Privacy statement

1. Contact details

• Name: ETIntell
• Address: Laan van Zuid Hoorn 35, 2289 DC Rijswijk, the Netherlands
• E-mail: [email protected]
• Chamber of Commerce number: 95689753

For questions about this privacy statement, or for requests regarding personal data, please use the e-mail address above.

2. Which personal data does ETIntell process?

ETIntell only processes personal data that is necessary for providing the website, the application, subscriptions, payments and communication, and for improving its services. In practice this concerns the following categories of personal data:

2.1 Account and profile data

• name
• e-mail address
• encrypted password
• organisation or company name, where provided
• profile settings, such as preferences or notification settings

2.2 Subscription and payment data

• the chosen subscription or package
• invoicing details, such as the billing name, address details and VAT number where applicable
• the status of invoices and payments, as recorded in our administration
• term, start date and end date of the subscription

2.3 Communication data

• data provided when contacting us by e-mail or through the contact form
• the content of support requests or other correspondence
• data required for service messages about an account, a subscription or important changes
• communication preferences, including an opt-out from further e-mail communication
• the consent you give with a form, together with the text shown at that moment and the time at which you gave it

2.4 Usage, log and analytics data

ETIntell uses log and analytics data to secure, manage and improve the website and its services. This may include technical data such as the IP address, browser and device data, the date and time of a visit, pages visited, session data and the origin of the visit. Data about how the website is used for analytical purposes is only collected after you have given your consent.

When you submit a form, ETIntell records a limited amount of technical data alongside the fields you filled in, in order to prevent misuse and to be able to retrieve a submission. The IP address itself is not retained: it is converted into an irreversible encrypted representation. In addition, this concerns the country of origin, a simplified indication of the browser used, the origin of the visit and the outcome of the automated check that distinguishes a human from automated input.

2.5 CRM and relationship data

ETIntell uses customer relationship management software. It may hold business contact details of customers, prospects, bidders and contracting authorities, such as name, business e-mail address, job title, organisation and contact history, insofar as relevant for relationship management, service delivery or business communication.

2.6 No document uploads

Users cannot upload documents, tender files or other files within the ETIntell application. ETIntell therefore does not process any user-uploaded documents or attachments through the application.

3. For which purposes does ETIntell use personal data?

ETIntell processes personal data only for clearly defined and legitimate purposes.

3.1 Service delivery and account management

Personal data is used to create and manage accounts, to provide access to the website and the application, to store profile settings, to secure accounts and to keep the service technically operational.

3.2 Subscriptions, invoicing and payments

Personal data is used to enter into, manage and renew subscriptions, and for invoicing, administration and compliance with tax or other legal obligations. Payment is made on invoice; the website itself does not process payments and does not ask for payment details.

3.3 Communication and support

ETIntell uses personal data to answer questions, provide support, send service messages and inform users about important changes to the service, the terms or security.

3.4 Improving the website and the service

ETIntell uses usage and analytics data to understand how the website and the application are used, to improve performance, usability and content, and to detect malfunctions or misuse. An external analytics service is used for this purpose, which only starts measuring after you have given your consent. Which service that is, and which cookies belong to it, is set out in the cookie policy.

When you submit a form, ETIntell only measures whether the submission succeeded or failed, and which form it concerned. No name, e-mail address or organisation is included in that measurement.

3.5 Marketing and communication on the basis of legitimate interest

ETIntell may use business contact details, including e-mail addresses of bidders and contracting authorities, to provide information about services, insights and developments that are relevant to their role in the tendering process. ETIntell bases this processing in principle on its legitimate interest in bringing its services to the attention of organisations that are professionally involved in tendering.

In doing so, ETIntell assesses each time whether the processing is necessary, whether the content of the communication is sufficiently relevant to the recipient and whether the impact on private life remains limited. The communication is therefore restricted to business contact details and to information that matches the professional context in which those details became available. Recipients may object to this processing at any time and can easily unsubscribe from further communication.

Insofar as additional consent is required for electronic marketing communication under the Dutch Telecommunications Act or other applicable legislation, ETIntell will obtain that consent or limit the communication to cases covered by a statutory exception.

4. On which legal grounds is the processing based?

ETIntell bases the processing of personal data on one or more of the following legal grounds under the GDPR:

• Performance of a contract: for creating and managing accounts, delivering the service, performing subscriptions and processing payments.
• Consent: where required, for example for non-essential cookies and for certain forms of marketing communication.
• Legitimate interest: for securing and improving the service, relationship management, limited business marketing and other processing where the interest of ETIntell outweighs the privacy impact on data subjects, following a careful balancing test.
• Legal obligation: for complying with tax, administrative and other statutory obligations.

5. Cookies and similar techniques

ETIntell uses functional and analytical cookies and similar techniques to make the website work properly and to understand how it is used.

Non-essential cookies are only placed after you have given your consent through the cookie banner. Your choice is stored in your own browser, so that it is known on a next visit; you can change it at any time. If you do not give consent, use of the website is not measured.

In addition, when you fill in a form, a technical cookie may be placed by the service that checks whether the submission comes from a human. That cookie does not track browsing behaviour across other websites.

The cookie policy describes exactly which cookies are placed, what they are for and how long they remain.

6. With whom is personal data shared?

ETIntell does not sell personal data to third parties. Data is shared only where necessary for delivering the service, running the business, communication, payments or security, or where ETIntell is legally required to do so.

Personal data may be shared with, among others:

• hosting and cloud providers, for running, securing and managing the website, the application and the associated database;
• a provider of protection against spam and automated misuse of forms;
• an analytics service, for statistical insight into how the website is used;
• an e-mail service provider, for sending service and confirmation messages;
• a relationship management system, for contacts with customers and prospective customers;
• an accounting and invoicing provider, for the financial administration.

Data processing agreements are concluded with service providers that process personal data on behalf of ETIntell. If personal data is processed outside the European Economic Area, ETIntell ensures appropriate safeguards, such as standard contractual clauses or another lawful transfer mechanism under the GDPR.

7. How long does ETIntell keep personal data?

ETIntell does not keep personal data longer than necessary for the purposes for which it was collected, unless a longer retention period is legally required or permitted.

The following periods may be applied as an indication:

• account and profile data: for as long as the account is active and for a limited period thereafter, for administration, security and handling;
• subscription and invoicing data: at least 7 years, insofar as required under tax retention obligations;
• communication and support data: for as long as needed to handle the request and a reasonable period thereafter for evidence and quality purposes;
• form submissions that do not lead to a customer relationship: no longer than 24 months. After that, the personal data in the submission is deleted automatically and only data that cannot be traced to a person remains. Requests that lead to a subscription fall under the statutory administration period;
• marketing preferences: until an objection is made or consent is withdrawn, with a limited record that you do not wish to receive further communication;
• analytics data about the use of the website: 14 months, so that a period can be compared with the same period a year earlier. Log data for security and management: for a limited period appropriate to that purpose.

8. How does ETIntell secure personal data?

ETIntell takes appropriate technical and organisational measures to protect personal data against loss, unauthorised access, unwanted disclosure and unlawful processing.

These measures may include:

• the use of secure connections (such as TLS/https);
• limiting access to personal data to people who need it for their work;
• encrypted storage of passwords;
• security updates, logging and monitoring of relevant systems;
• appropriate contractual arrangements with suppliers and processors.

9. What rights do data subjects have?

Under the GDPR, data subjects have various rights regarding their personal data. These include the right of access, rectification, erasure, restriction of processing, objection to processing and, in certain cases, data portability.

Where processing is based on consent, that consent may be withdrawn at any time. Where processing is based on legitimate interest, an objection may be lodged against that processing. For marketing communication, every relevant e-mail also includes an option to unsubscribe.

Requests can be sent to [email protected]. ETIntell may ask for additional information to establish the identity of the person making the request. There is also the right to lodge a complaint with the Autoriteit Persoonsgegevens, the Dutch Data Protection Authority.

10. Minors

The services of ETIntell are not aimed at persons under the age of 16. ETIntell does not knowingly collect personal data of minors. If ETIntell establishes that this has nevertheless happened, appropriate measures will be taken to delete that data.

11. Changes to this privacy statement

ETIntell may amend this privacy statement from time to time, for example because of changes to the service, the tools used or applicable legislation. The most recent version is always published on the website, stating the date of the last change.

In the event of material changes, ETIntell may inform users actively, for example by e-mail or through a notice on the website or in the application.

This is a translation of the Dutch privacy statement. In the event of any discrepancy between the English and the Dutch version, the Dutch version prevails.