PRIVACY AND COOKIE STATEMENT INDICA 

This privacy and cookie statement was most recently revised on 15 December 2020.

INDICA NL B.V. (hereafter: INDICA) recognizes the importance of protecting your privacy. The following privacy and cookie statement describes what information INDICA collects, how INDICA collects that information, and how INDICA stores, uses, transfers, and discloses (collectively “Uses”) that information. During the processing of your personal data both offline and via our website (www.indica.nl) we work in accordance with the requirements for the processing of personal data laid down in the privacy legislation, the General Data Protection Regulation (GDPR). This means we:

• Clearly specify our purposes before we process personal data, by using this privacy and cookie statement.

• Limit our collection of personal data to only the personal data needed for legitimate purposes.

• First ask for explicit permission to process your personal data in cases where your permission is required.

• Take appropriate security measures to protect your personal data and we demand the same from parties who process personal data on our behalf.

• Respect your rights to access, correct or delete your personal data held by us.

INDICA may update or amend this privacy and cookie statement from time to time as INDICA deems necessary. When INDICA updates or amends its privacy and cookie statement, we will post the revision date of the updated or amended privacy and cookie statement at the top of the document.

Affiliate, partner and third-party websites

This privacy and cookie statement applies to INDICA’s services and website only. To the extent that this website permits you to link to other websites of INDICA’s affiliates, partners, or other third-parties, separate privacy statements apply to those linked websites. Those separate privacy statements may contain different information that is not the same as the information contained in INDICA’s privacy and cookie statement. Your access to and use of such linked websites through links that are provided on this website are not governed by this privacy and cookie statement. Rather, your access to and use of such linked websites are governed by the privacy statements in those linked websites, and INDICA expressly disclaims any and all responsibility for your access to and use of such linked websites, as well as for any use of the information that you may provide, or any information that may be collected about you, at such linked websites.

Purpose of collection of personal data

Your personal data is safe with us and we will always use it correctly. In this privacy and cookie statement we explain what we do with the information we learn about you. By using our services and visiting our website, you are providing certain data to us. This could be personal data. For each purpose, for which we may process personal data, it is indicated what information we obtain from you, for what purpose we process this information and how long it will be stored. If you have any questions or want to know exactly what information we store from you, please contact us. Our contact details are mentioned at the bottom of this privacy and cookie statement.

REQUEST A DEMO

If you are interested in our solutions or services but would like to see a demo first, you can request a demo via our website. For this purpose, we use your:

• E-mail address

We need this information to contact you to schedule the demo. We will store this information until we are sure that you are satisfied with our response. This way we can easily access the information in case you have any follow-up questions. If you decide to start using one of our solutions or services, we will store this information for the duration of our service agreement. 

REQUEST MORE INFORMATION

If you would like more information about our software and services, you can request more information via our website. For this purpose, we use your:

• E-mail address

• Phone number

• Any information you enter yourself as the content of a comment

We need this information to contact you to provide you with the information you have requested. We will store your personal information until we are sure that you are satisfied with our response. This way we can easily access the information in case you have any follow-up questions. If you decide to start using one of our solutions or services, we will store this information for the duration of our service agreement. 

SENDING OUR NEWSLETTER

We have a newsletter to inform those interested in our solutions and services, to which you can subscribe on our website. The newsletter will be sent periodically, not more than once a month. Our newsletter contains information about our company, our products and our events. 

For this purpose, we use your:

• First and last name 

• E-mail address 

We collect your first name to be able to personally address you in our newsletter. We use your email address to send you the newsletter. We collect your first name, last name and email address to eliminate duplicate records within our subscription database. Your name and e-mail address will only be added to the list of subscribers with your consent. We will store this information until you unsubscribe from the newsletter. Each newsletter contains a link that you can use to unsubscribe from our newsletter at any time. 

CONTACT

You can contact us by using our contact form, sending us an e-mail or calling us. 

For this purpose, we use your:

• First and last name

• Company name

• E-mail address

• Telephone number

Any information you enter yourself as content of your message

We use this information in order to be able to handle your request and to contact you. If you contact us, the data you provide will be retained for as long as is necessary depending on the nature of the form or the content of contact request, to fully answer and correctly handle your request. If you decide to start using one of our solutions or services, we will store this information for the duration of our service agreement.

ATTENDING TRADE SHOWS OR OTHER EVENTS

We host trade shows and events. When you visit one of our trade shows or events, we use your:

• First and last name

• Company name

• (Work) address

• E-mail address

• Phone number

We need this information to provide you with access to the event and inform you about the event. We will store this information until after the event. When we organize an event together with one of our business partners, we may share your personal information with said partner in order to organize the event. Please take note of who organizes the event, to inform yourself on how that business partner handles personal information. 

PROVIDING OUR SERVICES

We can use your personal data to provide our solutions and services to you. For this purpose, we use your:

• Company name

• First and last name

• Telephone number

• E-mail address

• Payment details

We need this information because of our agreement with you. We store this information for the duration of our service agreement. Certain types of personal data will be retained for a longer period with regard to the legal tax retention period of 7 years.

SIGN UP

When you use one of our solutions or services, you can sign up for an account. When signed up, we will create an account for you, where you can login with your e-mail address and password. For this purpose, we use your:

• First and last name

• E-mail address 

We need this information to give you access to our support portal. We will retain this information so that you do not have to re-enter it every time you visit your account. We will store this information until you cancel your account, or for a maximum of 2 years after you last logged into your account. We will then assume that you no longer wish to use our services. 

CREATING A TICKET

After you have created an account, you can login to your account with your e-mail address and password. When logged in, you will have complete access to our self-service portal, and you can use your account to raise support tickets and track their status. For this purpose, we use your:

• Account details

• E-mail address

• Any information you enter yourself as the content of a support request

We need this information to handle your support request and to contact you about it. We will retain this information so that you do not have to re-enter it every time you visit your account. We will store this information until you cancel your account, or for a maximum of 2 years after you last logged into your account. We will then assume that you no longer wish to use our services. 

REQUEST AN INSTALLATION

Via our website you can request an installation. For this purpose, we use your:

• Company name

• First and last name

• Corporate email address

• Telephone number

• IP address

• Shell user name

• Shell user password

• DNS

• AD Server

• Bind user name

• Bind user password

We need this information to set up the installation and to link the installation to the correct company and user. We store this information for the duration of our service agreement. 

REQUEST A CASE 

Via our website you can request a case. For this purpose, we use your:

• (Company) name 

• Corporate email address

• Case name

• Case description

• Estimated source

• Start date

• Any documents you upload

• Archive on deactivate (yes or no)

• First and last name case manager

• E-mail address manager

• Phone number manager

• First and last name reviewer

• E-mail address reviewer

We need this information because of our agreement with you. We will store this information for the duration of our service agreement. We discuss with you whether you will be carrying out one case alone, or multiple. If you only request one case, we will delete your information when you close the case. If you request multiple cases, we will keep your information for the duration of the service agreement. This way we can easily access the information in case you have any following questions regarding the case and set-up new cases without having to request user details again.

HANDLING JOB APPLICATIONS

Have you responded to one of our vacancies or submitted an open application? If so, we will process your personal data in order to process your application and in preparation for the possible conclusion of an employment contract. 

For this purpose, we use your:

• First and last name

• Address details

• E-mail address

• Telephone number

• Curriculum Vitae

• Motivation letter

• Salary indication

• References

• Any other information you enclose with your application

We will retain your application details for a maximum of 8 weeks after the position has been filled. We keep this information so that we can contact you in the event that the position becomes vacant again within the probationary period. If we are unable to offer you a job at this time, we may – with your permission – keep your application details for an additional year. You can withdraw your consent at any time by sending us an email. If you come to work for us, we will save your application data in the personnel file.

A social media and internet check can be part of the application procedure. This is necessary to ensure that our image is maintained when hiring new staff. We do this on the basis of our legitimate interest. For this purpose, we search your name on Google and, if necessary, your profile(s) on social media. This, of course, for as far as these profiles are public; we will not ask you to grant us access to a protected social media page or to make a connection with us. The results of this social media and internet check will be discussed with you. If you object to this, you can indicate this by e-mail at the time of your application. 

ReCAPTCHA

We use the reCAPTCHA service of Google Inc. (Google) to protect our website against spam and abuse. In order for Google reCAPTCHA to work, the IP address of a website visitor, mouse movements and possibly other data are collected. This information is sent to and processed by Google for this purpose. By analyzing this information, Google can determine whether we are dealing with a real website visitor or a robot. For more information, please see Google’s privacy statement.

Disclosure of personal data to third parties

As a general rule, INDICA does not share with or disclose to any third parties any personal data, except if this is allowed by current legislation. It may happen that we provide your personal data to third parties, because: 

• we have engaged them to process certain data;

• it is necessary to carry out the agreement with you;

• you give permission for this;

• we have a legitimate interest in this;

• we are legally obliged to do so (e.g. if the police demand this in case of a suspicion of a crime).

These parties that process personal data in our or your assignment are:

• Affiliates 

• Business partners

• Service providers

• IT suppliers

• Cookie service providers

• Payment service providers

In order to provide our service, we may provide your personal data to parties established outside the European Economic Area (EEA). We will only do this if there is an adequate level of protection for the processing of personal data. This means, for example, that we use a model agreement from the European Commission or make agreements about the handling of personal data. 

SOCIAL MEDIA BUTTONS

On our website we use social media buttons, which redirect you to the social media platforms. This gives you the option to follow us and share content within the network. You will also see advertisements on your social media page. The buttons are active because of bits of code that come from the social media networks. If you want to know what the social media platforms do with your personal data, please read the relevant privacy statement:

• YouTube (privacy statement)

• LinkedIn (privacy statement)

Cookies and other technologies

INDICA and third parties use cookies and other technologies on the website, which are saved on your computer. A cookie is a small data file automatically stored or read out from the device (including a PC, tablet or smartphone) of the website’s visitor, while visiting a website. A cookie associates the identification numbers built into the cookie with information about you that you have provided to us. This association allows us to recognize who you are when you arrive at our web services. INDICA and third parties use cookies for the following purposes:

• To enable the functionality of our website (technical and functional cookies)

• To generate overall statistics and gain insights in the use of our website by the public in order to improve and optimize our website and services (analytical cookies)

These cookies collect the following data from you:

• IP address

• Browser type

• Preferred language

• Internet Service Provider (ISP)

• Operating system used

• Data and time stamps

• Click stream data

• Cookie ID

As we only use functional and privacy-friendly cookies, we do not ask for your consent for the use of these cookies. 

We use the following cookies:

DISABLING OF COOKIES

You can set your web browser to only accept cookies with your consent. For more information, please consult your browser’s manual. Be aware that disabling cookies will affect the functionality of this and many other websites that you visit.

REMOVAL OF COOKIES

Most cookies have an expiration date. This means that they will automatically expire after a certain period and no longer register any data concerning your visit of the website. Another option is to remove the cookies manually before the expiration date. In order to do this, consult your browser’s manual.

Integrity and protection of your personal data

INDICA takes appropriate technical and organizational security measures with regard to the processing of personal data to be carried out. INDICA uses industry standard efforts and security practices to safeguard your personal data, and we use commercially reasonable efforts to use different security measures designed to protect your personal data from access by unauthorized persons. Some of those measures include, but may not be limited to, encryption, firewalls and use of Secure Socket Layers (SSL).

YOUR RIGHTS

You have the following rights regarding your personal data:

·       Right of access: you have the right to see what kind of personal data we process about you

·       Right of rectification: you have the right to rectify any personal data we have processed about you, if this information is (partially) wrong

·       Right to object: you have the right to object against the processing of your personal data by us, or against direct marketing

·       Right to be forgotten: you can file a request with us to remove any personal data we have processed of you

·       Right to data portability: if technically possible, you have the right to ask us to transfer your processed personal data to a third party

·       Right to restriction of processing: you can file a request with us to (temporarily) restrict the processing of your personal data;

·       Right to revoke your consent: when we process your data based on your consent.

You may send a request by sending an e-mail to [email protected]. To prevent abuse, we may ask you to provide proper proof of your identity. 

We will usually respond to your request within one month. This term can be extended if the request is proven to be complex or tied to a specific right. You will be noticed about a possible extension of this term within one month.

Changes to this privacy and cookie statement and notification to you

INDICA reserves the right, in its sole discretion, to make changes to this privacy and cookie statement. When we make changes to the privacy and cookie statement, we will revise the “Last Revision Date” field at the top of the privacy and cookie statement so you know the most recent version of the privacy and cookie statement and when the changes became effective. We encourage you to periodically review the privacy and cookie statement to be informed of any changes.

COMPLAINTS

If you would like to file a complaint about our use of personal data, please send an e-mail with the details of your complaint to [email protected]. We will look into it and respond to any complaint we receive.

If you think we are not helping you correctly, you have the right to file a complaint with the national supervisory authority responsible for the protection of personal data against our processing of your personal data. For the Netherlands, this is the Autoriteit Persoonsgegevens.

Contacting us

If there are any questions regarding this privacy and cookie statement, you may contact us using the information below.

INDICA NL B.V.
Julianalaan 15
Hilversum, 1213 AP
The Netherlands

Telephone: +31 30 227 0160

E-mail address: [email protected]

Chamber of Commerce number: 58085823