Privacy Policy
Last updated: July 11, 2024
1. Introduction
SendPol, located at Research Campus 18, 3500 Hasselt, Belgium, VAT number BE0720733358, attaches great value to the protection of your personal data.
In this privacy policy, we explain what personal data we collect, why we collect this data, and how we handle your personal data.
2. What data do we collect?
Account data
- • First and last name
- • Email address
- • Company name
- • Website URL
- • Phone number (optional)
Technical data
- • IP address
- • Browser information
- • Device information
- • Log files
Usage data
- • Plugin usage statistics
- • Peppol transaction logs
- • Support tickets
- • Invoice data
3. Why do we collect this data?
Service provision
- • Providing SendPol services
- • Account management and authentication
- • Peppol integration and transaction processing
- • Invoicing and payment processing
Support and communication
- • Technical support
- • Important service updates
- • Answering questions
Service improvement
- • Analysis of usage patterns
- • Performance monitoring
- • Development of new features
4. Legal basis for data processing
We process your personal data based on:
- • Agreement: For the execution of our services
- • Consent: For marketing communication (opt-in)
- • Legitimate interest: For technical analysis and service improvement
- • Legal obligation: For invoicing and tax purposes
5. Who do we share your data with?
Peppol network
For the execution of Peppol transactions, we share necessary business data with the Peppol network in accordance with Peppol standards.
Service providers
- • Cloud hosting providers (within EU)
- • Payment processors
- • Email service providers
- • Analytics tools (anonymized)
We NEVER share data with
- • Advertising networks
- • Data brokers
- • Third parties for marketing purposes
6. How long do we retain your data?
We do not retain your personal data longer than necessary:
- • Account data: As long as your account is active
- • Transaction data: 7 years (legal obligation)
- • Support tickets: 3 years after closure
- • Marketing data: Until you unsubscribe
- • Log files: Maximum 12 months
7. Your rights
You have the following rights regarding your personal data:
- • Right of access: Request an overview of your data
- • Right to rectification: Have incorrect data corrected
- • Right to erasure: Deletion of your data
- • Right to restriction: Restriction of data processing
- • Right to portability: Receive your data in structured format
- • Right to object: Object to data processing
8. Security
We take the security of your data very seriously and implement appropriate technical and organizational measures:
- • SSL/TLS encryption for all data transfer
- • Data storage within the European Union
- • Regular security audits
- • Access control and logging
- • Periodic backups
9. Cookies
We only use functional cookies that are necessary for the operation of our services:
- • Session cookies for login
- • Preference cookies
- • Security cookies
We do not use tracking cookies or cookies for advertising purposes.
10. Changes to this policy
We may change this privacy policy from time to time. We will communicate important changes via email or via our website.
The current version is always available on our website.
11. Contact
For questions about this privacy policy or to exercise your rights, you can contact us via:
Email: [email protected]
Phone: +32 11 12 75 70
Address: Research Campus 18, 3500 Hasselt, Belgium
For complaints about data processing, you can also contact the Belgian Data Protection Authority.