Privacy & Cookie Policy

Version of 1 April 2024

Your privacy is important to us. This policy explains how we, as a data controller, process your personal data and what this means for you.

Please note that our website or software may contain links or references to other sites which we do not control. We recommend that you carefully read the privacy policy of each site you visit, as it may differ from this policy.

Who we are

We are Qonic NV, located at Koning Albertlaan 140, 9000 Ghent, Belgium.

If you have any questions about this policy or want to exercise your rights set out below, you can send us an email at privacy@qonic.com.

What we do

If you are a user of our software, we will process certain data to provide and market our services to you. This includes your contact details such as your name, email address, and company you work for, payment information, and account information.

We may also collect information about your use of our website and software. Your login sessions and activity are logged to understand how you interact with our services, for troubleshooting purposes, and to make sure that you get the best out of our product. This also allows us to improve our product for all our customers and identify organisations who would benefit from our product. Of course, we do not profile your personal behaviour or sell your data in any way.

If you are one of our contacts or prospects, we will process your contact details and any other information that is relevant for us to contact you, to respond to your request or to market services which may be of interest to you. You may also sign up to receive updates about our services.

Of course, we may also need to process your personal data to comply with any applicable legislation, or to protect our rights or those of other users and third parties.

Our legal basis for processing your personal data is (i) to perform our obligations in accordance with our contract with you, (ii) your consent, where applicable, (ii) our obligation to comply with any applicable legislation, and (iv) our legitimate interest to provide the very best service we can, to make our marketing as effective as possible and to protect our rights or those of others.

We will not keep your personal data for longer than necessary to achieve the purpose(s) for which they were collected, as long as it is required by law, or, when we asked for your consent, up until such time as you withdraw your consent. We have implemented measures to keep your data secure and to protect it from unauthorised access or use, unlawful destruction and accidental loss.

Third parties

We will only share your personal data with the providers we work with to operate our services (such as our hosting, analytics, CRM, marketing, and payment processing providers), with government and regulatory authorities if required by law, and with our professional advisers such as (lawyers and accountants). Of course, our service providers cannot do anything with your data unless we give them permission to do so.

Where applicable, we may transfer your personal data to countries in which we or our service providers maintain servers or facilities. Where your personal data is transferred to a country outside the EEA that has not received an adequacy decision, such transfer will be subject to adequate safeguards such as standard contractual clauses.

Cookies

When you visit our websites or access or use our software/application, we may process certain data associated with your use and your device, such as your IP address, operating system and web browser.

We use the following cookies :

• Strictly necessary (essential) cookies: used for authentication to access the Qonic application, via Auth0. These cookies are stored for one day;

• Functional cookies: used to enhance the performance and functionality of the Qonic website and Qonic application, like language preference, display and other dashboard preferences (list or thumbnail view, …). These cookies are stored for the duration of the session;

• Analytical cookies:

• CRM cookies, used for user management and customer data management, via HubSpot. Some of these cookies are stored for one session, others for a week;
• Google Analytics on the Qonic website. These cookies are stored for a maximum of two years;
• Logging cookies via Microsoft’s App Insights in the Qonic application. These cookies are stored for a maximum of one year;

• Advertising cookies: Qonic does not make use of Advertising cookies, except for YouTube embedded video’s in our blog on the Qonic website. YouTube cookies are stored for the duration of the session.

The use of our authentication essential cookies is based upon our legitimate interest . The use of the other cookies requires your consent.

On your first visit to our website you can set your cookie preferences. You can change your preferences at any time via your browser settings. Please note, however, that disabling cookies will affect the functionality of the website and may prevent you from being able to access certain features on the website.

Your rights

When you ask us, we will confirm whether we're processing personal data about you and provide you with a copy of that data. If these data are inaccurate or out-of-date, you can ask us to have it corrected. If you created an account, you can also consult and modify your profile data at any time by logging into the account and make the necessary changes.

You can ask us to delete your personal data from our systems and records, for example if we no longer need it or if you withdraw your consent. You may also ask us to restrict the processing of your personal data, for example if you believe that these are inaccurate, and ask us to send you personal data you have provided to us in order to transfer these to another service provider.

Where our processing is based on our legitimate interests, you may object to such processing unless if our interests outweigh your preferences. You may, however, at any time object to the use of your personal data for direct marketing purposes. If we process your data based on your consent, you may also withdraw that consent at any time.

To exercise any of your rights, please send us an email to privacy@qonic.com. We may require further information to verify your identity. Please also note that some of your rights only apply in particular circumstances.

If you have a concern about our privacy practices, you have the right to lodge a complaint with the competent data protection authority.

Changes to this policy

We may update this policy from time to time to reflect changes to our use of your personal data or to comply with changes in applicable law. We always make the most recent version available through our website.