Privacy policy

Equipoise B.V.

www.chocoa.nl

Click here for the Chocoa Cookie Declaration

PRIVACY STATEMENT

About our privacy policy

Equipoise B.V., the organizer of Chocoa, cares a lot about your privacy. Therefore we only process data that we need for (improving) our services and we handle the information we have collected about you and your use of our services carefully. We never make your data available to third parties for commercial purposes.

This privacy policy applies to the use of the websites and the services provided by Equipoise B.V.. The starting date for the validity of these conditions is 25 May 2018. With the publication of a new version the validity of all previous versions expires. This privacy policy describes which information about you is collected by us, which purposes this data is used for and with whom and under what conditions this data can possibly be shared with third parties. We also explain to you how we store your data and how we protect your data against misuse, as well as what rights you have with regard to the personal data you provide us.

If you have any questions regarding our privacy policy, please contact our contact person for privacy matters. You will find the contact details at the bottom of this privacy statement.

About the data processing

Below you can read how we process and store your data, which security techniques we use and who has access to this data.

Ticket sales software

Eventbrite

Our ticket sales module was developed with software from Eventbrite. Personal data that you make available to us for the benefit of our services will be shared with this party. Eventbrite has access to your data to provide us (technical) support, they will never use your data for any other purpose.

Eventbrite is obliged, on the basis of the agreement that we have entered into with them, to make suitable arrangements for taking security measures. These security measures consist of the application of SSL encryption and a strong password policy. Eventbrite uses cookies to collect technical information regarding your use of the software, no personal data is collected and / or stored. Eventbrite reserves the right to share collected data within its own concern in order to further improve their service.

Web hosting

Hostnet B.V.

We receive web hosting and e-mail services from Hostnet B.V.. Hostnet B.V. processes personal data on our behalf and does not use your data for their own purposes. However, this party can collect metadata about the use of the services. These are not personal data. Hostnet B.V. has taken appropriate technical and organizational measures to prevent loss and unauthorized use of your personal data. Hostnet B.V. is obliged to observe secrecy on the grounds of the agreement.

E-mail and mailing lists

MailChimp

We send our e-mail newsletters with MailChimp. MailChimp will never use your name and e-mail address for their own purposes. At the bottom of every e-mail sent automatically through our website you will see the

‘Unsubscribe’ link. If you use this link, you will no longer receive our newsletter. Your personal data is stored securely by MailChimp. MailChimp uses cookies and other internet technologies that make it clear whether e-mails are opened and read. MailChimp reserves the right to use your data for the further improvement of their services and to share information with third parties.

Hostnet B.V.

For our regular business e-mail traffic we use the services of our web host Hostnet B.V.. This party has taken appropriate technical and organizational measures to prevent misuse, loss and corruption of your and our data as much as possible. Hostnet B.V. has no access to our mailboxes and we treat all our email traffic confidentially.

AddEvent

When sending e-mail newsletters with dates of future events, we use the services of AddEvent. AddEvent is a calendar tool for websites and newsletters. At the bottom of the newsletter you have the possibility to add events to your calendar using AddEvent. Your personal data are stored securely by AddEvent. AddEvent may use cookies and other internet technologies that make it clear whether e-mails are opened and read. AddEvent reserves the right to use your data for the further improvement of the service and to share information with third parties in this context.

Payment processors

Eventbrite

We use the Eventbrite platform to handle the payments from our ticket sales module. Eventbrite processes your name, address and residence details and your payment details such as your bank account or credit card number. Eventbrite has taken appropriate technical and organizational measures to protect your personal data. Eventbrite reserves the right to use your data to further improve their service and to share (anonymized) data with third parties. In the case of an application for a deferred payment (credit facility) Eventbrite shares personal data and information regarding your financial position with credit rating agencies. All the above mentioned safeguards with regard to the protection of your personal data also apply to the components of Eventbrites services for which they engage third parties. Eventbrite does not store your data longer than is permitted by legal terms.

PayPal

We use the PayPal platform to handle part of the payments of our sales invoices. PayPal processes your name, address and residence details and your payment details, such as your bank account or credit card number, in the way you have configured your account. PayPal has taken appropriate technical and organizational measures to protect your personal data. PayPal reserves the right to use your data to further improve their service and to share (anonymised) data with third parties. PayPal will, in the case of an application for a deferred payment (credit facility), share personal information and information regarding your financial position with credit rating agencies. All the above mentioned safeguards with regard to the protection of your personal data also apply to the parts of PayPals services for which they engage third parties. PayPal does not retain your data for longer than permitted by legal terms.

Invoicing, administration and planning

Visma Software B.V.

We use the services of Visma Software B.V. (e.g. Visma eAccounting and Visma Severa) to keep track of our administration, bookkeeping, planning and customer management. We share your name, address and residence details and details regarding your order. This data is used for managing sales invoices, project management and maintaining a database with customer data. Your personal data is sent and stored in a protected way. Visma Software B.V. is obliged to observe secrecy and will treat your information confidentially. Visma Software B.V. does not use your personal data for purposes other than those described above.

Relationship management

PerfectView CRM Software

To maintain a database of our business network we use the CRM software of PerfectView. We store company data and personal details of business contact persons. This data is used to build and maintain a network of business relationships. Your personal data is sent and stored in a protected way. PerfectView is obliged to observe secrecy and will treat your information confidentially. PerfectView does not use your personal data for purposes other than those described above.

CamCard

To maintain a database of our business network we use the services of CamCard. We share your name and business data as presented on your business card. This data is used to build and maintain a network of business relationships. Your personal data is sent and stored in a protected way. CamCard is obliged to observe secrecy and will treat your information confidentially. CamCard does not use your personal data for purposes other than those described above.

Grip

For the provision of network facilities during our events, we use the so-called ‘Chocoa 4 Business Matchmaking app’, offered by event network platform Grip. We share your name, business information and the business events you visit. This data is used to provide a database for network purposes to business associates who visit our events. Your personal data is sent and stored in a protected way. Grip is obliged to observe secrecy and will treat your information confidentially. Grip does not use your personal data for purposes other than those described above.

Purpose of data processing

General purpose of the processing

We only use your data for the benefit of our services. This means that the purpose of the processing is always directly related to the assignment you provide or to the information that is important for our services. If you share information with us and we use this information to contact you at a later date – other than at your request – we will ask you explicitly for permission.

Sharing the data with third parties

We use the services of freelancers for our administration, the organization of events and other services. We take care of providing assignments and concluding agreements with said freelancers. These freelancers have access to your data only insofar as we think it necessary for the execution of their assignment.

Your information will not be shared with third parties, other than to comply with accounting and other administrative obligations. These third parties and the data we share with them are listed above (under the heading ‘About the data processing’). These third parties will treat your information confidentially on the basis of the agreement between them and us, an oath or a legal obligation.

Automatically collected data

Data that is automatically collected by our website is processed with the aim of further improving our services. We are not able to trace this information (e.g. your IP address, web browser and operating system) back to you.

Participation in tax and criminal investigation

On the basis of a legal obligation Equipoise B.V. can in some cases be obliged to share your data in connection with tax or criminal investigations by the government. In such cases we are forced to share your data, but we will oppose this within the possibilities that the law offers us.

Retention periods

We store your data for as long as you stay a relation of us. This means that we keep your customer profile until you indicate that you no longer wish to use our services or wish to receive information from us. If you indicate this to us, we will also consider this as a request to be forgotten. On the basis of applicable administrative obligations, we must keep invoices with your (personal) data, so we will keep this data for as long as the applicable term runs. However, employees no longer have access to your client profile and documents that we have produced in connection with your assignment.

Your rights

On the basis of the applicable Dutch and European legislation, you as a data subject have certain rights regarding your personal data processed by or on behalf of us. Below we will explain what these rights are and how you can invoke these rights.

In order to prevent abuse, we will send copies of your data only to your already known e-mail address. If you wish to receive the data at another e-mail address or by post, we will ask you to identify yourself first. We keep records of completed requests, in the case of a request to be forgotten we administer anonymous data. You will receive all copies of data in the machine readable data format that we use within our systems. You have the right to file a complaint with the Dutch Data Protection Authority at any time if you suspect that we are using your personal data in the wrong way.

Right of inspection

You always have the right to inspect the data that we process or have processed that relate to your person or that can be traced back to you. You can submit a request to that effect to our contact person for privacy matters. You will receive a response to your request within 30 days. If your request is granted, we will send you a copy of all data with an overview of the processors who have this data, with the e-mail address known to us, stating the category under which we have stored this data.

Rectification right

You always have the right to modify the data that we process or have processed that relate to your person or that can be traced back to this. You can submit a request to that effect to our contact person for privacy matters. You will receive a response to your request within 30 days. If your request is granted, we will send a confirmation that the details have been changed on the e-mail address known to us.

Right to restriction of processing

You always have the right to limit the data that we process or have processed that relate to your person or that can be traced back to you. You can submit a request to that effect to our contact person for privacy matters. You will receive a response to your request within 30 days. If your request is granted, we will send a confirmation that the data will no longer be processed to the e-mail address known to us.

Right of transferability

You always have the right to transfer the data that we process or have processed that relate to your person or that can be traced back to you, to another party. You can submit a request to that effect to our contact person for privacy matters. You will receive a response to your request within 30 days. If your request is granted, we will send you copies or copies of all information about you that we have processed or that have been processed by other processors or third parties on the e-mail address known to us. In all likelihood, we will no longer be able to continue the service in such cases, because the secure linking of data files can no longer be guaranteed.

Right of objection and other rights

In some cases you have the right to object to the processing of your personal data by or on behalf of Equipoise B.V.. If you object, we will immediately stop the data processing pending the settlement of your objection. If your objection is well-founded, we will make copies of the data that we process or have processed available to you and then permanently discontinue the processing. You also have the right not to be subject to automated individual decision making or profiling. We do not process your data in such a way that this right applies. If you are of the opinion that this is the case, please contact our contact person for privacy matters.

Cookies

Google Analytics

Through our website, cookies are placed from the American company Google as part of the “Analytics” service. We use this service to track and get reports on how visitors use the website. This processor may be obliged to provide access to these data on the basis of applicable laws and regulations. We collect information about your browsing habits and share this information with Google. Google can interpret this information in conjunction with other datasets and thus track your movements on the internet. Google uses this information to provide, among other things, targeted advertisements (Adwords) and other Google services and products.

Cookies from third parties

In case software solutions from third parties place cookies, it is stated in this privacy statement.

Changes to the privacy policy

We reserve the right to make changes to our privacy policy at any time. On this page you will always find the latest version. If the new privacy policy has consequences for the way we process already collected data relating to you, we will notify you by e-mail.

Contact details

Equipoise B.V.

Beurs van Berlage

Damrak 349

1012 ZJ Amsterdam

The Netherlands

E info@chocoa.nl

Contact person for privacy matters: Caroline Lubbers

Cookie Declaration