Privacy Statement

Haployee Privacy Statement

Effective date: 09-10-2024

Haployee (hereinafter referred to as “Haployee”, “we”, “us” or “our”) is committed to protecting your privacy and personal data. In this privacy statement, we explain what data we collect, for what purposes we use it and what your rights are with regard to your personal data.

We respect the privacy of our users and process all data in accordance with applicable laws and regulations. The data that we receive via the Google Workspace APIs is only used for the specific functionalities of our services. We do not use, collect, or analyze this data to develop, improve, or train generic AI or machine learning models. In addition, this information is not shared with third parties for such purposes.

‍1. Identity of the Controller

• Name: Haployee
• Address: Horst 2A, 5707GX Helmond
• E-mail address: info@haployee.com
• Chamber of Commerce number: 95179933

‍2. Applicability

This privacy statement applies to all personal data that we collect and process from users of our platform, available at www.haployee.com (hereinafter: the “Platform”).

‍3. What Information Do We Collect?‍

We may collect the following categories of personal data about you:
• Identification information: Name, position, company name.
• Contact details: Email address, phone number, postal address.
• Login details: User name and password.
• Financial information: Payment information such as credit card or bank information.
• Usage data: IP address, browser information, visit history and click behavior on the Platform.
• Employee details: Names, birthdays, email addresses, and preferences of your employees (if provided by you).

‍4. Purposes of Processing

We process your personal data for the following purposes:

1. Implementation of the Agreement:‍

• Creating and Managing Your Account
• Providing our Services, including offering automated gift suggestions and managing birthdays.
• Processing payments and handling billing.

2. Communication:‍

• Sending service messages, updates and newsletters (if you have signed up for this).
• Answering your questions and providing customer service.

3. Analyze and Improve:

• Analyzing usage statistics to improve our Services.
• Personalizing your experience on the Platform.

4. Legal Obligations:

• Complying with legal obligations, such as tax laws and obligations under the GDPR.

‍5. Legal Bases for Processing

We process your personal data on the following legal bases:

• Implementation of an Agreement: The processing is necessary for the execution of the agreement between you and Haployee.
• Consent: To send newsletters and marketing messages, we ask for your explicit consent.
• Legal Obligation: To comply with legal obligations to which we are subject.
• Legitimate Interest: To improve our Services and secure the Platform.

‍6. Sharing Data with Third Parties

We do not share your personal data with third parties unless this is necessary for the performance of our Services or to comply with a legal obligation. Possible third parties with whom we share data include:

• Payment providers: Like Stripe, for payment processing.
• Hosting providers and IT service providers: To host and maintain the Platform.
• Legal and financial advisors: When necessary for legal or financial purposes.

We conclude processing agreements with these parties to ensure the same level of security and confidentiality of your data.

‍7. Retention periods

We do not keep your personal data longer than necessary for the purposes for which it was collected, unless a longer storage period is required by law. Specifically, we use the following retention periods:

• Account details: Up to 2 years after termination of your Account
• Financial information: 7 years, in accordance with fiscal retention obligations.
• Communication data: 1 year after processing your question or complaint.

‍8. Data Security

We take appropriate technical and organizational measures to protect your personal data against loss or unlawful processing, including:

• Data traffic encryption via SSL technology.
• Secure servers and firewalls.
• Access control to our systems.
• Regular security audits and updates.

‍9. Cookies and Similar Technologies

We use cookies and similar technologies to analyse and improve the use of the Platform. For more information, please refer to our cookie policy: https://docs.google.com/document/d/1SFAm0AVoLo6XH9vAgaRdY1XNonMANGJ1vWKVZmbnAV8/edit?usp=sharing.

‍10. Your Rights

You have the following rights with respect to your personal data:
• Right to Access: You can request access to the personal data that we process about you.
• Right to Rectification: You can have incorrect or incomplete information corrected.
• Right to Delete: You can request the deletion of your personal data.
• Right to Restrict Processing: You can have the processing of your personal data restricted.
• Right to Portability: You can request your data in a structured, commonly used and machine-readable form.
• Right to object: You can object to the processing of your personal data on the basis of legitimate interest or for direct marketing purposes.
• Right to Withdraw Consent: Insofar as the processing is based on your consent, you can withdraw it at any time.

‍How To Exercise These Rights

You can submit a request by contacting us at info@haployee.com. We will respond to your request within four weeks.

‍11. Complaints

If you have a complaint about the processing of your personal data, please contact us. In addition, you have the right to file a complaint with the Data Protection Authority via www.autoriteitpersoonsgegevens.nl.

‍12. International Data Transfer

In principle, your personal data is processed within the European Economic Area (EEA). If data is transferred to countries outside the EEA, we ensure an appropriate level of protection, for example by using standard contractual clauses approved by the European Commission.

‍13. Changes to this Privacy Statement

We may change this privacy statement from time to time. The latest version is always available on the Platform. In case of significant changes, we will inform you by email or a notification on the Platform.

‍14. Contact details

If you have any questions about this privacy statement or our data processing, please contact us at:

• E-mail address: info@haployee.com
• Address: Horst 2A, 5707GX Helmond
• Phone number: +31628742467