We have tried to keep it as simple as possible, however, should anything be unclear to you, we ask of you to get in touch with us so we can provide you with further information and determine how we can simplify our policy for anyone else to understand.
What personal data we collect from you
In order to determine these aspects, we collect the following data from our website visitors:
– IP addresses;
– (Geo) Location of the IP address;
– The device you may be using (laptop, PC, smartphone);
– The type of browser you may be using;
– The website that you visited prior to accessing our website;
– Whether you access third part pages through our website.
In addition to the information above, we may collect personal data you actively provide us with, e.g. by filling out contact forms on our website, when subscribing to our newsletter, or by sending us an e-mail which (likely) contains, your name, email address, and any additional information you may provide us with.
The website may contain links to and from third-party websites. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.
How we use your personal data
We use the data you provide us with for one or more of the following purposes:
1. Analyzing ‘aggregated data’ on how our users make use of our website, e.g. which pages are visited most, where our website visitors are located, which devices are used most often to access our website, which third party websites are visited through our website;
2. Answering the ‘enquiry’ (either through e-mail or by completing a contact form) that you have actively provided us (which can be for any reason you contact us for, such as commercial enquiries, complaints, job opportunities or any other types of information requests);
3. Providing you with our periodical newsletter. Aidence intents to provide subscribers with a quarterly newsletter. The frequency of the newsletter might vary, but will not be provided more often than once a month.
With regards to the first processing activity, Aidence does not, and has no interest to, identify you or any other visitor who is visiting our website. We also prohibit other parties who support Aidence to identify individuals based on the information collected (e.g. IP address, geolocation etc.) who access our website.
Sharing of your personal data
The aggregated data collected by Aidence, the information provided by you in enquiries, or your email address for the newsletter is not and will not be shared to any other third party without your explicit prior consent unless indicated differently in the text below.
When you actively provide us with your personal data with regards to enquiries (e.g. through the website or through an e-mail), this data will be processed within the EEA (European Economic Area) only and will not be shared with any party outside of the EEA without your explicit consent.
In case of a request of a legislative authority (such as a Data Protection Authority of a European Member State), Aidence may be required to share your data with such party by law.
A) Product Support
When you send a product support enquiry to Aidence, e.g. via [email protected], your enquiry will be received through a third-party service provider, Zendesk (https://www.zendesk.com/). If you send an email to any other email address of Aidence, which incorporates a product support related question, Aidence may decide to follow-up on your e-mail via the Zendesk software. All communication regarding product support may be stored within Zendesk. Such communication may be stored on servers outside of the European Union, specifically within the United States of America. Communication will be stored for a period as long as required to fulfil Post Market Surveillance requirements applicable to medical devices, which can be as long as up to 10 years. In case you desire to have such data removed sooner, please send a written request to Aidence via [email protected]
B) Commercial requests
If you contact Aidence regarding possible commercial opportunities, i.e. to use Aidence’s products, to partner up with Aidence or any other form of interest in working with Aidence, Aidence will store your information (personal name, company name, e-mail address and other relevant information as provided) within a third-party service provider’s environment, Hubspot (https://www.hubspot.com/). Hubspot operates in an international environment, and stores information on servers outside of the European Union, specifically within the United States of America. Hubspot complies with the relevant provisions of the GDPR to allow storage outside of the European Union (e.g. standard contractual clauses). The information is stored for a period of 24 months after your last communication with Aidence. In case you desire to have such data removed sooner, please send a written request to Aidence via [email protected].
If you have provided us with your e-mail address to receive our newsletter, we will provide you with our newsletter, for which the frequency will be limited to the maximum of one newsletter per month. E-mail addresses are stored within Google Workspace. We will not use your e-mail address for any other purposes than providing you with our newsletter. If you wish to stop receiving our newsletter, send an email to [email protected]. We will confirm the removal of your email address within 1 working week (5 working days), after which you will no longer receive the news letter. E-mail addresses are stored within our Google Workspace application (refer to the previous section for clarification). After confirmation of removal of your e-mail address, it might still occur in back-ups, which are cleared within 2 months after deletion.
Data Retention (e-mails)
Any personal data that you have provided us with in the context of other enquiries (non-product support / non-commercial) will not be kept for a period longer than is necessary than for the specific purpose that you have provided it for to us. If you have sent us any complaints or other feedback regarding the use of our services or products, we may be required, by law, to retain this data for longer periods than strictly necessary to support you with your specific request. Such longer storage terms depend on the nature of the complaint or other form of feedback that you have provided to us regarding our products or services (refer to ‘Product Support’).
The information we collect from you for aggregated analysis is stored for a period of maximum 14 months, after which the personal data is erased. The aggregated analysis data collected will be stored by Aidence for an undefined period of time. Such aggregated analysis data does not contain any personal data.
We have summarised the rights that you have under data protection law. Some of the rights are complex, and not all of the details have been included in our summaries. Accordingly, you should read the relevant laws and guidance from the regulatory authorities for a full explanation of these rights.
Your principal rights under data protection law are:
(a) the right to access;
(b) the right to rectification;
(c) the right to erasure;
(d) the right to restrict processing;
(e) the right to object to processing;
(f) the right to data portability;
(g) the right to complain to a supervisory authority; and
(h) the right to withdraw consent.
Explanation in relation to items a to h:
a) You have the right to confirmation as to whether or not we process your personal data and, where we do, access to the personal data, together with certain additional information. That additional information includes details of the purposes of the processing, the categories of personal data concerned and the recipients of the personal data. Providing the rights and freedoms of others are not affected, we will supply to you a copy of your personal data.
b) You have the right to have any inaccurate personal data about you rectified and, taking into account the purposes of the processing, to have any incomplete personal data about you completed.
c) In some circumstances you have the right to the erasure of your personal data without undue delay. Those circumstances include: the personal data are no longer necessary in relation to the purposes for which they were collected or otherwise processed; you object to the processing under certain rules of applicable data protection law; the processing is for direct marketing purposes; and the personal data have been unlawfully processed. However, there are exclusions of the right to erasure. The general exclusions include where processing is necessary: for exercising the right of freedom of expression and information; for compliance with a legal obligation; or for the establishment, exercise or defence of legal claims.
d) In some circumstances you have the right to restrict the processing of your personal data. Those circumstances are: you contest the accuracy of the personal data; processing is unlawful but you oppose erasure; we no longer need the personal data for the purposes of our processing, but you require personal data for the establishment, exercise or defence of legal claims; and you have objected to processing, pending the verification of that objection. Where processing has been restricted on this basis, we may continue to store your personal data. However, we will only otherwise process it: with your consent; for the establishment, exercise or defence of legal claims; for the protection of the rights of another natural or legal person; or for reasons of important public interest.
e) You have the right to object to our processing of your personal data on grounds relating to your particular situation, but only to the extent that the legal basis for the processing is that the processing is necessary for: the performance of a task carried out in the public interest or in the exercise of any official authority vested in us; or the purposes of the legitimate interests pursued by us or by a third party. If you make such an objection, we will cease to process the personal information unless we can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms, or the processing is for the establishment, exercise or defence of legal claims.
f) To the extent that the legal basis for our processing of your personal data is consent, you have the right to receive your personal data from us in a structured, commonly used and machine-readable format. However, this right does not apply where it would adversely affect the rights and freedoms of others.
g) If you consider that our processing of your personal information infringes data protection laws, you have a legal right to lodge a complaint with a supervisory authority responsible for data protection. You may do so in the EU member state of your habitual residence, your place of work or the place of the alleged infringement.
h) To the extent that the legal basis for our processing of your personal information is consent, you have the right to withdraw that consent at any time. Withdrawal will not affect the lawfulness of processing before the withdrawal.
You may exercise any of your rights in relation to your personal data by written e-mail to us, please send such email to: [email protected]
Issue date: October, 2020
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What are Cookies?
Cookies are small files which are stored on your computer. They are designed to hold a modest amount of data specific to your website visit on our site.
Cookies help to improve your visit to our website by helping with the following:
– Remembering settings, so you don’t have to keep re-entering them whenever you visit a new page
– Measuring how you use the website so we can make sure it meets most of your needs
Please note that cookies can’t harm your computer and we do not store personally identifiable information in cookies we use on this website, other than geolocation, IP address, type of device that you use, browser type and version, and websites that routed you to our website, and links to third-party websites that may route you away from our website.
Measuring website usage – Google Analytics
For further information about the Cookies Google uses please visit this Cookie Information page.
Issue date: October, 2018