1.    Introduction

This Privacy Policy applies to all personal data that WoodWing Software (hereinafter “WoodWing”) processes of its website visitors via its websites and of other third parties (customers, suppliers, applicants etc.) in relation to the performance of its services. In this Privacy Policy we explain how we will handle your personal data. 
 

2.    How we use your personal data

2.1    In this Section 2 we have set out:

1. the general categories of personal data that we may process;
2. the purposes for which we may process personal data; and
3. the legal bases of the processing. 

2.2    We may process; 

2.2.1    data about your use of our website and services ("usage data"). The usage data may include your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views and website navigation paths, as well as information about the timing, frequency and pattern of your service use. The sources of the usage data are defined in section 3.1. This usage data may be processed for the purposes of analyzing the use of the website and services. The legal basis for this processing is our legitimate interests, namely monitoring and improving our website and services, and/or consent;

2.2.2    your account data ("account data"). The account data may include your name, email address, company name and telephone number. The source of the account data is you or your employer. The account data may be processed for the purposes of operating our website, providing our services, ensuring the security of our website and services, maintaining back-ups of our databases and communicating with you. The legal basis for this processing is the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract;

2.2.3    information and files that you post for publication on our website or upload through our services ("publication data"). The publication data may be processed for the purposes of enabling such publication and delivering our services. The legal basis for this processing is the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract, and/or consent. We do not scan or process the files you upload in our service for any marketing purposes;

2.2.4    information contained in any enquiry you submit to us regarding our goods and/or services ("enquiry data"). The enquiry data may be processed for the purposes of offering, marketing and selling relevant goods and/or services to you. The legal basis for this processing is our legitimate interest, namely our responsibility to respond to your enquiry and/or consent.

2.2.5    information relating to our customer relationships, including customer contact information ("customer relationship data"). The customer relationship data may include your name, your company name, your job title or role, your contact details, and information contained in communications between us and you or your employer. The source of the customer relationship data is you or your employer. The customer relationship data may be processed for the purposes of managing our relationships with customers, communicating with customers, keeping records of those communications and promoting our products and services to customers. The legal basis for this processing is our legitimate interests, namely the proper management of our customer relationships. More specifically, we may reach out to you when you have registered for our services by email or phone. In addition to this, when you sign up for a trial of our services you will receive operational emails about the progress of your trial.

2.2.6    information relating to transactions, including purchases of goods and services, that you enter into with us and/or through our website ("transaction data"). The transaction data may include your contact details, your card details and the transaction details. The transaction data may be processed for the purpose of supplying the purchased goods and services and keeping proper records of those transactions. The legal basis for this processing is the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract and our legitimate interests, namely the proper administration of our website and business.

2.2.7    information that you provide to us for the purpose of subscribing to our email notifications and/or newsletters ("notification data"). The notification data may be processed for the purposes of sending you the relevant notifications and/or newsletters. The legal basis for this processing is consent.

2.2.8    information contained in or relating to any communication that you send to us ("correspondence data"). The correspondence data may include the communication content and metadata associated with the communication. Our website will generate the metadata associated with communications made using the website contact forms. The correspondence data may be processed for the purposes of communicating with you and record-keeping. The legal basis for this processing is our legitimate interests, namely the proper administration of our website and business and communications with users.
 

3.    Third parties that might receive your personal data 

3.1    On our website or in relation to the performance of our services the following third-party tools might process your personal data:

• Intercom: a user database management service / communication medium either through email, or through messages within our website or services. Privacy policy: https://docs.intercom.com/pricing-privacy-and-terms/privacy/intercom-inc-privacy-policy
• Segment:  an analytics service, middleware between our other third-party tools. Privacy policy: https://segment.com/docs/legal/privacy/ 
• Google Analytics: a web analysis service to track and examine the use of our website and our services, to prepare reports on its activities and share them with other Google services. Google may use the Data collected to contextualize and personalize the ads of its own advertising network. You can opt-out of Google Analytics by using using Google’s browser addon: https://tools.google.com/dlpage/gaoptout?hl=en. Privacy Policy: https://policies.google.com/privacy?hl=en
• FastSpring: payment services. We will share transaction data with our payment services providers only to the extent necessary for the purposes of processing your payments, refunding such payments and dealing with complaints and queries relating to such payments and refunds. Privacy Policy: https://fastspring.com/privacy/
• Sentry: an error tracking service helping developers monitor and fix crashes in real time. Privacy policy: https://sentry.io/privacy/
• MixPanel: an analytics service to analyze and monitor the usage of our services. Privacy policy: https://mixpanel.com/legal/privacy-policy
• Zendesk: customer service software in the cloud. Our use of Zendesk includes storing customer relationship data, enquiry data, correspondence data and publication data. Privacy policy: https://www.zendesk.com/company/customers-partners/privacy-policy 
• NetSuite: cloud finance and CRM service. Our use of NetSuite includes storing enquiry data, customer relationship data and correspondence data. Privacy policy: https://www.oracle.com/legal/privacy/ 
• Salesforce: cloud CRM services. Our use of Salesforce includes storing enquiry data, customer relationship data and correspondence data. https://www.salesforce.com/company/privacy 
• Hubspot:  a CRM and marketing automation platform. Our use of Hubspot includes storing enquiry data, customer relationship data and correspondence data. Privacy policy: https://legal.hubspot.com/privacy-policy/
• Leadfeeder (Dealfront): website tracking tool, providing information on which companies visit the website. Privacy Policy: https://www.leadfeeder.com/privacy/
• MyCommerce: payment services. We will share transaction data with our payment services providers only to the extent necessary for the purposes of processing your payments, refunding such payments and dealing with complaints and queries relating to such payments and refunds. Privacy policy: https://www.mycommerce.com/privacy-policy/

3.2    In addition we may disclose your personal data: 

3.2.1    to any member of our group of companies (this means our subsidiaries, our ultimate holding company and all its subsidiaries) insofar as reasonably necessary for the purposes, and on the legal bases, set out in this Privacy Policy. Information about our group of companies can be found here.

3.2.2    to our insurers and/or professional advisers insofar as reasonably necessary for the purposes of obtaining or maintaining insurance coverage, managing risks, obtaining professional advice, or the establishment, exercise or defense of legal claims, whether in court proceedings or in an administrative or out-of-court procedure. The legal basis for this processing is our legitimate interests, namely the proper protection of our business against risks.

3.2.3    We may disclose your contact information to our business partners identified at https://www.woodwing.com/en/partners insofar as reasonably necessary for the follow up of your interest in our goods and/or services. Each such third party will act as a data controller in relation to the enquiry data that we supply to it.

3.2.4    In addition to the specific disclosures of personal data set out in this Privacy Policy we may disclose your personal data where such disclosure is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person. 

3.3    Our website includes hyperlinks to, and details of, third party websites. We have no control over, and are not responsible for, the privacy policies and practices of third parties.
 

4.    Automated decision-making

4.1    With regard to website users we build a profile of your possible interest in our goods and/or services. This automated decision-making will involve deducting your location based on your IP-address and classifying your possible interest based on your activity on our website.

4.2    With regard to customers there may be automated decision making regarding your usage of our services, that may result in specific emails, notifications, tutorials and other kinds of in-app content based on your actions within our service. For example, we might send you an email which explains how you can upload a file when you haven’t uploaded content before. 

4.3    All automated decision-making has a low significance; it will influence the content and frequency of our communication, it has no crucial consequences or major implications. 
 

5.    International transfers of your personal data

5.1    In this Section 5, we provide information about the circumstances in which your personal data may be transferred to countries outside the European Economic Area (EEA).

5.2    We have offices in The Netherlands, The United States of America, and Malaysia. Transfers to and from The United States of America will be protected by appropriate safeguards and meet the legal requirements.

5.3    For the hosting of our services we use Amazon Web Services (AWS) and for the hosting of our websites Hetzner GmbH in Germany. The locations of AWS are situated in the EU, the United States of America, Singapore and Australia. Your data is stored in one of these regions. The choice for a specific region is automatically made when you register for our services based on the location of your IP address during this registration or manual selected by you in the onboarding process. We may decide in the future to move your data within a region in order to optimize our hosting facilities and infrastructure, while respecting regional laws and regulations. 

5.4    While most of your data is not publicly available, you acknowledge that some personal data that you submit through our website or services may be available, via the internet, around the world. We cannot prevent the use (or misuse) of such personal data by others. This data can be for example available through a public Sharelink or a public Portal which you have setup or generated.
 

6.    Data retention

6.1    Personal data that we process for any purpose or purposes shall not be kept for longer than is necessary in light of that purpose or those purposes.

6.2    Notwithstanding Section 6.1, we may retain your personal data for longer than necessary in light of  the purpose(s) of processing where such retention is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person.

7.    Amendments

We may update this policy from time to time by publishing a new version on our website. You should check this page occasionally to ensure you are happy with any changes to this policy. We may notify you of significant changes to this policy by email.
 

8.    Information Regarding Your Data Protection Rights 

8.1    If you are a resident of the European Economic Area (EEA), you have certain data protection rights. In certain circumstances, you have the following data protection rights:

a.    The right to access, update or to delete the personal information we have on you;
b.    The right of rectification;
c.    The right to object;
d.    The right of restriction;
e.    The right to data portability;
f.    The right to withdraw consent. 

Please note that we may ask you to verify your identity before responding to such requests.

8.2    You have the right to complain to a Data Protection Authority about our collection and use of your personal information. For more information, please contact your local data protection authority in the European Economic Area (EEA). 

8.3    You may exercise any of your rights in relation to your personal data by written notice to us via email at privacyofficer@woodwing.com.

8.4    Please let us know if the personal information that we hold about you needs to be corrected or updated.
 

9.    About cookies

9.1    A cookie is a file containing an identifier (a string of letters and numbers) that is sent by a web server to a web browser and is stored by the browser. The identifier is then sent back to the server each time the browser requests a page from the server.

9.2    Cookies may be either "persistent" cookies or "session" cookies: a persistent cookie will be stored by a web browser and will remain valid until its set expiry date, unless deleted by the user before the expiry date; a session cookie, on the other hand, will expire at the end of the user session, when the web browser is closed.

9.3    Cookies do not typically contain any information that personally identifies a user, but personal information that we store about you may be linked to the information stored in and obtained from cookies.
 

10.    Cookies that we use

10.1    We use cookies for the following purposes:

a.    authentication - we use cookies to identify you when you visit our website and as you navigate our website and services;
b.    status - we use cookies to help us to determine if you are logged into our services;
c.    personalization - we use cookies to store information about your preferences and to personalize our website and services for you;
d.    security - we use cookies as an element of the security measures used to protect user accounts, including preventing fraudulent use of login credentials, and to protect our website and services generally;
e.    advertising - we use cookies to help us to display advertisements that will be relevant to you;
f.    analysis - we use cookies to help us to analyze the use and performance of our website and services; 

10.2    The list of cookies that are used on our websites can be found here.

11.    Managing cookies

11.1    When accessing our website(s) you can deny giving consent for the use of (specific) cookies. Also, most browsers allow you to choose to delete existing cookies, allow or block cookies, and set preferences.  The methods for doing so vary from browser to browser, and from version to version. You can however obtain up-to-date information about blocking and deleting cookies via these links:

a.    https://support.google.com/chrome/answer/95647?hl=en (Chrome);
b.    https://support.mozilla.org/en-US/kb/enable-and-disable-cookies-website-preferences (Firefox);
c.    https://help.opera.com/en/latest/web-preferences (Opera);
d.    https://support.microsoft.com/en-gb/help/17442/windows-internet-explorer-delete-manage-cookies (Internet Explorer);
e.    https://support.apple.com/guide/safari/manage-cookies-and-website-data-sfri11471/mac (Safari); and
f.     https://privacy.microsoft.com/en-us/windows-10-microsoft-edge-and-privacy (Edge). 

Blocking all cookies will have a negative impact upon the usability of many websites. If you block cookies, you will not be able to use all the features on our website. 
 

12.    Our details

We are WoodWing Software B.V., registered in The Netherlands under Chamber of Commerce number NL808758597B01, and our registered office is at Kingsfordweg 151, 1043 GR Amsterdam, The Netherlands. Our principal place of business is at Kingsfordweg 151, 1043 GR Amsterdam, The Netherlands.

You can contact us by email at info@woodwing.com, or by telephone, on +31 (0)20 245 7474. 

Version February 12, 2024
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