Legal

Last modified: January 04, 2024

We understand that your trust in us is SiteManager NV's (be0656994559) most important asset (hereinafter referred to as "SiteManager", "we" or "us"). As such, your privacy is essential for us.

This privacy declaration (hereinafter referred to as "Privacy Declaration") is applicable, inter alia, to (i) our website (domain(s): *.sitemanager.io/*) and (hereinafter referred to as the "Website"), (ii) visiting our offices, (iii) use of the SiteManager platform (domain(s): *.sitemn.gr/*) and (iiii) all (commercial) relations between SiteManager and its customers, prospects and business partners.

This Privacy Declaration includes information about the personal data collected by SiteManager, as well as the manner in which SiteManager uses and processes this personal data.

Your:

• Use or visit of any website belonging to the SiteManager.io domain, referring thereto, or operated by a third party on behalf of SiteManager (“Website”)(e.g. filling in contact forms, sending e-mail, telephone contact, newsletter subscription, chat, IP Address, event registration, etc.), or any use of SiteManager Content;
• Use of the SiteManager Products and Services under an SiteManager studio account.
• Interactions with SiteManager through certain sales and/or marketing interactions (e.g. face-to-face meetings at exhibitions, sales pitches, commercial gatherings, training session, social media interactions, events, etc.);
• Interactions with (software) tools related to the foregoing (e.g. direct marketing tools, job applications tools, account registrations, etc.); and/or
• Explicit acceptance of this Privacy Policy

Will lead to the fact that Privacy Policy becomes effective to such Interaction.

Some of the Purposes described here below may be supported or enabled by the use of a Cookie (link: cookie policy). SiteManager may (be required to) process certain Personal Data for the following purposes:

2.A. Contract administration
The processing of this Personal Data is an absolute requirement, without which SiteManager will not enter into a contract with You, and even may mean that Your contract may be suspended or terminated by SiteManager.

This purpose relates to - processing of: first name, last name, address, email, telephone number, job title, company name, billing information, and/or account activities,

in order to:

• negotiate, execute, renew and/or manage a contract with You, as well as in respect of the SiteManager Products and Services provided thereunder;
• process billing information and payments related thereto; and/or
• communicate with You in respect of the above (including sending (legal) notifications) and other contract related items.

2.B. The use of a SiteManager product/service
The Processing of this Personal Data is an absolute requirement. You not allowing us to process (all or some of) this Personal Data may mean that SiteManager will not be able to provide You the SiteManager Products and Services, and even may mean that Your account or contract may be suspended or terminated by SiteManager.

Purpose relates to - processing of: first name, last name, address, email, telephone number, job title, company name, account actions & activities, IP address, account preferences, uploaded content, device information, screenshots shared and/or Your actions within the SiteManager Products and Services,

in order to:

• set-up and manage the SiteManager Studio account of the SiteManager Products and Services
• interact with You (as an user) in respect of the SiteManager Products and Services (e.g. software updates, product announcements,…) as well as the related contract;
• manage and respond to Your questions (e.g. technical, commercial or administrative); and/or
• manage and respond to Your tickets and requests for maintenance and support.

2.C. The use of a website
Purpose relates to - processing of: Your first name, last name, email, address information (all in case you would be making use of our Website under a user account), as well as IP address, the (web) page you were visiting before you came to the Website, information you search for on the Website, and, Your interactions with the Website

in order to:

• enable You to enjoy the use of, and easily navigate the Website; and/or
• better understand Your needs and interests.

2.D. Downloads from the website
Purpose relates to - processing of: Your first name, last name, email, address information (all in case you would be making use of our Website under a user account), as well as IP address, the (web) page you were visiting before you came to the Website, information you search for on the Website, and, Your interactions with the Website

in order to:

• Allow for downloads and/or access content on the website.

2.E. Event organisation
The Processing of this Personal Data is an absolute requirement in case where You are actually engaging in or registering for an event. You not allowing us to process (all or some of) this Personal Data may mean that SiteManager will not be able to register Your participation to the event or even means that Your registration may be suspended or terminated by SiteManager.

Purpose relates to - processing of: Your first name, last name, address, email, telephone number, job title, company name, Photo/video recordings, and/or billing information

in order to:

• Process Your registration to the event as organised by SiteManager (alone or jointly with another organiser) or organised by a third party on behalf of SiteManager;
• Contacting you in respect to Your registration;
• Proceed with billing and payment of Your registration (if applicable);
• Invite You to similar events;
• Propose events to You which SiteManager – in its reasonable opinion – may consider relevant or interesting to You;
• Sharing Your Personal Data with the other parties involved in the organisation of the event; and/or
• Publish photo/video recording of You participating at the event in related or relevant publications, Website and/or social media of the parties involved in the organisation of the event (including for educational, news or promotional purposes, whether in print, electronic or other media)

2.F. Job Applications
The Processing of this Personal Data is an absolute requirement. You not allowing us to process (all or some of) this Personal Data may mean that SiteManager will not be able to process the job application you have made or verify Your claimed capabilities.

Purpose relates to - processing of: Your first name, last name, address, email, telephone number and/or CV

in order to:

• (have) Process(ed) the job application You have submitted; and/or
• Get in contact with You regarding Your job application.

2.G. Compliance with laws
This purpose may (amongst others) include the processing of any such Personal Data to the extent when SiteManager has a good faith belief that such processing is reasonably necessary to (a) comply with a law, regulation or compulsory legal request; (b) protect the safety of any person from death or serious bodily injury; (c) prevent fraud or abuse.

2.H. Lead Generation
Purpose relates to - processing of: Your first name, last name, address, email, telephone number, job title and company name, depending on i) the personal data you publicly make or have made available (e.g. website, LinkedIn, memberships …), ii) the type of interactions You have had with SiteManager and/or a third party allowed to share such personal data with SiteManager, or, iii) research performed by SiteManager, in order to allow SiteManager to qualify leads in SiteManager’s CRM and/or BI tools.

2.I. Lead Generation
Purpose relates to - processing of: Your first name, last name, address, email, telephone number, job title and company name, depending on the type of Interactions You have had in order to provide You with further information and offers from us or partners of SiteManager that SiteManager believes You may find useful or interesting, including newsletters, marketing, events or promotional materials and other information on services and products offered by us. For avoidance of doubt, in all circumstances, You shall have the right to object at any time to processing of Your Personal Data for direct marketing purposes, in which case Your Personal Data shall no longer be processed for this purpose. You may opt-out of receiving such promotional messages from us at any time by following the instructions on those messages, or by contacting us at privacy@sitemanager.io

Processing of Personal Data for this purpose is based on section:

3.A. GDPR where the data subject “has given consent to the processing of his or her Personal Data for one or more specific purposes”;

• Purposes as referred in following sections above : 2c, 2d, 2e, 2f, 2h, 2i

3.B. GDPR (“processing is necessary for the performance of a contract to which the data subject is party“ or “in order to take steps at the request of the data subject prior to entering into a contract”); and/or

• Purposes as referred in following sections above: 2a, 2b, 2e, 2f,

3.C. GDPR (“processing is necessary for compliance with a legal obligation to which the controller is subject“)

• Purposes as referred in following sections above: 2a, 2b, 2g

3.D. GDPR (“processing is necessary for the purposes of the legitimate interests pursued by the controller”)

• Purposes as referred in following sections above: 2a, 2b, 2d, 2f, 2g, 2h, 2i

SiteManager only shares Your Personal Data with:

• Its’ employees and collaborators;
• third party technology providers as embedded in the SiteManager Products and Services (as required for the correct functioning of the respective service of each third party technology provider) (e.g. cloud hosting provider & data hosting);
• Third Party maintenance & support recipients;
• SiteManager Partners (including in respect of offers of partners of SiteManager, which SiteManager, in its reasonable opinion, may believe to be of interest to You);
• Other third parties to the extent SiteManager has good faith belief that such disclosure is reasonably necessary to (a) comply with a law, regulation or compulsory legal request; (b) protect the safety of any person from death or serious bodily injury; (c) prevent fraud or abuse.

Such disclosures shall always be limited to the Personal Data as required for the specific purpose of the recipient while taking into account the necessary provisions on confidentiality, integrity, availability and security of the data involved.

In light of the processing of your personal data, you enjoy the following privacy rights:

• Right of access to personal data which SiteManager possibly has concerning you;
• Right to rectification, completion or update of your personal data;
• Right to delete your personal data ('right to be forgotten') (SiteManager wishes to point out that in this context certain services will no longer be accessible and/or can no longer be provided if you delete resp. request deletion of certain required personal data);
• Right to limit the processing of your personal data;
• Right to transferability of your personal data;
• Right to object to/oppose the processing of your personal data;

In principle, you can exercise these rights free of charge via the contact options mentioned below. In addition, you can always, via your personal account, update, modify and/or verify your personal data which you were required to submit when creating your (demo) SiteManager Studio account.

If you no longer wish to receive newsletters or information about our services, you can unsubscribe at any time by clicking the "unsubscribe" button underneath each of SiteManager’s emails.

When using certain services in the platform, it may be required to authenticate through a third party. By utilizing these services, you explicitly consent to the collection and processing of data as outlined in this policy. This section outlines how we process data acquired through these services.

Google

• We request access to your Spreadsheets and Google Drive folders/files solely for the purpose of providing specific functionalities within our platform. This includes tasks such as storing uploaded files in a Drive folder or updating a Spreadsheet. The only data we collect, are the underlying IDs of the selected Spreadsheets and Drive folders. Personal information, or information that is detailed in the Spreadsheets or Drive files, will never be collected or stored. It is possible to display data from a specific Spreadsheet on your website, if you choose to do so, but the data will never be stored on our servers, and will be directly fetched from the Spreadsheet itself.
• We do not transfer or disclose your information to third parties, period.
• We will use your data to provide you with the services you requested, such as storing uploaded files in a Drive folder, or appending a new row to a Spreadsheet.
• Our use and transfer to any other app of information received from Google APIs will adhere to Google API Services User Data Policy, including the Limited Use requirements.

SiteManager retains Your Personal Data (i) as long as Your Personal Data is relevant for the purpose, (ii) for the duration of any retention period that is required by law; or (iii) the end of the period in which litigation or investigations might arise in respect of the Website or SiteManager Products and Services.

Any transfer of personal data outside the European Economic Area (EEA) to a recipient whose domicile or registered office is in a country which does not fall under the adequacy decision enacted by the European Commission, shall be governed by the provisions of a data transfer agreement, which shall contain (i) the standard contractual clauses, as referred to in the 'European Commission decision of 5 February 2010 (Decision 2010/87/EC)', or (ii) any other mechanism pursuant to privacy legislation, or any other regulations pertaining to the processing of personal data.

SiteManager does NOT process any payment card information. Any payment card operations and information is controlled and processed directly and solely by a DPA authorised third party provider.

SiteManager is entitled to update this Privacy Declaration by posting a new version on the Website. As such, it is strongly recommended to regularly consult the Website and the page explaining the Privacy Declaration, to make sure that you are aware of any changes.

This Privacy Policy is offered under the laws of Belgium. The Courts of Ghent, Belgium shall have sole jurisdiction.

If you have questions about this Privacy Declaration, or the manner in which SiteManager collects, uses or processes your personal data, please contact us:

• Via e-mail: privacy@sitemanager.io or
• Via post: SiteManager NV, Dreefstraat 7A, 9260 Wichelen.

In case you are not satisfied with the way SiteManager handled your questions and/or remarks or have any complaints about the way SiteManager collects, uses and and/or processes your personal data, note You always have the right to log a complaint with the competent “data protection authority”.