Privacybeleid

1. Who We Are

This Privacy Policy explains how Omnicore-IT collects, uses, stores and protects personal data when you visit our website, contact us, use our IT services or access our software platform.

For the purposes of the General Data Protection Regulation (GDPR) and, where applicable, the Dutch GDPR Implementation Act (Uitvoeringswet AVG), the entity identified above is responsible for processing personal data as described in this policy, unless otherwise stated.

2. What Personal Data We Collect

The personal data we collect depends on how you interact with our website and services.

2.1 Website visitors

When you visit our website, certain technical information may be collected, including:

• IP address;
• browser type and version;
• device and operating system information;
• pages visited and interactions with the website;
• date, time and duration of visits;
• referring website or source;
• outbound links and external websites visited through links on our website; and
• cookie identifiers and related usage information, where applicable.

The information collected depends on our website configuration, analytics tools and cookie settings.

2.2 Contact forms and business enquiries

If you contact us through a contact form or by email, we may collect the information you provide, such as:

• name;
• business or organisation name, if provided;
• email address;
• telephone number, if provided; and
• the content of your message and any information you choose to share.

We use this information to respond to your enquiry, communicate with you and take any requested follow-up steps.

Please do not submit sensitive personal information through a contact form unless it is necessary and we have an appropriate basis for processing it.

2.3 User accounts and software platform

If you register for or use an account on our software platform, we may process information necessary to create and manage your account, such as:

• name and contact details, where requested;
• username and account identifier;
• email address and account verification status;
• authentication and login information;
• account settings and preferences;
• information you enter, upload or generate through the platform; and
• technical logs relating to account access, errors and security.

The exact information depends on the features of the platform and the information you choose or are required to provide.

Passwords should be stored using appropriate secure authentication practices, rather than as readable plain text.

3. Why We Process Personal Data

We process personal data only where we have an applicable legal basis and for specified purposes.

Depending on the circumstances, these purposes may include:

• Operating the website: displaying content and providing requested website functionality.
• Responding to enquiries: handling contact form submissions and communicating with prospective or existing customers.
• Providing IT services: discussing requirements, delivering agreed services and managing customer relationships.
• Providing the software platform: creating accounts, authenticating users and providing the features requested by account holders.
• Maintaining security: detecting suspicious activity, preventing abuse, troubleshooting problems and protecting systems.
• Improving the website and platform: understanding usage patterns and identifying technical or usability issues through analytics.
• Meeting legal obligations: complying with applicable legal and regulatory requirements.

We do not assume that every purpose applies to every visitor or account holder. Personal data is processed only for purposes relevant to the interaction or service concerned.

4. Legal Bases for Processing

Under the GDPR, we must have a legal basis for processing personal data. Depending on the purpose and circumstances, this may be:

• Performance of a contract: where processing is necessary to provide a service or take steps requested before entering into a contract.
• Legitimate interests: where processing is necessary for a legitimate business interest, provided that those interests do not override your rights and freedoms. This may apply to proportionate website security, service administration or certain forms of analytics.
• Consent: where you have freely and specifically agreed to a particular form of processing, such as analytics or tracking technologies when consent is legally required.
• Legal obligation: where processing is necessary to comply with a legal requirement.

The applicable legal basis depends on the specific processing activity. Where we rely on legitimate interests, those interests will be assessed against the potential impact on your privacy.

Where processing is based on consent, you may withdraw your consent at any time. Withdrawal does not affect the lawfulness of processing carried out before withdrawal.

5. Cookies and Similar Technologies

Our website and software platform may use cookies and similar technologies.

These technologies may be used to:

• enable essential website and account functionality;
• maintain login sessions and remember relevant preferences;
• measure website performance and usage;
• analyse how visitors interact with our services; and
• support other functions, if enabled.

The types of cookies and technologies used depend on the services and tools installed.

Strictly necessary cookies may be used where required for the operation of the website or platform.

Where applicable law requires consent for analytics, tracking or other non-essential technologies, those technologies will be activated only after valid consent has been obtained.

6. Analytics

We use analytics or tracking tools to understand how our website and, where applicable, our software platform are used.

Depending on the tools configured, these services may collect information such as pages visited, interactions, approximate location derived from technical data, device information, referral sources and cookie identifiers.

We use analytics information for measuring traffic, diagnosing technical issues or improving website usability.

Our analytics provider is: Google.

Where an analytics provider processes personal data on our behalf, the processing will be governed by appropriate contractual arrangements where required. Where consent is legally required, the relevant analytics or tracking technologies will not be activated before consent.

7. Who We Share Personal Data With

We do not share personal data indiscriminately. We may disclose personal data to the following categories of recipients where necessary and lawful:

• Hosting and infrastructure providers: to host and operate our website, systems or software platform.
• Software and technical service providers: to support website functionality, platform operation, maintenance and security.
• Analytics providers: to measure and analyse website or platform usage, where applicable.
• Communication providers: to deliver emails or support communications, where applicable.
• Professional advisers and public authorities: where necessary for professional advice, legal compliance or a lawful request.

Where a service provider processes personal data on our behalf, we will put appropriate data-processing arrangements in place where required by law.

We may also disclose information where necessary to establish, exercise or defend legal claims, or in connection with a business transfer, subject to applicable legal requirements and safeguards.

8. International Data Transfers

Some of our service providers may process personal data outside the European Economic Area (EEA).

Where personal data is transferred to a country outside the EEA, we will ensure that the transfer complies with the GDPR. Depending on the circumstances, this may involve an adequacy decision, appropriate safeguards such as Standard Contractual Clauses, and any additional measures required by applicable law.

You may contact us using the details in Section 1 to request further information about relevant international transfers and the safeguards used, subject to applicable legal restrictions.

9. How Long We Retain Personal Data

We retain personal data only for as long as necessary for the purpose for which it was collected, including applicable legal, accounting, security and dispute-resolution requirements.

Retention periods depend on the type of information and the purpose of processing. For example:

• Contact enquiries: retained for as long as necessary to respond to and manage the enquiry and any resulting business relationship.
• Account information: retained while the account is active and for any additional period necessary for legitimate operational, contractual or legal purposes.
• Technical and security logs: retained for a period appropriate to system security, troubleshooting and incident investigation.
• Analytics data: retained according to the settings and retention policies of the relevant analytics tools and our applicable requirements.
• Legal and financial records: retained for the period required by applicable law, where relevant.

Data may be retained for longer where required by law or where necessary to establish, exercise or defend legal claims.

10. How We Protect Personal Data

We take appropriate technical and organisational measures intended to protect personal data against unauthorised access, loss, misuse, alteration and disclosure.

The measures used depend on the nature of the data, the systems involved and the risks associated with processing. They may include access controls, secure authentication, system updates, monitoring and other security measures, where implemented.

No website, online service or method of electronic transmission can be guaranteed to be completely secure. We work to maintain appropriate safeguards and address security issues when they arise.

11. Your Rights Under the GDPR

Depending on the circumstances and applicable legal exceptions, you may have the right to:

• Access your personal data and obtain information about how it is processed.
• Rectify inaccurate or incomplete personal data.
• Erase personal data where the legal conditions for deletion are met.
• Restrict processing in certain circumstances.
• Object to processing based on legitimate interests, including objecting to direct marketing where applicable.
• Receive and transfer certain personal data in a structured, commonly used and machine-readable format, where the right to data portability applies.
• Withdraw consent where processing is based on consent.
• Lodge a complaint with a competent data protection supervisory authority.

These rights are subject to the conditions and exceptions set out in the GDPR. For example, we may need to retain certain information to comply with a legal obligation or to establish, exercise or defend legal claims.

To exercise your rights, contact us at info@omnicore-it.com. Please describe your request clearly so that we can understand and handle it. We may request information reasonably necessary to verify your identity before disclosing or changing personal data.

We will respond within the time limits required by applicable data protection law.

12. Complaints

If you have concerns about how we process your personal data, we encourage you to contact us first so that we can review your concern.

If you are in the Netherlands, you may also lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens): https://autoriteitpersoonsgegevens.nl/

You may also contact the data protection supervisory authority competent for your country of residence or workplace, or the location of the alleged infringement, where applicable.

13. Third-Party Websites and Embedded Content

Our website or platform may contain links to external websites or embedded content, such as videos, images or other materials.

When you interact with third-party websites or embedded content, those providers may collect information about you, use cookies or process personal data according to their own privacy policies.

We do not control the privacy practices of independent third-party websites. We recommend reviewing their privacy information before providing personal data or interacting with their services.

14. Children's Privacy

Our website and software services are intended for businesses and individuals above 18.

We do not intend to collect personal data from children in circumstances where doing so would be unlawful.

15. Changes to This Privacy Policy

We may update this Privacy Policy to reflect changes in our services, website functionality, data-processing activities or applicable law.

The latest version will be published on this page, with the updated date shown at the beginning of the policy. Where required by law, we will provide additional notice or seek consent for relevant changes.

16. Contact Us

If you have questions about this Privacy Policy, our handling of personal data or your privacy rights, please contact: