings. 

Data subjects that are processed this way, will never receive any direct marketing communication from EASI. Any data subject has the right to know all personal data we hold about him/her, have it rectified and completed, or have it erased from our records. 

How we use your information

We use the personal data about you for several purposes: 

ROOFTOP FEATURES

Essentially, Rooftop is a communication tool. Contact data (name, e-mail address, phone) will be used for the basic feature of Rooftop: manage the communication between users and their contact persons. Without this information, Rooftop cannot be used.

Users might communicate sensitive information in communications managed by Rooftop. We will only make sure that these data are stored and back-upped. We don’t do anything else with the content of the communications.

COMMUNICATION WITH YOU

We will follow up on all requests that you submit to us through our website, such as documentation request, demo requests, registrations for events, requests for pricing, and any other submission of any webform. This may include using your personal data to call you back by telephone or communicating with you via email, LinkedIn or any other means. 

DIRECT MARKETING

We may use your personal data for direct marketing purposes (providing you with specific information that you have requested through our website, providing more general information about Rooftop, sending you invitations for events or workshops, sending you e-newsletters …). We will only do this if we have your explicit consent, or if you have a contract with us and the information we send is related to your contract. 

IMPROVEMENTS OF ROOFTOP

We constantly use and analyse data from our users in order to improve their user experience. 

LEGAL OBLIGATIONS

We may keep personal data to comply with certain applicable legal requirements. 

When we share your information

We share personal data with third parties who perform data processing activities on our behalf. As far as these service providers are acting as data processor, we do not authorize them to use or disclose the data in any way. We require that these data processors appropriately safeguard the privacy and security of the personal data they process on our behalf.

Data you provide us through Rooftop is shared with the following third parties:

  • Google (www.google.com):  Email exchanges between users of Rooftop and their contact persons are stored on Google Servers.

We may also disclose your personal data if we are required to do so by law or legal process (for example when requested by government authorities)

How long we keep your data

Once you provided us with your personal data, they will be processed and kept in EASI’s databases, for as long as needed. 

If you are a customer, we will keep your records for the duration of the contract between your company and EASI. If the contract is stopped, we will keep your records in our database for as long as legally required. You may request us to remove your data earlier. In that case, we will remove all data we have except the data we legally have to keep. 

If you are not a customer, we have to make decisions based on the information we receive. We will remove your record when we find out that the information in the record is no longer accurate and we are not able to rectify the errors. (For example, when we receive a “delivery failure” message on an e-mail.) We will also remove your record when you request us to do so. If we never hear anything from you or don't track any activity (website visits, clicks on e-mailings, personal contacts with our sales teams...) during a period of 5 years, your data will be removed. 

How to access your personal data

You can ask us to access your data via a request by e-mail to EASI’s Data Protection Officer via dpo@easi.net

Your rights

CONSULTATION, CORRECTION OR ERASURE OF DATA

You have the right to know all personal data we hold about you, have it rectified and completed, or have it erased from our records. 

If you make such request, you will have to provide us with appropriate evidence of your identity (for example, a copy of your passport). 

EASI will perform all possible reasonable efforts to fulfil your request. We may keep personal information that you want us to erase, under certain legal conditions. If that is the case, we will inform you about which data we have to keep. 

USE OF DATA FOR DIRECT MARKETING PURPOSES

You may ask us at any time not to process your personal information for direct marketing purposes. 

  • When visiting our website, you can choose whether or not to accept our cookies. If you don’t want us to use your visitor data (for example, your IP address, your browsing history on our website, …), you should not accept cookies on our websites. In our Cookie Policy, you can find information about how to accept or refuse cookies. 
  • When filling in any webform on our website, you can choose to subscribe to our newsletters. If you don’t subscribe, you will not receive any automated e-mail messages from EASI. However, we will process the data you submit through our webforms and our sales team will use the information you provide, to try reaching out to you personally. 
  • In any case, when you subscribe to our newsletters and change your mind afterwards, you will have the opportunity to unsubscribe every time you receive an email from EASI. All emails are provided with an unsubscribe link in the footer. 

Cookies & similar technologies

EASI uses cookies on their website and in Rooftop. We do that for two reasons: 

  • to offer our users the smoothest web experience (for example, once a visitor sets his/her language, the next time he/she visits our website/application, the website/application will automatically be shown in the right language). 
  • to analyse the behaviour of our users in order to improve the user experience and the performance of our applications. 

More information about the use of cookies on our website and the ways you can accept or decline the use of cookies, can be found in our Cookie Statement. 

Security

When EASI receives or sends data from data subjects, EASI uses encryption technologies that are considered industrial standards. Once the data have been processed and remain in EASI’s databases, EASI puts in place numerous technical and organizational measures to protect the data from unauthorized disclosure, use, alteration or destruction.   
However, you should be aware that, due to the open and unsecured character of the Internet, EASI cannot be responsible for the security of transmissions of your personal data over the internet.

Changes to our Privacy Statement

This Policy may be updated from time to time. The date of the most recent revisions will appear on this page, so please visit this Privacy Policy each time prior to submitting your personal data.

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